FAQ: Ledger Problems
Quick answers to common questions about posting, balancing, and ledger issues.
Q: How long does it take for a document to appear in the journal after I post it?
A: Normally, entries appear in the journal immediately. If you see a delay of more than 1–2 minutes, reload the page or contact support. A stuck posting usually means there was a network error or the account is misconfigured.
Q: Can I edit a document after it's been posted to the ledger?
A: Yes. In Usystems, you can edit a posted document — the ledger recalculates automatically. However, if you are required to maintain an audit trail, check with your supervisor before editing posted documents. Some configurations may lock posted documents.
Q: My trial balance shows the debits and credits are off by a small amount. What should I check first?
A: Check for rounding differences in multi-currency transactions. If amounts are in different currencies, exchange rates may cause small imbalances. Also verify that all documents are fully posted (no drafts or pending status). If the difference is very small (less than 1 unit of the smallest currency), it may be a rounding artifact that will resolve when you post a balancing entry.
Q: I posted an invoice and it went to the wrong account. What do I do?
A: Edit the invoice and change the account assignment on the line items. Save and confirm the posting — the journal will reverse the old entries and create new ones for the correct account. You do not need to delete and recreate the document.
Q: Why does the trial balance report include draft documents?
A: Check the report's filters. The trial balance should be filtered for Posted status only. If you see drafts, adjust the filter to exclude them. Go to Reports and update the status filter before running the report.
Q: A contact or account that I used in a document is now deleted. Can the document still post?
A: No. Once a contact or account is deleted, any document linked to it cannot post. You must restore the contact/account, or edit the document to use an active contact/account, then repost. If the record is archived (soft-deleted), it may still work depending on your system settings.
Q: How do I know if my ledger is correct?
A: Run a Trial Balance report from Reports and verify that total debits equal total credits. Also check a General Ledger report by account to see all the entries for each account and confirm they match your source documents.
Q: Can I print or export the journal?
A: Yes. Go to Transactions (or Journal) and use the export or print option on the page. You can filter by date range, account, or document type before exporting.
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