Fix QuickBooks Balance Sheet Out of Balance Error

On your Balance Sheet, Your Total Assets and Total Liabilities should Equal one another. If they don’t, then you can […]

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On your Balance Sheet, Your Total Assets and Total Liabilities should Equal one another. If they don’t, then you can go through this blog. In this blog, you will read about how to fix QuickBooks Balance Sheets out of balance form. So what are you waiting for? You can just read this and get your problems solved.

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What is QuickBooks Balance Sheet Out of Balance Error?

Total assets and total liabilities are listed on a balance sheet, which is a statement of information about a business. Asset side and liability side balance must match in order to avoid a balance sheet out-of-balance error, which could stall your work in progress. This mistake essentially involves comparing the totals of assets and liabilities. This mistake could have a number of causes, some of which will be covered in a later section of this post.

Know When the Balance Sheet went Out of Balance

  • First, You have to open the Reports.
  • Then you have to Select Company and Financial.
  • Now you have to go to Balance Sheet Summary.
  • You have to choose Customize Report and then you have to tap on the Display tab.
  • Then you have to set the Report Basis to Cash.
  • In accordance with the Year, Month, Week, and day that the QuickBooks Balance Sheet out of Balance issue occurred, make the necessary changes in the columns.

QuickBooks Balance Sheet Out of Balance and its Causes

When the Balance Sheet Issue of QuickBooks occurs, you could see the following error message on the desktop screen.

Even though there may be changes in cash, the accrual basis of accounting basically tracks expenses and revenues as they are earned. This error may have several reasons, including the following:

  • A Damaged Company Data File Occurs.
  • Links or Transactions Entered are Incompatible.
  • If you are using the Feature for Multiple Currencies.

Important Points to Remember

  • You must adjust the reported total by year before checking if the Balance Sheet is once again in Balance.
  • Additionally, Sign out and then Back into the QuickBooks File.
  • Before Beginning any Troubleshooting steps, You have to Back Up the QuickBooks Company File.
  • If you are Working in a Multi-user Setting, It could harm the Company File and the Balance Sheet might go Out of Balance.
  • It is Advised to Repair the Data Damage and use the Primary System from Which the File is Hosted.
  • Before Continuing, Make sure to Check and Reload the QBWIN Logs.

Fix Your Balance Sheet When It’s Out of Balance in QuickBooks Desktop

On your Balance Sheet, Your total assets and total liabilities should equal one another. Reported balance sheets can be challenging. Before moving on, it would be a good idea to seek help from your Bookkeeper or Accountant.

Important: You should create a backup before continuing since you might need to change transactions to fix this issue.

Step 1: Run the Report on the Accrual Basis

Run the report using the accrual method if you haven’t already.

  • Start by choosing Company & Financial and then Balance Sheet Summary from the Reports menu.
  • Then you have to select Create Custom Report.
  • Now, Select Accrual under Report Basis on the Display tab.
  • Choose OK at last

Rebuild your company file first if your balance sheet is not in balance on an accrual basis. Continue to step 2 if it is out of balance on a cash basis only or if it remains out of balance following a rebuild.

Note: If your balance sheet is out of balance on an accrual-only basis or on both an accrual-only basis and a cash basis. For upcoming steps, you will require this.

Step 2: Identify the Day that Your Balance Sheet Stopped Being in Balance

Find the date that this report became unbalanced in order to identify the transaction or transactions that are the cause of the issue.

  • Select Company & Financials from the Reports Menu, Followed by Balance Sheet Summary.
  • Then you have to Select Create Custom Report.
  • Choose all from the Dates dropdown on the Display tab.
  • Now you have to Go to the Report Basis area. Select Accrual if Your Balance Sheet is Out of Balance for Accrual only. If not, then you have to Choose Cash.
  • Choose Year in the Columns Section’s Display columns by Dropdown Menu and select OK.
  • Your Total Assets in relation to Your Total Liabilities and Equity. Find out When the Balance on Your Balance Sheet Goes.

Use the same steps to find the year after finding it to determine the precise date.

