A balance doesn't look right

Symptom

A contact's balance, account balance, or inventory quantity shows an amount or quantity you did not expect, or does not match your records.

Likely causes (in order of probability)

1. A transaction has been recorded that you did not expect or forgot about. A recent invoice, payment, refund, or adjustment may have changed the balance.

2. The balance has not yet been updated after a change you made. If you just created or edited a transaction, the balance may refresh after a few seconds or after you reload the page.

3. You are looking at the balance for the wrong date, contact, or account. The page might be filtering by a date range that does not include all relevant transactions, or you may have selected a different item than intended.

4. A transaction was recorded in the wrong currency or with the wrong exchange rate. If your business deals with multiple currencies, a payment or invoice in one currency may be converted unexpectedly.

5. A document was partially edited or reverted. An invoice or bill may have been edited after being marked as final, or a payment may have been reversed.

Fixes

Review recent transactions

1. Navigate to the relevant area:
   • For a contact balance, go to Contacts → select the contact → view their Statement or Ledger. Open Contacts
   • For an account balance, go to Accounts (Chart of Accounts) → select the account → view the Ledger. Open Accounts
   • For inventory quantity, go to Inventory → select the item. Open Inventory
2. Look at the Ledger or Transaction History to see all entries in date order.
3. Check whether any recent entry explains the balance change.
4. If you find an unexpected transaction, note its date, description, and amount.

Check the date range and filters

1. If the balance page shows a Date Range filter, verify that it includes the period you expect.
2. Ensure you are looking at the correct currency (if applicable).
3. Adjust the date range or filter and refresh the page.
4. The balance should update accordingly.

Wait for the system to refresh

1. If you just created or edited a transaction, wait 2–3 seconds.
2. Reload the page (press Ctrl+R or Cmd+R on your keyboard).
3. Check whether the balance has updated.

Verify the transaction details

1. Click on the transaction that changed the balance to view or edit its details.
2. Confirm that the amount, date, account, contact, and currency are all correct.
3. If you find an error, edit the transaction and save the changes.
4. The balance should recalculate immediately.

Reconcile with your external records

1. Print or export the Ledger for the account or contact. Many reports have a Download or Export option.
2. Compare the Usystems ledger against your bank statement, invoice records, or other external documentation.
3. Note any discrepancies by date and amount.
4. If all Usystems transactions are correct, the discrepancy may be in your external records.

Check for currency or exchange rate issues

1. If the balance seems off by a small amount, check the Exchange Rate used for any multi-currency transactions.
2. Go to Settings and verify your default currency and active exchange rates. Open Settings
3. If an exchange rate was incorrect, you may need to reverse and re-record the transaction with the correct rate.

When to contact support

• If the balance is incorrect and you cannot find the transaction responsible.
• If a transaction appears duplicated or shows an obviously wrong amount (e.g., a negative amount when you expected positive).
• If a Ledger or Statement report shows a balance that does not match the total of the displayed transactions.
• If you suspect a balance calculation bug or a missing transaction.
• If you need help reconciling a multi-currency balance or resolving a payment reversal.