Posting Report Error Message: "Debits not Equal Credits"

This can indicate a number of things.  Either a GL Transaction is trying to post with an incorrect Debit or Credit amount or a GL transaction is missing entirely or an extra one has been added.  An incorrect amount trying to post is most likely.

The solution is in two steps: first find out what and where the error is, then physically make the correction and try reposting.

Identifying the source of the problem

UDS suggests running a Non-Posted AP, AR, or PR Inquisitor report so that you may view or print the transactions being held for posting in their respective table. The advantage of running an Inquisitor report is that everyone else can continue using Active Accounting while you complete you search and determine exactly what needs to be changed. If you do not have one of these Inquisitor report and do not wish to design one yourself, these can be downloaded from the Inquisitor Reports Library web page.  A Non-Posted GL Inquisitor report is not necessary as you can already see any GL originated transactions waiting to post in the GL Transaction View.  In fact, you may ‘Open’ any of those GL Transactions and edit them right there.

Determining what the problem is that is causing the “Debits not equal Credits” error isn’t too difficult to find if you post often.  Posting often means you have fewer transactions to wade through.  Essentially, you are looking for a Debit or Credit subtotal for one particular reference that do not equal each other.  Something like this is easy to spot.  Secondly, you will probably notice a distinct pattern to the GL transactions being posted that is repeated from one reference number to the next.  You will thus be able to tell if a transaction may be missing or an extra one added.  Or more likely if a posting amount is high or low because it doesn’t match something else that it should.

Fixing the problem

Open your database in MS Access but before doing that, everyone must be out of the database. That means nobody can have that database open in Active Accounting. Usually MS Access opens with the Table View displayed and all the tables that make up your database are listed in alphabetical order.

If this is an A/R transaction trying to post open the table named GLBTRAN by double-clicking on it in the Tables view.

If this is an A/P transaction trying to post open the table named APGLHOLD.

If this is a P/R transaction trying to post open the table named GLPRTRAN.

Physically making the Change

After opening the appropriate table you will see the list of General Ledger transactions waiting to be posted from that particular module.

1. Scroll up or down the list or left or right to find the transaction amount that needs to be changed.

2. Simply type over the incorrect amount showing in the amount cell.

3. On the other hand if the problem is that a transaction is missing, insert a blank row and enter information into all the required cells.

4. If a transaction is extra or duplicated in error and needs to be removed, highlight the entire row and ‘delete’ it.

5. Save and exit MS Access.

6. Restart AA and try posting that module to GL Again.

It will post now unless there just happens to be an additional error that also needs attention.  If so, a new error report should print.

Note:  It is a good idea to always have a good, current copy of your database before opening it in MS Access.  It is good insurance even if the likelihood of needing it is very small.