Is the Account Receivable balance available on your Chart of Accounts not matching to the AR balance on your AR reports? This issue can be a bit frustrating for you but you don’t have to worry as this article will provide you all the possible causes of this issue and the required solutions to resolve it easily.

AR balance On The Chart Of Accounts Does Not Match AR Balance On Reports

Causes Of This Issue

The difference in the Account Receivable balance in COA, Open Invoices and other reports may be caused by the below-mentioned factors:

  • Settings in the report/s are different from COA
  • Rebuilt names
  • Links or data are damaged
  • You’ve processed some transactions without any Customer: Job name

Follow the below-mentioned steps in order to resolve the issue:

Update Report Settings

  • Open the A/R Aging Detail Follow the below steps to do so:
    • Go to Reports > Customers & Receivables > A/R Aging Detail.
    • Ser the Dates to All.
    • Select Customize Report
    • Click on the Advanced and then select Report Date from the Display tab,.
  • Run the Open Invoices Follow the below steps to do so:
    • Go to Reports > Customers & Receivables > Open Invoices.
    • Set the Dates to All.
    • Click on the Customize Report option
    • From the Display tab, click on Advanced
    • Change the Open Balance/Aging option to Report Date.
  • Compare the two reports:
    • Go to View > Multiple Windows.
    • Go to Window > Tile Vertically.

If the reports are still not matching with the COA then you need to move on to the next solution.

Correct Rebuilt Names

  • Sort the Master Names List, Chart of Accounts and the Item List again.
  • Check the rebuilt names:
    • Go to Lists > Other Names List.
    • The number available after [Rebuilt] is a rebuilt name. Run the QuickReport to determine the type of name
    • Place the name to the correct list. To know more, contact QuickBooks Support.

Recheck the report and if they are still different from the COA, go to the next solution.

Repair Damaged Links Or Data

You need to resolve data damage on your company file and if the there are no issues detected then you need run the reports once again. If the balances are still different then you need to follow the below mentioned steps:

Find And Fix Transactions That Do Not Have A Customer/Job Name

Step 1: Find the year when the difference started

  • Open the Balance Sheet Standard report
  • Edit the report to total by year.
    • Click on the Customize Report
    • Select All from the Dates drop-down list.
    • Edit the Display Columns to Year under the Columns.
    • From the Header/Footer tab, click on edit the Report Title to Balance Sheet by Year.
    • Click on OK.
    • Click on Memorize and then click on OK.
    • Check the for Accounts Receivable’s ending balance for each year.
  • Run the A/R Aging Summary report and modify its date to the initial year ending date of the Balance Sheet by Year report.

Note: The Summary reports may need some extra permission for the A/R Role to show all the data. The access to Journal Entries, Bank Registers, and Deposits can also be included.

  • Compare the A/R Aging Summary report and the balance sheet to make sure that the the discrepancy started that year or not. If the totals are same then shift the date ahead one year on the A/R Aging report until you reach to the year that doesn’t match the A/R Balance Sheet total for that year.

Once you identify the year when the differences began, navigate to Step 2.

Step 2: Locate transactions in Accounts Receivable that cause the discrepancy

  • Double tap on the total of the Accounts Receivable from the Balance Sheet by Year report for the year the issue began. Doing this will show a transaction by account report.
  • Change the Total by to Customer.
  • Go to the bottom of the report and find put the total under No Name
    • If there are any transactions in No Name section then you have to specify the Customer/Job to which these transactions should be assigned and then edit the transactions accordingly.
    • Double tap on the transactions to edit them.
    • Once you are done, re-ling the payments to invoices. Go to Customers > Receive Payments and then apply credits to the open invoices.

Note: You are not able to modify General Journal entries from the No Name section if you created them using the condense data utility.

  • Refresh and compare the totals of the A/R Aging Summary report and Balance Sheet by Year report. If the totals on these reports are equal then the issue is resolved now. Check the totals for all dates as also.

Step 3: Compare A/R transaction detail to the Open Invoices report

  • Go to the Window menu and click on Close All from the drop-down.
  • Run the Balance Sheet by Year report the one that you memorized in the 1st step:
    • Go to Reports > Memorized Reports > Balance Sheet by Year.
    • Double tap on the A/R total for the year from when the discrepancy started come on the transactions.
    • The Total by must be changed to Customer.
  • Close the Transactions by Account report and Balance Sheet by Year report.
  • Expand the Open Invoices report and to do so, follow the below mentioned steps:
    • Go to the Reports menu
    • Click on Customers & Receivables from the drop-down list and then select Open Invoices.
    • Modify the date of the report to the exact year as the Transactions by Account report.
    • Click on Customize Report.
    • Navigate to the Display tab and select Advanced
    • Now, modify the Open Balance/Aging to Report Date.
    • Tap on OK.
  • Go to Window > Tile Horizontally to be able to display the Transactions by Account report along with the Open Invoices report.
  • Compare both the reports. Check the Customers with balances under the Transactions by Account report which is not similar or not visible on the Open Invoices report.
  • Double tap on transactions from the Transactions by Account for the customers that are not appearing on the Open Invoices report.
  • Provide the left out Customer/Job on the transaction. Re-linking payments to the invoices may required after you add the Customer/Job. The links between the payments and invoices can be seen easily. You just have to click on the History option that can be found at the top of the Invoice or Customer Payment window.
  • Perform the above two steps for all discrepancy transaction you get under the Transactions by Account report.

