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Trial Balance Detail Report is out of balance in General Ledger using Microsoft Dynamics GP

Article ID: 2428683 - View products that this article applies to.

SYMPTOMS

The Trial Balance Detail report in GL is out of balance due to an unbalanced journal entry, or rounding difference using Multi-currency.

To print the Trial Balance Detail report, click on Reports, point to Financial and click on Trial Balance. Under Reports, select Detailed. Insert a report option or create a new report option. In the Trial Balance Report Options window, select the report restrictions as needed and save. Print the report to verify if the total debit amount is equal to the total credit amount.

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CAUSE

There is an unbalanced journal entry in the General Ledger tables.

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RESOLUTION

Follow the steps below to locate unbalanced journal entries:

Step 1: Print the Trial Balance report

Open the Trial Balance Report Options window for the Detailed Trial Balance Report by selecting the report option and click the Modify button
In the Include section, make sure the checkbox for Unit Accounts is not marked.
In the Include section, make sure the checkbox for Inactive Accounts is marked.
Print the report again.
Verify that the Detailed Trial Balance Report is still unbalanced.

Step 2: Identify unbalanced General Ledger transaction(s)
To identify unbalanced GL transaction(s), use one of the options below. To run a script that will identify the GL transaction for you, go to the Option 1: "Fix it for me" section. To run a script yourself that will identify the GL transaction, go to the Option #2: "Let me fix it myself" section.

Option #1: Fix it for me

To have us run a script that will identify the GL transaction automatically, click the Fix this problem button or link. Click Run in the File Download dialog box, and then follow the steps in the Fix it wizard.

Fix this problem
Microsoft Fix it 50422

Note This wizard may be in English only; however, the automatic fix also works for other language versions of Windows.

Note If you are not on the computer that has the problem, save the Fix it solution to a flash drive or a CD and then run it on the computer that has the problem.

Option #2: Let me fix it myself

To identify the GL transaction yourself, follow these steps:

Method #1: Use SQL scripts

Use the appropriate step below to open SQL Server Management Studio:
- If you use SQL Server 2000, start SQL Query Analyzer. To do this, click Start, point to Programs, point to Microsoft SQL Server, and then click Query Analyzer.
- If you use Microsoft SQL Server 2005, start SQL Server Management Studio. To do this, click Start, point to Programs, point to Microsoft SQL Server 2005, and then click SQL Server Management Studio.
- If you use Microsoft SQL Server 2008, start SQL Server Management Studio. To do this, click Start, point to Programs, point to Microsoft SQL Server 2008, and then click SQL Server Management Studio.

Copy the below script in to a query window and execute against the company database to identify unbalanced journal entries.

select JRNENTRY, sum(DEBITAMT) - sum(CRDTAMNT) from GL20000, GL00100 where ACCTTYPE = 1 group by JRNENTRY having sum(DEBITAMT) - sum(CRDTAMNT) <> 0

Method #2: Use the automated solution for "General Ledger Out of Balance" to find the unbalanced journal entries. This solution can be found using the link below to KB 935384.

KB 935384 - Automated Solutions that are available for the Financial series in Microsoft Dynamics GP
https://mbs.microsoft.com/knowledgebase/KBDisplay.aspx?scid=kb;EN-US;935384

(https://mbs.microsoft.com/knowledgebase/KBDisplay.aspx?scid=kb;EN-US;865712)

Step 3: Make a correcting journal entry

Once the unbalanced journal entry has been identified, you can correct the journal entry by setting up a dummy account in General Ledger to use as your offsetting account to key a journal entry. When finished, you can delete the side of the journal entry booked to the dummy account and then remove the dummy account to leave a one-sided entry to balance the Detailed Trial Balanced Report. To do this, follow the steps in KB 865712 on how to create a one-sided journal entry to balance out the difference.

KB 865712 - The beginning balance for the current year does not balance in the General Ledger in Microsoft Dynamics GP
https://mbs.microsoft.com/knowledgebase/KBDisplay.aspx?scid=kb;EN-US;865712

(https://mbs.microsoft.com/knowledgebase/KBDisplay.aspx?scid=kb;EN-US;865712)

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Note This is a "FAST PUBLISH" article created directly from within the Microsoft support organization. The information contained herein is provided as-is in response to emerging issues. As a result of the speed in making it available, the materials may include typographical errors and may be revised at any time without notice. See Terms of Use

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