Out-of-Balance Sales Receipts Still Plaguing QuickBooks Users

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Invoices/Sales Tax/Line item sales tax item

I've encountered a similar issue related to invoices. I was working on a project where we need to import transactions from another program (where they didn't calculate sales tax properly). My goal was to import the invoices with the correct sales tax codes for each line item and then use the exact amount of sales tax that was originally invoiced and collected. Then perform a sales tax audit (actually someone else was given that task). So on the invoices, I used the specified line items and assigned the correct tax code. I setup a "see above" sales tax item in the sales tax field and included the actual sales tax item and sales tax invoiced on the transaction detail lines. I noticed some interesting things. If the sales tax amount was correct and the row immediately above the sales tax item was taxable, all was good. If the item immediately above was taxable but the sales tax item amount wasn't the correct amount, the transactions could be recorded and was out of balance. If I inserted a zero dollar nontaxable item above the sales tax item and then specified the actual sales tax amount (incorrect from the other system), then all was good. I imported these invoices, so I only ran a small test before I did the mass import. I noticed on invoices where including a sales tax item would cause it to go out of balance (I always listed this item last), then Transactions Pro Importer didn't include the line item sales tax item.

Sales tax is tricky in QuickBooks anyway, so to complete the project I did the "hard thing" of comparing A/R totals by customer to identify the invoices I needed to manually edit. I haven't had more time to further figure this out due to other projects. So your article and Laura's postings caught my eye. All of this "out of balance" issues reflect back to how QuickBooks will actually allow an IIF (yuk!) import to create out of balance transactions!

Another issue related to balance sheets is that sometimes when working in multi-user mode the balance sheet will "temporarily" go out of balance. This is a known (but disturbing) issue.

Joan Shumaker 5 days ago

Not in Canada version

I cannot reproduce your example with QBES 2017 canadian version. I get the message "QuickBooks has detected that you have no items or that one or more of your amounts are not associated with items. Please enter an item." So I guess Intuit caught it !

Michel 7 days ago

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