Sage 100 - How to correct an out of balance General Ledger (MAS 90 / MAS 200) Video Lecture | A detailed Guide to SAGE 100 - Data & Analytics

an out-of-balance journal entry cannot
post in general ledger total debit
entries must equal the total credit
entries entered you must correct an
out-of-balance entry before updating
general ledger you can recall and modify
journal entries at any time until you
complete the update process to recall a
journal entry you have previously
entered click the list entries button to
modify the journal entry if the update
process was completed you must record an
adjusting entry to correct the mistake
when printing a trial balance for all
accounts the totals at the beginning
balance and ending balance columns for
the report total should equal zero the
debits and credits should display the
same amounts if these conditions are not
met general ledger is out of balance you
can also view this out of balance on the
general ledger detail report or the
general ledger detail by source report
there can be some very unique situations
where you need to use the one-sided
entry feature to correct an out of
balance situation in this case you must
have your user logon set up with a role
assigned to the appropriate security
event to post out of balance entries
let's review our general ledger trial
balance now
and will first run it with the ending
balance only if I go to the end of my
report we can see that it says that the
trial balance report is not in balance
and I can quickly see that my debit and
credit do not equal let's look at this
in a beginning balance activity ending
balance version
again going to the end of the report I
can see that at the beginning of this
period we were in balance because the
beginning balance is zero
however the ending balance is not zero
I've got three thousand dollars
difference there and if I look at my
debits and credits I can see that
they're not in balance now I might be
researching this using my general ledger
detail report or my general ledger
detail by source report that if I go
ahead and run out this report
and go to the end
of the report I can see that same out of
balance condition
well after doing thorough research with
my general ledger detail looking at my
source journals my original documents
I've determined that something very
unusual happened and we did have a power
outage the other day and what happened
is that when we were updating only one
part of the entry managed to post so
this is that unusual case that you may
need to use the one-sided entry so I'll
do this in my general journal entry I'm
going to select my source journal just
assign the next entry number and this
happened to have been a payroll account
that I was trying to fund and cash came
out but it didn't get in so I'm gonna go
ahead and make that entry and apply it
and accept it and now we see this
message now this message may look
different in that you may or may not see
this one as an option tells me that the
journal entry is out of balance and the
entry must balance supposed to the
general ledger and ordinarily if I was
doing my normal journal entries I would
go and fix this in fact I could use the
correct that would take me back to the
general journal entry screen and I can
put the other part of this entry in if I
wasn't sure what the offset account was
I could say accept and then I can go
research and make that entry and then
post it if I don't know what's going on
and I want to post I could delete this
entry and handle it later but in this
case we're going to use this one and
remember you have to have the user
credentials available to do that so I'm
going to use the one and I'm going to
post
and we can see on the journal it does
show me that I'm out of balance but
again this is a very unusual situation
and I'll go ahead and close this and
update my general journal now let's see
the impact that had on the general
ledger trial balance
and if we go to the last page we now see
that our debits equal credits and now we
are in balance we've just looked at an
out of balance condition in the current
period but there might be instances
where the out of balance occurred in a
prior period to correct the out of
balance you must print the trial balance
report and review the total line now you
may need to do that several times and
for prior periods until you find a trial
balance report with the beginning
balance total at zero you'll print the
trial balance report for all accounts
including beginning balance activity and
ending balances and then you can print
the general ledger detail by source
report to help you find out the out of
balance entry you'll want to print the
report for all journals all batches and
for the date range of the period out of
balance after you've located the out of
balance entry you can refer to the
original register to determine what
portion of the entry is incorrect so
it's very similar to what we just looked
at going back period by period until you
find a beginning balance of zero making
your appropriate entries and then making
that correction