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How do I check and correct invoiced sales account balances across branches in agentOS?

Use the Paid Sales / Company Invoiced Sales checker to compare Sales Net and VAT balances against paid and unpaid sales figures. Any discrepancies can be corrected using a journal transfer between branch accounts.

Note: This article is intended for users who need to investigate and correct discrepancies in their branch invoiced sales figures. If you are unsure whether this applies to your situation, contact support@agentos.com before making any changes.

Why discrepancies occur

Errors in invoiced sales can occur when a charge is applied to a person who is subsequently moved from one branch to another. When a person moves branch, the Paid and Unpaid Sales figures move with them, but the branch Sales Net and VAT balances do not update to reflect this. This can cause the branch balance to appear higher or lower than it should be.

Understanding what the balance should be

The Sales Net and VAT balance for each branch should equal the combined total of paid plus unpaid sales for that branch. To verify this manually:

  1. Download the Draw Down Paid Sales report from Accounts > Bank Accounts > Draw Down Paid Sales — set the "Invoices up to and including" date and export
  2. Run the Invoiced Sales (Saved Monthly) report for unpaid sales
  3. Add the two figures together and compare against the Sales Net and VAT balance shown in the branch summary

If there is a difference, this is the amount you need to correct via a journal transfer.

Using the checker spreadsheet

A spreadsheet template is attached to this article to simplify this process. Upload your Balance Summary, Paid Sales, and Unpaid Sales data into the relevant sheets and the spreadsheet will calculate what the balance should be, what the difference is, and how much needs to be journalled to or from the account.

📎 Branch Invoiced Sales account balance check 2024.xlsx

Correcting the discrepancy

To correct an imbalance between two branches, perform a journal transfer using Branch Account Entry (not Person Account Entry). Minus the overstated amount from the branch that is showing too high, and positive it into the branch that is showing too low. The total must balance to zero before you can confirm the transfer.

For a single-branch account showing a discrepancy, use the General account and journal using the Branch settings.

For help with invoiced sales corrections, contact support@agentos.com.