Except for the first row of Debits = Credit, Left side is balance sheet g/l balance, right side is the total of all employee's loans and advances in the payroll module.

Check the Payroll Module Linked Accounts setup to make sure you are looking at the correct account for the loans and advances on the balance sheet. Without posting an entry in the payroll module, the balance sheet balance cannot change due to the linked accounts (in a properly setup set of books).

Thank you Richard. Great advice.

Well that didn't work. I have checked every entry for the employee advances/loans and every entry has gone through the payroll module. I know the GL amount is correct. I also checked my GL account and they all show that they went through the payroll module. There wasn't one entry that was manually GL'ed. Anyone have any other suggestions?

I am not sure what didn't work because I never suggested you do anything, so what you did, you haven't told us. All you wanted to know was where the $1500 came from but you haven't confirmed if you found it yet.

What is the total of all employee advances and loans in the payroll module right now? Checking all the entries doesn't tell you what the balance is and who owes the balance unless you go back far enough in your fiscal years. We don't need to know who but if your payroll module doesn't show one or more employees that owe $1500 then something might be wrong with your data. Did you confirm you are looking at the correct account by checking the linked accounts for the payroll module to see for sure it is linked to 1300? The default these days is 1220 but that is easily changed during setup.

A quick way to determine who owes the money is to run the Employee Summary report, including all inactive employees and dump it to Excel and add up the two columns. You will see which employee(s) are affecting the numbers as well, just freeze the Name column so when you move across you can still see the employee names. Then you can review and confirm the employees really do owe the money.

After that you can figure out what to do about the discrepancy in the payroll data integrity, if you are pointing to the correct balance sheet account in the linked accounts and the total of all employee amounts owing is accurate.

Sorry Richard, didn't mean to say that someone told me to do something. Wrong choice of words. I did run the Employee Summary Report. Maybe I didn't go back far enough. I just never noticed before that there was a difference in the integrity until the other day. I agree, I will go back farther and dump it into Excel. I think our records go back to 2009. I have been with this company since 2012 so it could of been before my time. Thanks for all of your suggestions.

The summary is the summary as of today. It will tell you the balance today, so you can confirm the data integrity amount of $1500 and the employees affected before you go back through journal entries to confirm why the other side is only $1000. No sense in running the summary for a previous year because the loans amount doesn't show up even if it was used.

If the amount owing by employees is correct at $1500, then likely you will have to unlink the balance sheet account, post an entry to correct the balance or your linked account and relink again. Then check your data integrity again. If the amount owing by individual employees is not correct, then it will have to be corrected as well but from the payroll module.

Thank you Richard

Thank you Richard for all of your help. My GL amount of $1000.00 was correct. I found an employee from 2013 that we had written off an Advance of $500.00 , knowing we would not collect it back and I did it as a journal entry instead of through payroll. All is fixed and now my Data Integrity is correct. :-)