There are 2 common reasons why a Revenue Report could be out of balance. The most common reason is improperly deleting a line item on a Sales Ticket (using the Postings Editor) instead of properly canceling the line item on the Sales Ticket itself (using the Adjust/Cancel/Extra Charges function). Deleting a line from a Sales Ticket in the Postings Editor will not properly update the bookkeeping numbers (the system actually warns the user about this when doing so), which will cause an out of balance Revenue Report.
The second most common reason is altered or edited GL Account Numbers in WinPOS. Usually one would never need to edit the GL Account numbers in the program in any way, but if they were edited incorrectly, this would effect the Revenue Report, especially if the report was out of balance every day.
Here are some things to look at:
Are two tender types under the RECEIPTS section showing the exact same amount? If so, you may be using the same WinPOS Account number for more than one tender type, which is not correct. Go to Housekeeping->Accounting Setup->Accounting Setup. Go to the WinPOS Accounts/Settings tab and make sure the same WinPOS account number is not used for more than one tender type. If it is, correct it and try to run the Revenue Report again.
Next, have ticket line items been deleted? If so, then that's probably why the revenue report is out of balance. There is no easy way to "fix" the revenue report if ticket line items, or tickets have been deleted. If you're not sure if line items have been deleted, you can find out as follows:
Go to Housekeeping->General Setup->Log and select VOIDTICK for Show key types at the top of the form. This will filter to log to only show the dates/times when ticket line items were deleted. If any log entries show up, then ticket line items or entire tickets have been deleted. The Description field tells if a ticket or line item was deleted, and the SA ID indicates who deleted the line item, if security was enabled at that time. The comments actually show what data was deleted. These deletions will often cause the revenue report to be out of balance. You should only delete line items from tickets that are damaged and unusable. You should not use the delete clean up unneeded sales, adjustments, payments, etc. There is no easy way to bring back deleted line items or tickets.
If no line items have been deleted, you'll need to locate the specific ticket that causing the problem.
If you're running the Revenue Report for more than one day, you'll want to pin it down to which day is out of balance. If you're running the Revenue Report for an entire month, try running it for the first two weeks of the month, then the second two weeks. You'll then be able to see which half of the month has the problem. Once you know if it's the first or second half of the month, try to narrow it down further by running the report for one week at a time. Finally, run it for each day of the week once you've narrowed it down to a specific week.
Once you know which day it is, run the Revenue Report in detailed mode to show all the ticket items that appear on the report. You'll want to look at each ticket in turn and make sure all the posting are correct for the ticket. If you find a ticket that is incorrect, make a note of the Ticket Number, then use the Postings Editor (located at Main Menu -> Register Functions -> View Ticket by Number) to correct. Usually, the cause is a Receipt (payment) entry where the Accounting Date is incorrect. You can use this Postings Editor to change the Accounting Date on the offending item to the correct date. Then re-run the Revenue Report for that day.
You can also use the Validate GL Setup function located at Housekeeping->System Maintenance to check out your GL setup. It will make suggestions on how you can correct common setup problems. You should run this and make the changes as suggested prior to trying to fix an out of balance problem.
