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Resolving an out of balance Trial Balance in MAS

This support note applies to:

  • AE MAS (NZ)
  • AE MAS (AU)
Article ID: 27136

In an MYOB Accountants Enterprise (AE) Management Accounting System (MAS) ledger, if you experience a Trial Balance which does not balance, you need to perform the following tasks to rectify the error:

1. Back up the MAS ledger

In MYOB System Release, perform the following steps:

  1. In the Ledgers listing window right click on the relevant Ledger and select Backup. The Ledger Backup Wizard window appears. 
  2. Click Next. The Select source ledgers screen appears.

    If you initiate the backup from the Ledgers folder, the Confirm Operation window appears, click Next then continue with step 3.
  3. Select the required option in the Ledgers chosen section, then click Next. The options available are:

    As selectedincludes only files for the selected ledger in the backup
    Related ledgersincludes all ledgers with the same Client Code.
    All in folderincludes all ledgers that exist in the folder from which the backup is initiated; an
    Customdefaults all ledgers in the current folder and allows you to select the individual items you wish to include. Highlight the required items to back up.
  4. Review the Backup location and Backup name and if correct click Next. The Completing the Ledger Backup Wizard screen appears.

    Click Browse to select an alternate location and amend the Backup name on this window as required.
  5. Click Finish. The backup process executes and creates a file in the specified location. The backup file has the name ss<unique number>.zip.

2. Run a rebuild
  1. Open the MAS ledger and from the Utilities menu, select Rebuild. The message "This process will rebuild data files & recalculate all balances, any early Exit from this routine, will require a restoration of original data" appears.
  2. Click Proceed. The routine runs and the MAS detail screen appears.
  3. Click OK. The MAS ledger appears.
3. Change the period structure of the ledger
  1. From the Utilities menu, select Revise Periods. The Revise Periods screen appears.
  2. Click the Year Structure button. The Current Year Structure dialogue box appears with the cursor in the Year Start Date field.
  3. Take note of the details in the Maximum Periods and the Current Period Number fields.
  4. Click in the Maximum Periods field and type a different number into the Maximum Periods field and press ENTER.

    If you enter "1" in the Maximum Periods field, the focus moves to the Edit button. If any other figure is typed, the cursor moves to the Current Period Number field.
  5. Click OK. The message "Maximum periods has changed. Must regenerate all period dates. Proceed?" appears.
  6. Click Yes. The Revise Periods routine proceeds and the Revise Periods screen appears.
  7. Click Execute. The message appears, "Period details have changed. Balances to be recalculated. Proceed?"
  8. Click Yes. The Journal Entries dialogue box appears.

    The questions at this point are not relevant to Australian requirements.
  9. Click OK. The Revise Periods routine proceeds and the MAS ledger appears.
  10. Return the ledger to the original period structure by repeating step 4 to through to step 9 to change the period structure of the ledger and return the Maximum Periods and Current Period noted at step 3.
4. Review the Detailed Trial Balance to identify the source of the out of balance

First, identify the source of the out of balance amount.

  • If it is the value of the profit, check Profit Split accounts are correct under Setup > Client Files > Ledger Options > Profit Split.

    • The % for each account must total to 100.

    • The account code or codes must be correct for the entity type.

  • Check the profit share accounts on the Trial Balance, if they are not zero use Edit Entries to edit the journal for the profit share to change the account balance to zero.
  • If it is the value of a specific account code:
    • Review the transactions for the affected account code, and

    • Use Edit Entries to correct or delete any incorrect transactions.

Secondly, determine if there was a crash in the ledger while you were performing data entry, including Edit Entries.

  • If there has been a crash:
    • Run the List Entries report to determine the status of the entries;
    • Use Edit Entries to continue entering the batch which was in progress at the time of the crash to complete the transactions.

Thirdly, identify if One Sided Journal data entry has been used:

  • If One Sided Journal data entry has been used:
    • Identify the reason for the use and if not valid;
    • Use Edit Entries to remove the one sided transaction.
5. Review the Summarised Trial Balance

The value contained in each control account is the total of the values in all the sub accounts established for that individual control account. If a detailed trial balance balances but the summarised trial balance doesn't balance, this could indicate a discrepancy between the value contained in sub accounts and the value contained in a control account.

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