Resolving Out-of-Balance Conditions

When the system detects that an invoice batch is not in balance, it prints the batch amounts to be researched on the report. These conditions might be reported:

1. The calculated amount, including taxes, of the invoice (F03B11) does not equal the distribution amount (F0911).

   To determine which invoice is not in balance, run the Print Invoice Journal report and General Journal report for the batch, or review each invoice online and compare the invoice amount with the G/L distribution amount.

   A discrepancy between these two amounts can occur when:

   • The invoice was intentionally entered out of balance.

   • The G/L distribution amount for an invoice was changed using the Journal Entries program (P0911).

   • An invoice pay item was voided, but the void was not posted.

     Note:

     This condition occurs only when the invoice has multiple pay items. If the invoice has only one pay item and it is voided, but not posted, this report does not produce an out-of-balance condition. Because the system removes the posted code from the entire invoice when it is voided, the invoice is not considered by the report. However, if only one of several pay items is voided, but not posted, the report produces an out-of-balance condition.

     To correct this problem, verify that all transactions in the batch are posted. If all transactions are posted, locate the invoice that is out of balance and change the journal entry amount to correspond to the invoice amount. If the invoice amount is not correct, put the transaction in balance first, and then void it.

2. The distribution amount (F0911) does not equal the automatic offset amount (F0911).

   This condition occurs only when the post program does not finish processing.

   To correct this problem, determine the missing offset entry amount, create the balancing one-sided journal entry, and post the batch out of balance.

Either condition listed on the report can also occur if data records are damaged. Data records can be damaged for a variety of reasons, including hardware failure. To identify damaged data records, run queries over key fields (company, G/L date, document number, fiscal year, century, and so forth) for the F03B11 and F0911 tables to identify any null, blank, or special characters that should not be part of the value.

To correct this problem, repair the key field or remove the record from the table. Contact the database administrator for assistance in identifying and repairing damaged records.