  • Steps 1 through 6 should be repeated. This time, choose Month in the Display columns by dropdown.
  • After finding the month, then repeat steps 1 through 6 once more. Next, you have to choose Week.
  • Finally, after determining the week, perform the procedure one more. Again, you have to choose Day.
  • Continue to step 3 after you know the day your report became unbalanced.

Step 3: Track Down the Transactions that are Throwing off the Balance on Your Balance Sheet

For the day you noted, you have to run a Custom Transaction Detail report.

  • Select Custom Report from the Reports menu, Followed by Transaction Detail.
  • Look for the Report Date Range Section on the Modify Report window. In the From and To fields, you have to enter the day the report stopped being balanced.
  • Then you have to go to the Report Basis area. Select Accrual if your Balance Sheet is Out of Balance for Accrual only. If not, then Choose Cash.
  • Uncheck Account, Split, CLR, and Class in the Columns section. Choose Amount. The report will be simpler to read as a result. The Paid Amount column should be chosen and select OK.
  • The amount that is out of balance should be equal to the ending balance in the Paid Amount column. Find the transaction or transactions that total this amount by looking through the report.

Continue to Advanced troubleshoot for Balance Sheet errors if you are unable to find the transactions.

Step 4: Re-date the Transactions

  • Change the dates on the transaction(s) that are creating the issue once you’ve identified them. Note the current dates for each. Then change the date on each transaction to a day that is 20 years from now.
  • Store every transaction.
  • If you correctly identified the transactions, the Paid Amount column should now be 0 after refreshing the report.
  • Find the transactions you dated into the future, then date them to the time they actually occurred. Note: By re-linking the transactions, this step of updating can fix them.

Go on to the next step if this doesn’t work.

Step 5: Delete and Re-enter the Transactions

You should remove and reenter the transaction or transactions if changing the dates on them doesn’t resolve the issue.

Try Advanced troubleshooting for Balance Sheet difficulties if your balance sheet is still out of balance after that.

How to Review an Unbalanced Balance Sheet?

Assets and liabilities on a balance sheet report for your business should net zero across all categories. In other words, the balance between the assets, liabilities, and equity of your business should never be greater than zero. The balance sheet is out of balance and there can be a mistake in the ledger transactions if the balance sheet report you generate does not equal zero. You may isolate the problem and fix it to provide accurate reports by knowing where to look.

Accounting Equation

Accounts on the balance sheet are those that don’t directly affect income and expense numbers. The asset balance sheet categories include asset accounts including cash, accounts receivable, and prepaid contracts. The liability balance sheet category includes liability accounts such as accounts payable and equity accounts. According to Accounting Coach, creating an accurate trial balance requires using the proper classifications and comprehending which accounts belong on the balance sheet.

Trial Balance

To see the balances of all of your accounts in one place start with a Trial Balance Report. Each ledger account that has a balance for the reporting period is listed in the trial balance report. You can review only the accounts that are relevant to the reporting period while saving time and confusion by leaving out zero-balance accounts. In the trial balance report, review the account balances. Highlight any accounts that seem off on the list or make a note on a piece of paper to review the activity in those accounts if you see any. To correct incorrect balances, accounting software like Quickbooks allows users to re-order, re-date, and re-enter account entries.

Review Ledger Activity

It may be possible to identify the cause of your imbalanced balance sheet by reviewing ledger activities. If there are any accounts for which the balance is in doubt, access each ledger account separately. Review the list of transactions for the time period and make note of those that stand out as ordinary. Look for any improper transaction posts or journal entries that might have unintentionally been posted to a balance sheet account. To adjust the balance, reclassify any incorrect transactions with a general journal entry.

Journal Entries

A balance sheet that is out of balance could be the result of a journal entry error. Go over each journal entry that was made in the accounts that you are not sure of. Check to make sure the amounts entered are correct. To ensure that the entry was posted successfully and to the correct period, check the documentation that supports the journal entry. To ensure that the entry is posted correctly and without a system issue, look over the entry’s specifics in the ledger. Unintentionally twice publishing journal entries can lead to some imbalanced accounts.

