Note that this information is from AccountMate Support. Once I identify the issue, I will reach out to AccountMate Support for the correct resolution.
DESCRIPTION
AccountMate’s Recalculate Account Balances feature allows you to recalculate GL
Account ID balances to correct certain inaccuracies or inconsistencies affecting these
records. This Technical Note can help you identify the symptoms of the GL Account ID
balances being incorrect and explain the requirement with which you must comply before
performing recalculation. It also discusses the recalculation procedures, the AccountMate
data files or tables that the recalculation routine validates, and some common data issues
that recalculation alone cannot resolve.
SOLUTION
Symptoms of problems with the GL Account ID balances
When you suspect a problem with certain GL Account ID balances, you can use any of the
following reports to determine whether the balances are indeed incorrect:
• Trial Balance: The Debit total does not match the Credit total.
• Balance Sheet: The Total Assets amount does not match the Total Liabilities and Equity
amount.
• General Ledger Listing: The GL Account ID Balance does not match the total of
detailed entries. Use this report to identify which GL Account ID(s) may be causing the
discrepancy.
Requirement for GL Account ID balances recalculation
Important: Before recalculating GL Account ID balances, you must always back up the
company database.
If recalculation fails, you must restore your backup and determine the cause of the failure.
Refer to the section about the common conditions that cause the recalculation to fail.
Steps to recalculate GL Account ID balances
Perform these steps to recalculate the GL Account ID balances:
1. Access the Data Manager function from the Utilities menu. See Figure 1.
Note: The Data Manager function is only available for the user assigned with the
System Manager ► Access Data Manager user extended right. The user access rights
are assigned in the AccountMate Administrator program ► Setup ► Security ►
Group/User Setup function ► Add User/Edit User window.
2. Mark the Recalculate Account Balances checkbox in the Data Manager function
window.
3. Click the Process button.
Tables validated during GL Account ID balances recalculation
The recalculation primarily updates the Account Balances File (GLABAL), which stores the
balances of all GL Account IDs. These balances are recalculated based on the records in the
Journal Entries Transaction (GLTRSN) and GL Transfer (GLTFER) Files.
The records in GLTRSN come from either of two sources:
• Batches posted by running the Period-End Closing function in the non-GL modules
• Batches created and posted directly in the GL module
The records in GLTFER are created either by:
• Running the Transfer Data to GL function in the non-GL modules
• Running the Period-End Closing function in modules having valid transactions with
post dates that fall after the period that is being closed
The Chart of Accounts File (GLACCT) is also used to verify that the GL Account IDs used in
the recalculation are valid records (i.e., GL Account IDs are in GLACCT).
Common conditions that cause recalculation failure
There are certain data conditions or problems that cannot be fixed by performing
recalculation. AccountMate generates an error message when it detects a data problem that
the recalculation cannot handle, and the process stops. This data condition must be
corrected before performing recalculation again.
The next paragraphs discuss some of the most common issues that may occur and the
related error messages that AccountMate will display when you encounter a particular data
condition during recalculation.
1. Missing posting period in GLTRSN
a. Error Message: “Cannot recalculate account balances. Missing posting period
information in Journal Entries Transaction File.”
b. Data condition: The year (gltrsn.cyear) or posting period (gltrsn.cpdno) field in
GLTRSN is blank.
2. Missing Account ID in GLTRSN
a. Error Message: “Cannot recalculate account balances. Missing GL Account ID in
Journal Entries Transaction File.”
b. Data condition: The GL Account ID (gltrsn.cacctid) field in GLTRSN is blank.
3. Missing Account ID in GLTFER
a. Error Message: “Cannot recalculate account balances. Missing GL Account ID in GL
Transfer File.”
b. Data condition: The GL Account ID (gltfer.cacctid) field in GLTFER is blank.
4. Invalid Account ID in GLTRSN
a. Error Message: “Cannot recalculate account balances. Invalid GL Account ID in
Journal Entries Transaction File.”
b. Data condition: The GL Account ID (gltrsn.cacctid) field in GLTRSN contains a value
that does not exist in GLACCT.
5. Invalid Account ID in GLTFER
a. Error Message: “Cannot recalculate account balances. Invalid GL Account ID in GL
Transfer File.”
b. Data condition: The GL Account ID (gltfer.cacctid) field in GLTFER contains a value
that does not exist in GLACCT.
6. Non-zero Sum of Transaction amount field in GLTRSN for prior, current and
future years
a. Error Message: “Cannot recalculate account balances. Journal Entries Transaction
File is out of balance by XXX.XXX.”
b. Data condition: The sum of the values in the transaction amount (gltrsn.ntrsamt)
field in GLTRSN for records in the prior, current, and future years is not equal to
zero. AccountMate sums up the transaction amounts of all records in GLTRSN with
post dates that fall within the prior, current, or future year. It excludes any voided
records in this summation.
7. Non-zero Sum of Transaction amount field in GLTFER for all records
a. Error Message: “The GL account balances have been recalculated. Run the Transfer
to GL function in each applicable subsidiary module to reflect the latest transfers.”
b. Data condition: The sum of the values in the transaction amount (gltfer.ntrsamt)
field for all records in GLTFER is not equal to zero.
When you understand the Recalculate Account Balances feature, you should be able to
identify when, how, and what to do before performing recalculation. Use the tips in this
document to effectively evaluate and, where possible, fix the data for those issues that the
recalculation process cannot resolve.