Check accounting and recalculate accounting

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You can recalculate and check your accounting in different ways:

  • with the Shift + F9 keys (Windows and Mac) or Cmd + 9 (Mac)
    Primary accounting recheck
  • with the Check accounting command from the Actions menu
    this solution includes several extensive control options - Extensive accounting recheck

If there are error messages or differences you should correct them.

Primary accounting recheck

The Check Accounting command mainly checks the version in use and, if an updated version is available, the program prompts you to update to the latest version. We strongly recommend updating as many features have been improved and different problems solved.

This command will execute the following operations:

  • Reset the accounts balances, as well as the cost centers and segment balances
  • Verify and report if there are errors in the various tables (Accounts, Transactions, VAT Codes and Exchange rates tables)
  • Re-enter all the operations as if they were being entered for the first time
    • for the multi-currency accounting, it will recalculate the opening balances in the basic currency using the latest exchange rates
    • if the transactions rows are not locked, it will recalculate all transaction rows:
      • the VAT percentages are taken over from the VAT Codes table and the VAT amounts are recalculated again
    • Update the account balances, as well as the cost centers and the segment balances
    • In the Cashbook, the progressive account balance in the Transactions table is recalculated
  • it will recalculate the Accounts and Categories table totals (income and expenses)
    • it will update the Diff. Budget and the Previous year columns
    • In the multi-currency accounting, it will update the Adjustment of Balance in line with the latest exchange rate and the exchange rate difference

 

Extensive accounting recheck - the Check Accounting window

On top of the basic accounting recheck, additional checks are executed.

Check Accounting image

Recalculate accounting plus additional checks

This is one of the most useful features: the entire accounting file is being rechecked, all the balances are recalculated and the user is notified if errors are found.

Accounting properties

This option is being activated by default. The program verifies whether the data entered into the File and accounting properties correspond to the actual accounting (for example: opening and closing date, VAT account, accounts for exchange rate differences, etc.).

Transactions

Differences within transactions

If this option is activated, the program verifies whether there are differences between Debit and Credit or between Accounts and Categories in the Income & Expense Accounting. The rows where the differences occur are being indicated in the Messages Window. Also, the program shows the total difference amount in the Information window at the bottom of the screen (only when being positioned in the Transaction table).

Include intermediary differences

If this option is activated, the program verifies whether there are differences between Debit and Credit, in composed transactions (transactions over multiple rows). Often differences are caused by incomplete entries or errors in the amounts (as for example in the following example, in the transaction n. 8).

Transactions with difference

Balances checks (#CheckBalance)

By activating this check, the program will signal wether the balance indicated in the description is different from the accounting balance on the indicated data. 
The Transactions #CheckBalance postings are used to indicate the account balance on a determinate date.
At the end of the month, quarter or year it is useful to create #CheckBalance postings for the cash and bank accounts. The #CheckBalance postings are also useful in conjunction with the lock postings command.
Using the #CheckBalance postings you will notice if, after closing the period, incorrect postings have been made..

Characteristics ofi #CheckBalance

  • Date. Must be the date the balance refers to.
  • Description must contain
    • #CheckBalance followed by the account balance, including decimals.
      #CheckBalance -1200.00
      #CheckBalance  0.00
    • For multi-currency accounting, the wording #CheckBalance followed by the currency abbreviation and the account balance, including decimals.
      #CheckBalance  CHF -1200.00
      #CheckBalance  EUR 0.00
      #CheckBalance -1200.00 Without the currency code, the check is done on the basis of the balance of the base currency.
  • Debit Account indicates the account on which the verification is to be carried out.
  • Amount must be left blank.

CheckBalance

The program has detected a difference between the checking balance and the account balance in the file

Same document with different dates

When this option is activated, the program will alert if transactions with the same Doc number have a different date. For transactions on more than one row, where there is no correspondence between Doc and Date, the program cannot correctly determine the counterpart.

Accounts

Chart of accounts structure

When this option is activated, the program checks whether the Chart of Accounts structure is correct.

Existence of exchange rate differences

When this option is activated, the program checks whether there are unrecorded exchange rate differences.

Opening balances differ from last year's balances

When this option is activated, the program verifies whether the opening balances of the new year match with the closing ones of the previous year.

Personalized checks (Add On)

When this option is activated, the program runs checks on the functions that have been added by user (Add Ons), for customized verifications.

Include additional checks with the shortcut Shift + F9

When this option is activated, the program will run all the checks activated in the dialog window, when pressing Shift+F9. Otherwise only an accounting recalculation will be done (Mac version: Shift + Cmd + 9).

 

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