Once you are done with the steps, compare the Balance Sheet Standard and A/R Aging or Open Invoice reports to make sure that the totals are now matching with each other. If the issue is still around then you need to use the Balance Sheet by year and Aging Summary to check the next year of the discrepancy and then repeat Steps 1 & 2 to locate and modify other transactions that are causing the discrepancy.

To Compare Open Invoices Reports

  • Run an Open Invoices report. Follow the steps to do so:
    • Go to Reports > Customers & Receivables > Open Invoices.
    • Click on the Customize Report
    • Navigate to the Display tab:
      • Click on the Dates drop-down arrow and then click on All.
      • Select Type, Date, Num, and Open Balance from the Columns
      • Click on the Advanced option and then choose Current (faster).
      • Click on OK to go back to the Modify Report: Open Invoices
    • Navigate to the Header/Footer tab and type the word “Current” in the Report Title.
    • Click on OK to go back to the edited report.
    • Run a second Open Invoices report.
      • Go to Reports > Customers & Receivables > Open Invoices
      • Click on the Customize Report.
      • Navigate to the Display tab and then:
        • Click on All from the Dates drop-down list
        • Under the Columns list, click on Type, Date, Num, and Open Balance.
        • Tap on the Advanced option and then select Report Date.
      • Navigate to the Header/Footer tab and type the word “Current” in the Report Title.
      • Click on OK to go back to the edited report.
    • Compare the two reports.
      • If the totals are the equal then these reports are not able to identify the links or transactions that are damaged.
      • If the totals are not the equal then you need do a comparison of the reports properly and those transactions are damaged that are not matching.
    • For damaged transactions:
      • Memorize the damaged transaction via date and document number:
        • Double tap on the transaction to open the form
        • Go to Edit > Memorize Invoice.
        • Under the Name field, provide the actual transaction date and document number.
        • Click on
      • Remove the damaged transaction:
        • Double-click on the form the report to open the transaction.
        • Go to the Edit menu, click on Delete [transaction type] from the drop-down list.
        • Click on OK if you get any confirmation message.
      • Make a new entry from the memorized transaction:
        • Go to Lists > Memorized Transaction List and then select the transaction that you memorized.
        • Click on Enter Transaction
        • Modify the Date and document number on the new transaction to equalize the information used to mention the memorized transaction. The Memorized Transaction List shows the information in the Transaction Name section.
        • Click on Save & Close to save the new transaction.
      • Re-link the transaction: Follow the below mentioned steps to re-link the invoices to payments or re-link Payments to invoices.
        • Navigate to the Customers > Receive Payments if the item was a paid invoice.
        • Select the customer name from the Received drop-down menu.
        • Under Applied To section, click on the reentered invoice and then select Set Credits.
        • Click on the credit amount and then select Done to apply the actual payment.
        • Click on Save & Close to finish the process of re-linking the entry.
      • Perform the same steps for all the damaged transactions.
      • In case if the two Open Invoices are matching with each other but the COA balance doesn’t then you need to leave one of the report open.

To Compare The Open Invoice Report To The Customer Balance Summary

  • Go to Reports > Customers & Receivables > Customer Balance Summary.
  • Select Customize Report, and perform the following steps on the Modify Report window:
    • Set the Dates to All.
    • Click on Advanced.
    • On the Display Rows, click on the Active
    • Click on OK.
  • Click on OK to go back to the report.
  • Do a Comparison of the totals with Open Invoices for all the customers on the Customer Balance Summary. If the amounts do not equal then follow the below mentioned steps:
    • Double tap on the amount to run the Customer Balance Detail
    • Click on the Customize Report
    • Go to the Display
    • From the Columns list, click on Open Balance
    • Click on OK
    • Compare the Open Balance amounts with the amounts available in Amount column.
    • All those transactions that are not equal are damaged. You need to memorize, delete, reenter the damaged transactions and create a link with them again.

Follow The Steps Carefully or Contact Or ProAdvisors

Reach Us For Technical Support

Hopefully, the provided steps helped you to resolve mismatched balance issues in the AR balance on the Chart of Accounts and AR balance on reports. However, if the issue is still around then there are possibilities that there are some technical issues in your QuickBooks software that leads to this issue. However, you can get rid of the issue anytime by just dialing the toll-free number of Intuit QuickBooks Support department. To avail the technical support services for your QuickBooks software, you need to dial the toll-free QuickBooks Support Phone Number +1888-396-0208 and the Intuit certified ProAdvisors will be connected to you in no time.

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AR balance On The Chart Of Accounts Does Not Match AR Balance On Reports

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