Out of Balance Sequence in Payables/Wages

Introduction

The following wiki explains how to determine which sequence numbers in payables/wages are out of balance, as well as how to correct them.

Finding the Out of Balance Sequence in Payables/Wages

In the main JSI menu, go to:

• Utilities
• Reorganize Files
• Integrity Check
• Ledger
  

Select "Test GL Entries."

1. Linked Entries = AP, GL or Wages links.
   
2. Journal Entries = Journal Entries.
   

Linked Entries should be selected by default. Enter a range of sequence numbers that the user believes is out of balance.

1. Note: The first number in the range can't be zero.
   

If the system finds sequences out of balance, a box will appear and ask if you want to View/Print the Variance Log. 

Select "Yes." 

If the box doesn't appear, there are no out of balance links within the range you selected.

A report will display the sequence numbers that are out of balance.

These sequences will have to be corrected, in the sub-ledger, (be put into balance), before linking into the GL. 

Modifying the Out of Balance Sequence

In the main JSI menu, go to:

• Ledger
• GL Link Procedure
• Edit a Record
  

Enter the sequence number that is out of balance.

Note: the sequence cannot be linked to the GL. If it is, the user must reverse the link before continuing. Remember to update the link once the user is in balance.

Note: to make the appropriate changes, the user must be in the same payables period as the sequence being changed.

A screen will appear showing the transactions belonging to that sequence number.

The General Ledger has a self-correcting feature and simply by exiting out of this screen, the system will automatically add a record to the link making it balance.

Press "Esc" or click on the red X to exit the screen. If you view the sequence number again, it will now be in balance.

However, if the sequence contains the GL account number that the out of balance needs to be posted to, arrow down to that account number and press enter. 

Same as above, the GL will automatically add a record with the GL account number you selected, putting the link back in balance.

The new sequence will now redisplay. By default, the account number that was entered for this new transaction is the first number listed in the original sequence number.

If the account number was not in the link, your sequence is now in balance but the amount is posted to the wrong GL account number. 

How do you fix it? Re-enter the sequence number.

1. In this example, as the first line was for the account number 1440-30, this amount was used for the new transaction.
   

If the account number has to be modified, scroll down and double click on the new transaction to select it.

Click on "Modify."

 Edit the record to post the amount to the appropriate GL account.

 And then Click on Update.

A screen will appear showing the new amount that was automatically entered, as well as the account number that it belongs to.

The sequence is now correct.  You should re-run your reports and can continue on with balancing and linking.

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