QuickBooks Accounting software is an essential tool for any company. It assists businesses in managing their accounts and paying their bills. However, QuickBooks (QB) is a complex application that is prone to errors, as evidenced by the error “QuickBooks Balance Sheet out of Balance” displayed by the app. Because of this error, the basic equation of “assets = liabilities + shareholder’s equity” does not match, and QuickBooks data displays incorrect entries as well as an error message.
When an error occurs in the QuickBooks application, the results are always disastrous. Fortunately, determining the error and managing the accounting application is simple.
What Causes an Unbalanced Cash/Accrual Basis Balance Sheet?
Your balance sheet not only helps you draw in investors, but it also gives you an idea of how much your business is currently worth. The company’s financial situation is shown on the balance sheet at any given time. It provides information on the company’s current assets, liabilities, and equity. It can quickly demonstrate how much the business owns and owes.
It is crucial that the balance sheet is accurate at all times. The ratio of assets to liabilities plus equity (assets = liabilities plus equity) should always be the same.
Analysis of an out-of-balance QuickBooks balance sheet:
According to an examination of the QBWin.log file, the “Inventory Asset Account” encounters the error when the calculated and displayed balances for an account are not equal. The following are the primary causes of balance sheet error:
1. Data Loss:
During the transaction entry, the Company File is damaged. For example, an out-of-balance transaction is reported in the current fiscal year. Such damage can be repaired by re-sorting the list or rebuilding the data for that fiscal year.
2. Incorrect Transaction or Linking:
Data entries may appear to be entered correctly, but these may push the cash basis ‘out-of-balance’. These entries could contain the following:
- Credit memos are used for returned inventory.
- Jobs with discounts
- Journal Entries in General
Any of these entries could be used to offset other transactions. Such problems can only be resolved manually, and the process entails locating, verifying, and correcting individual entries.
3. Use of multiple currencies:
QuickBooks users frequently encounter multi-currency issues. A multi-currency issue occurs when the payment’s exchange rate does not match the exchange rate at the time the invoice was created. In such cases, the gain or loss caused by the difference in exchange rates does not appear on the balance sheet, resulting in an out-of-balance error.
This issue necessitates significant software modification, and QuickBooks is currently working to resolve the multi-currency usage issue. Until then, the only way to fix the “Balance sheet out of Balance Error” is to use a trusted Stellar Repair for QuickBooks software.
4. Other Transactions:
Other transactions may, as already mentioned, result in an unbalanced balance sheet when using the cash basis. Verify the proper entry of these transactions:
- Discount and inventory returns that were applied to an invoice:
The sale and the discount should be detailed on the invoice. When receiving payments, a credit memo for the returned inventory needs to be made and linked to the invoice.
- Journal entry associated with a credit memo:
The GJE is connected to an existing credit memo that was offset by a journal entry. If this transaction is the cause of the discrepancy, edit the journal entry and make sure the A/R account is the source or the first line.
- Verify that the GJE and credit memo are still connected:
A discount was offset using the balance sheet account:
An offset account must be chosen for the discount to be recorded when using the Discounts & Credits button in customer payments. The balance sheet will be out of balance on a cash basis if you accidentally choose a balance sheet account. If you’re giving a customer a discount, make sure to switch the offset account from an income account to an expense account, preferably an expense account.
Solutions to the QuickBooks Balance Sheet Out of Balance Error:
Find out how to correct an unbalanced balance sheet in QuickBooks Desktop.
On your balance sheet, your total assets should equal your total liabilities. If they don’t, we can work with them to resolve the issue.
Note: Balance sheet reports can be challenging. Before moving forward, it’s a good idea to get advice from your accountant or bookkeeper. If you don’t already have one, we can assist you in finding one.
Important: Before continuing, create a backup since you might need to edit transactions to fix this issue.
Before beginning to resolve the QuickBooks error, always check for the following:
- Backup QuickBooks data – QuickBooks requires the processing and storage of vital data. As a result, before beginning to repair the error, all data must be backed up.
- If multiple users access QuickBooks data, troubleshoot on the server computer. The reason for this is that changes made on the local machine will not be reflected in a central location, which may make it difficult to resolve the error.
- Verify if this is a recurring error. Then the issue may be that the display is slow in refreshing the report or the problem is with the default date. Log out of the QuickBooks file and log in again and change the default date.
- For data damage, use the basic troubleshooting steps. Many times, simple steps like “Run the rebuild and verify data utilities” solve problems. Reopen the balance sheet and double-check the balances. If the problem persists, use the QuickBooks repair tool to resolve the “QuickBooks Balance Sheet out of Balance error”.
Changes in any of the following data types can cause a QuickBooks Balance Sheet out-of-balance error:
- Customer Feedback
- Report on the Vendor
- Journal Article
- Other Business Transactions
All Accounts professionals are hesitant to share their company’s data. And they are not programmers who can run developer code to resolve the problem. In that case, the best way to resolve the issue is to manually check for all changes and resolve the issue by following the instructions below. Manual procedures, on the other hand, are time-consuming and labor-intensive. If time is not an issue, try manual methods; otherwise, use the software.
Step 1: Run the report using the accrual method:
- Run the report on an accrual basis if you haven’t already.
