The closing balance of a GL one year does not match the opening of the next. What's up?

SUGGESTED

I use different bookkeeping programs, but Sage is not my comfort zone. It does quirky things that I don't understand. Today's quirk I came across while trying to figure out the history of a ledger account. To view the transactions in a ledger account I pull up the balance sheet (in this case it's a Balance Sheet GL Account), and then I double click on the account I want to see the activity in. It only ever shows me one fiscal year at a time. (Annoying, but I'll deal). So, if I want to see what happened last year, I just modify the report settings and change the fiscal year. (And then re-select the GL number. Again, super annoying). When I run the report, I can now see the previous year's activity. No Prob Bob.

But this time, I do that, and there's a different closing balance in the account than the opening of the following year!?! What the heck? All I can guess is there's some strange year end adjustments somewhere. I review the report settings to see if there is "show adjustments" or something. But Nada. What mystery am I missing? How can I find how/why this balance changed from closing one year to the opening of the next?

TIA for any assistance!

  • 0
    SUGGESTED

    Hi nomij79:

    I am not sure which account you are referring to but I would assume it is the retained earnings account. If you are looking at the retained earnings account then no it will not balance with the previous year. The reason for this is the previous year Income and Expenses are not closed out to Retained Earnings until the next fiscal year opening balances.

    Hope this helps!

  • 0 in reply to Agate

    Thanks for your reply!  Yup, Retained Earnings will do that!  But my issue is not with RE.  I've done some digging, and there are two years worth of JEs that are un-viewable!  My original question was regarding an asset account;  31K something in FYE Mar '17.  I switch to FYE Mar 2016, and now it's $91k something.  There's also a Loan account that does the same thing. 

    I've figured it's related to the fact that no journal entries are being displayed for FYE Mar '17.  (I go to "Reports->Journal Entries-> All" to get FYE Mar '19.  And it's helpful for problem solving bc I can use Ctrl+F!) But if I change the report to FYE'17, it's empty.  And what's spooky is my subledgers all have activity in them for these periods!  But I can click a transaction in the AP activity, it opens the purchase window!  I go to the top and click "Report->Display Purchases Journal Entry" to see what's going on in the back ground and I get a message "Historical Journal Entry can only be viewed from teh journal entries report".  Which, I actually can't.  Sage is so weird.  Why hide all the journal transactions??  What's going on do you think? TIA!

  • 0

    Hi nomij79:

    Did you by chance clear any data from those years? Any journal entries should still be there, unless you cleared financial history. You may also have a data issue which needs to be repaired. You could check with an earlier backup to see if after it is restored whether it has the same issues as what you have encountered with the current data. I am out of suggestions!

  • 0 in reply to Agate

    I'm taking over the file from someone else, and that's why I was trying to look into the history and see what happened historically with certain asset accounts that don't make sense.  It could be related to the fact I am accessing it from Sage Drive?  Not sure. "Clear Financial History".  That's an option with Sage?  Weird.  Thanks for the reply!

  • 0 in reply to nomij79

    Hi ,

    In case you're curious, here's where you'd find the option to Clear Financial History in the Maintenance Menu > Clear Data. This function is explained a little bit in KB 47415 here.

    Warm Regards,
    Erzsi

  • 0 in reply to Erzsi_I

    Thanks for this!  Though, I'm not sure why someone would clear the financial history of Sage from only three years ago.  Makes my job all the harder.