Equity Calculations

Verify the information in your Owner’s Equity, or Stockholder’s Equity if your business is a sole proprietorship. The difference between assets and liabilities is represented by the equity category. A positive sign is when assets exceed liabilities. It indicates that your business has equity. Equity increases in proportion to assets. The equity also decreases when assets or liabilities grow or decrease, respectively. Your balance sheet won’t be in balance if the result of this equity calculation does not equal the gap between your assets and liabilities.

What are the Common Issues Leading to a Balance Sheet Out of Balance?

Verify that any particular type of transaction is putting the Balance Sheet out of balance. Here are the few transactions that you need to look at are mentioned below:

An Inventory Return and Discount on an Invoice

Possible ScenarioSuggested Fix
Selling one or more inventory itemsCreate a New Invoice for the sale and the discount in this situation.
One or more inventory items were returned by a customer.In this situation, a credit memo for the inventory return must be written.
A discount itemIn order to accept payments, It is necessary to link the credit memo to the invoice in the case of discount items.

Unconventional Inventory Transactions

Possible ScenarioSuggested Fix
1. Transactions that have a negative impact on inventory include:
# Transactions that result in a negative quantity on hand.
# It makes previously entered assemblies’ quantity on hand alter and marks them as pending.
# Washing transactions with the same item in both + and – units at the same price.
# Transactions involving a damaged good, a damaged client, or a damaged supplier.
2. If your negative inventory has an impact on your cash basis balance sheet. You tried to carry out a basic data damage investigation on the firm file. The balance sheet, however, gets out of balance once more when new inventory transactions are entered.
1. Correct transactions that result in an unbalanced balance sheet. It is important to keep in mind that the financial statements for previous periods may be affected.
2. Start over with a new data file.
If the problem started after Updating to a Newer Version of QuickBooks, you can:
# Install the previous version again.
# Next, restore a backup you made before the upgrade.
# After that, get the upgraded data file ready.
# Upgrade the data file once more to the most new version.
3. If the transaction appears to be destroyed or is generating an imbalance without being one of the transactions we have previously described, you should either delete and recreate the transaction or get advice from a professional.

Another Transaction can be Any Discount that is Entered at the Customer Level and then Applied at the Job Level

Possible ScenarioSuggested Fix
● You have a customer who has many jobs. All the jobs were done by you, and you invoiced the client for all the work that is included in the invoice.
● You receive payment for the invoice, but the customer also gave you a discount for Job A.
● The user entered the discount on the Discount/credit page and recorded the payment for the invoice.
● In these cases, It is advised that you re-enter the payment, divide it among the various jobs, and then enter the discount at the job level to match it with the invoice.

Journal Entry Linked to a Credit Memo

Possible ScenarioSuggested Fix
● There will be an open credit memo that has been linked to by an offsetting general journal entry (GJE) that you entered.● You will need to update the Journal Entry in this situation.
● After that, transfer the A/R account to the source line, which is often the GJE’s initial line.
● You should save GJE and confirm that the Credit Memo is still linked to it.

Hope this article is informative and helpful. In some cases, the QuickBooks balance sheet out-of-balance problem can be slightly difficult and complicated and in that case, you won’t be able to fix that issue by yourself. Hopefully, you are cleared with the fixing QuickBooks balance sheets out of balance error. In case you still face any issue related to this then you can connect with Dancing Numbers team as the help desk team is available round the clock for their users.

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Frequently Asked Questions

How to Correct a Balance Sheet in QuickBooks Desktop?

Select Custom Report from the Reports menu, followed by Transaction Detail. Look for the Report Date Range section on the Modify Report window. In the from and to fields, you have to enter the day the report stopped being balanced.

Does the Balance Sheet Reset?

It never resets to zero. Not so for the Balance Sheet. They never have their accounts reset. The prior year’s net income is added to Retained Earnings when the prior year is closed out in your accounting system (which involves a number of tasks but is most important the reset of the Income Statement to zero).

What can Affect the Balance Sheet?

• Recording Your Transactions Incorrectly.
• When you are not Classifying the Data Correctly.
• Omitting Transactions. Sometimes Recording Transactions on your Balance Sheet can Slip Your Mind.
• Forgetting to Record Inventory Changes.

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