- Select Company & Financial and then Balance Sheet Summary from the Reports menu.
- Choose Customize Report.
- Select Accrual under Report Basis on the Display tab.
- Choose OK.
If your accrual balance sheet is out of balance, you should first rebuild your company file. Continue to step 2 if it’s out of balance on a cash basis only, or if it’s still out of balance after a rebuild.
Take note of whether your balance sheet is out of balance on an accrual basis only or on both a cash and accrual basis. This will be required in the following steps.
Step 2: Determine the date on which your balance sheet became out of balance.
Find the date when this report went out of balance to find the transaction or transactions that caused the problem.
- Select Company & Financials and then Balance Sheet Summary from the Reports menu.
- Choose Customize Report.
- Select All from the Dates dropdown on the Display tab.
- Navigate to the Report Basis tab. Select Accrual if your balance sheet is out of balance in accrual only. Otherwise, go with Cash.
- Select Year from the Display columns by dropdown in the Columns section.
- Choose OK.
- Contrast your Total Assets with your Total Liabilities and Equity. Determine when your balance sheet becomes unbalanced.
Once you’ve determined the year, repeat the process to determine the precise date.
- Rep steps 1 through 6 above. Select Month from the Display columns by the dropdown menu this time.
- After you’ve found the month, repeat steps 1 through 6. Now, select Week.
- Finally, once you’ve located the week, go through the process again. This time, choose Day.
- Continue to step 3 now that you have the date your report went out of balance.
Step 3: Identify the transactions that are causing your balance sheet to be out of balance.
- Run a Custom Transaction Detail report for the date you specified.
- Select Custom Report, then Transaction Detail from the Reports menu.
- Look for the Report Date Range section on the Modify Report window. In the From and to fields, enter the day the report stopped being balanced.
- Navigate to the Report Basis area. Select Accrual if your balance sheet is out of balance for accrual only. If not, 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.
- Choose 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.
Step 4: Update the transaction dates:
- Change the dates on the transactions that are causing the problem once you’ve identified them. Take down their current dates. Then, on each transaction, change the date to a day 20 years in the future.
- Each transaction should be saved.
- If you found the correct transactions, the Paid Amount column should now be zero.
- Find the transactions you dated into the future and return them to their original date.
- Please keep in mind that this re-dating step re-links the transactions and can repair them.
If this does not work, continue to the next step.
Step 5: Remove and re-enter the transactions.
If changing the dates on the transaction or transactions does not resolve the problem, delete and re-enter them.
1. Why is the balance sheet on my QuickBooks unbalanced?
It is possible in QuickBooks for the accrual basis or the cash basis to be out of balance. But occasionally, both report formats show a discrepancy in your balance sheet. The automatic creation of a balance sheet by QuickBooks eliminates several other problems that frequently result in unbalanced reports.
2. How does QuickBooks change the balance sheet?
Go to the Reports menu in the QuickBooks application, then choose Company & Financial à Balance Sheet Summary. In the Summary Balance Sheet window’s upper left corner, click Customize Report. To find out when the Balance Sheet shows an out of balance, refine your Date Range search and alter the columns.
3. When the cash basis is not balanced, what does that mean?
It implies that there is a problem and that remedial measures must be taken. It is possible for either the accrual basis or the cash basis in QuickBooks to be out of balance. But occasionally, your balance sheet shows a discrepancy in both report types.
4. How can I modify a balance sheet’s date range?
In the upper left corner of the Summary Balance Sheet window, click Customize Report. Determine when the Balance Sheet shows an out-of-balance by narrowing the Date Range search and changing the columns. The year process is thoroughly explained.
5. How do I export my QuickBooks Online balance sheet?
You can export the balance sheet report from QuickBooks Online accounting software in Excel format and then convert it to balance sheet PDF format. A Balance Sheet in QuickBooks can be easily and accurately generated by navigating Reports > Balance Sheet to automatically generate the report.
6. Is there a balance sheet by class available from QBO?
Balance Sheet by Class is never an effective or correct report, staffers. It’s not even a pre-built report in Desktop. QBO provides it, but it should not. A checking account is one of the many variables that do not have a class assigned to them.
7. How can I modify my balance sheet in QuickBooks?
Additionally, you can modify your balance sheet in QuickBooks by altering the accounting period, and accounting method, adding sub-columns for comparison with prior periods, changing the balance sheet’s header and footer, etc. Additionally, QuickBooks allows you to email and print the Balance Sheet Report.
8. How do I view the balance sheet?
Reports can be found by going to Business overview and selecting Reports (Take me there), or by going directly to Reports. Choose Balance Sheet. Run the Balance Sheet Summary report instead to see a more detailed summary.
9. What exactly is a balance sheet report?
You can get a financial snapshot of your business as of a certain date from a Balance Sheet report. By deducting all the money your company owes (its liabilities) from everything it owns (its assets), it determines how much your business is worth (its equity): Note: The total for equity includes your company’s fiscal year-to-date net income.
10. What is reconciliation of the balance sheet?
The process of reconciling a company’s balance sheet involves comparing the closing balances of all the accounts that make up the balance sheet. This is done to make sure that the transactions that led to the closing balances were recorded and classified correctly, resulting in balances on the balance sheet that are appropriate.
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