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Finance troubleshooting
Kipdesky tells you why it refused something. This page lists the messages you're most likely to meet in Finance, what each one means and how to fix it. Press Ctrl + F and paste the message to find it quickly.
Posting journals
| Message | Cause | Fix |
|---|---|---|
| You created this journal entry and cannot also approve it. Ask another user to approve it. | Manual journals need two people. | Ask a colleague with journal approval rights to approve it. |
| Journal entry is unbalanced: debit=…, credit=…, difference=… | Debits and credits don't agree. | Open the entry and fix the lines until the header says Balanced. |
| Journal entry must have at least 2 lines. | A journal needs at least one debit and one credit. | Add the other side. |
| Journal entry totals cannot be zero. | Every line is 0.00. | Enter the amounts. |
| No accounting period covers [date] | No period exists for the posting date. | Create the period (Fiscal years and periods), or change the posting date. |
| Period [code] is closed; cannot post | The period is fully closed. | Use a date in an open period, or ask a super admin to reopen the period. |
| Period [code] is soft_closed; cannot post | Soft-closed periods only accept adjustments. | Change the entry Type to Adjustment. The period must also have Allow adjustment entries switched on. |
| Journal entry is posted; edits are not allowed. Reverse it instead. | Posted entries are locked. | Use Reverse entry. |
| Only posted journal entries can be reversed | You tried to reverse a draft or approved entry. | Edit it, cancel it or return it to draft instead. |
| Reversal entry number [entry]-REV already exists. | The entry has already been reversed. | Open the existing reversal. Post a new, correct entry if one is still needed. |
| Journal entry number already exists. | Entry # must be unique in the company. | Use the next number in your sequence. |
| Line cannot have both debit and credit amounts. | A line is one side only. | Split it into two lines. |
Payroll, invoices and other automatic postings
| Message | Cause | Fix |
|---|---|---|
| These payroll components have no active posting profile… | A pay component used on the run has no ledger mapping. | Add a posting profile for each component listed, then post again. |
| No posting profiles matched any component on this payroll run | Payroll posting profiles haven't been set up. | Use Preview defaults and Seed defaults on Posting profiles. |
| Payroll run already posted to GL as journal entry … | The run is already in the ledger. | Nothing to do. To repost, reverse that journal first. |
| Payroll run is not finalized… | Only approved or locked runs post. | Finish approving the payroll run. |
| Posting refused for a closed period | The document's date falls in a closed period. | Reopen the period, or ask for the document to be dated in an open one. |
Periods and closing
| Message | Cause | Fix |
|---|---|---|
| [n] draft journal entry/entries must be posted, cancelled, or moved out of this period. | Unfinished journals are dated in the period. | Filter Journal entries by the period's dates and status Draft, then post, cancel or re-date them. |
| Bank account '…' has no reconciliation covering this period. | An active bank account hasn't been reconciled to the period end. | Reconcile it and get the reconciliation approved. |
| …last reconciled on [date], which is before period end… | The latest reconciliation stops too early. | Reconcile to a statement dated on or after the period end. |
| …its status is 'draft', not 'approved'. | The reconciliation exists but isn't approved. | Submit it and have someone else approve it. |
| Reopening a hard-closed period (…) requires super-admin privileges. | Only super admins can reopen a fully closed month. | Ask a super admin. |
| Period must be within its fiscal year. | The period's dates fall outside its year. | Correct the dates, or pick the right fiscal year. |
| Accounting period has posted journal entries. Reverse them before editing the period dates. | Dates can't move under posted entries. | Leave the period as it is, or reverse the entries first. |
| Cannot delete an accounting period with journal entries in it. | The period has history. | Keep it. Periods with entries can't be deleted. |
Banking and reconciliation
| Message | Cause | Fix |
|---|---|---|
| No unmatched ledger entry has exactly this amount. | The books and the bank disagree about this line. | Post the missing journal (such as bank charges), or correct a wrongly keyed amount. See Match the rest by hand. |
| You cannot approve a bank reconciliation you prepared yourself. | Reconciliations need a reviewer. | Ask someone else to approve it. |
| Bank reconciliation is approved; further edits are blocked. | Approved reconciliations are final. | Make corrections in the next statement's reconciliation. |
| Reconciliation already exists for this statement date. | That account already has one for this date. | Open the existing one from the list. |
| This bank transaction is matched in an approved or cancelled reconciliation and can no longer be changed. | It's part of signed-off history. | Correct it in the next reconciliation. |
| Cannot delete a bank account with approved or cancelled reconciliation history. | The account has history. | Switch off Active instead. |
| Unparseable date: … or Unparseable amount: … (statement import) | A row in the CSV isn't in a supported format. | Fix that row in the file, or delete totals rows, then import again. See Import a bank statement. |
Budgets
| Message | Cause | Fix |
|---|---|---|
| You submitted this budget and cannot also approve it. | Budgets need a second approver. | Ask someone else to approve it. |
| This budget is 'approved' and its figures are locked. | Approved budgets can't change. | Click Reopen, make the change, and submit again. |
| Budget line key already exists for this budget. | Line keys must be unique within a budget. | Use a different key, or edit the existing line. |
Common questions
My report doesn't show a journal I entered.
Reports only include posted entries. Open the entry. If it's Draft or Approved, finish approving and posting it. Also check that the report's period or dates include the posting date, and that you're in the right company.
The trial balance doesn't balance.
Every posted entry balances on its own, so a trial balance that differs points to an unbalanced entry posted before balance checks applied. Look for the warning triangle beside entries in Journal entries, then contact support with the entry number.
How do I enter opening balances when we start using Kipdesky?
Create one journal of type Opening, dated on your first day, with a line for every account balance. Debits for assets and expenses, credits for liabilities, equity and income. It must balance like any other journal. Then approve and post it.
How do I correct an entry posted to the wrong account?
Reverse it from its page, then post a new entry to the right account. If the period it's in is already closed, reverse it into the current open period instead.
Someone has left the company and their draft journals are blocking the close.
Anyone with journal rights can open those drafts and post, cancel or re-date them. Cancelled drafts are kept for the record.
Can I see who approved or posted an entry?
Yes. Kipdesky records who approved and who posted each entry, and when. Administrators can also see every change in Administration › Audit & privacy › Audit log.