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Resolve a Balance Sheet out of balance

Your balance sheet (B/S), either cash basis (CBBS) or accrual basis or both, is out of balance and your Total Assets do not equal the sum of your Total Liabilities plus Total Equities (A <> L + E).

Why is this happening

This issue has three common causes:

  1. Your data file is damaged.
  2. You have entered or linked transactions that are not compatible.
  3. If you are using multicurrency, check here before proceeding with this article.
Do's and Do Not's






1. Most cases are caused by data damage, run Rebuild and Verify.

 Important: This situation is different from one where the balance sheet is out of balance and it cascades from one column display setting to the next. For example: if the year is out of balance, one of the months in that year is out of balance, and one of the days in that month is also out of balance. That situation indicates a damaged transaction.  

  1. Restart QuickBooks to create a new Qbwin.log file.
  2. Run the basic data damage tools (Resort, Rebuild, Verify, Qbwin.log) that fixes list or transaction damage that is affecting the reports.
  3. If your B/S is still out of balance, use the automatic tools (Portable Company File, File Doctor, Automatic Data Recovery.
  4. If your B/S is still out of balance, use Step 2 to troubleshoot transactions you may have entered.
2. Some cases are caused by transactions you have entered.


We know that these types of transactions will put your cash basis balance sheet (CBBS) out of balance. If have any of these transactions, use the Date Zoom in Section 4 to find the dates that your B/S goes out of balance and the Reports in Section 5 to identify the transactions. Then use these steps to correct the transactions. Before attempting any of these resolutions, backup your company data file.


3. You may have data damage that Rebuild and other tools do not fix


If you have none of the transactions in the Section 2, you may have some data damage that the usual data damage troubleshooting does not fix. This section has some specific forms of data damage that you can check for. These are rare and the solutions are complex. You may save time by going to Section 4 to search for general data damage.


4. Zoom in on the day on which your B/S goes out of balance.


This process begins with running the cash basis balance sheet for All Dates and then zooming in to the cash basis balance sheet for a single day on which your B/S goes out of balance. Be aware that there may be several days on which your B/S goes further out of balance.

For each iteration, memorize the report and save the spreadsheet because often there are more than one year, month, week or day that have a transaction adding to or subtracting from the out-of-balance amount


5. Find the transactions that are putting your balance sheet out of balance


Once you have the day(s) on which the cash basis B/S goes out of balance, run these reports in sequence to identify the transactions that are putting it out of balance.


If these reports do not identify the damaged transaction(s), then see HOW12456 for more ways to find the damaged transactions.

When you have identified the damaged transaction(s), use HOW12506 to repair it.


KB ID# SLN64521
8/1/2015 6:49:03 AM
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