NOTE: Re-building the accounting period balances is not a mandatory part of the accounting period end process, but it is wise to perform this task during the period end to ensure data integrity. Period re-builds can be run at any time if necessary.

The balances in debtor, creditor and G.L. accounts are made up of the sum of the transactions in the account, by accounting period. For example:

The account balance is 1600.00, but it may show as something different—e.g., 2800.00 if the receipt hadn’t updated correctly. This can be caused by any number of reasons; the main ones being hardware or network cabling faults where transaction time-outs or connection failures can lead to the software backing the transaction out if possible. The period re-build processes will re-build the account balance based on the transactions that do exist.

Debtor Balance Rebuild

The re-build process is the same for all three ledgers, (and has to be performed on all three ledgers) so the detail of the process is only described once here for Accounts Receivable and Payable and further down for General Ledger.

NOTE: The Debtors and Creditors re-build screens are exactly the same.

1. From the Home menu, select Financials > Accounting >  Accounts Receivable > Rebuild

   1. Click the Home Menu to expand it:

      

   2. Click the Financials menu option to expand it:

      

   3. Click Accounting to go to the Accounting menu to expand it:

      

   4. Click Accounts Receivable to go to the Accounts Receivable menu to expand it:

      

   5. Click Rebuild to go to the Rebuild screen:

      

2. The Rebuild Period screen will open. Select a Rebuild As At Period, and the Check-Box Rebuild All Debtors/Creditors will be checked by default.
   1. To select specific Debtors/Creditors, unselect the Rebuild all Debtors/Creditors Check-box and select specific Debtors/Creditors from the Add Debtors/Creditors or a range from Debtor/Creditor From/To drop-down selections.

      

3. Click Save to keep the changes.

   

4. Click Exit to discard any changes.

   

 

Rebuild as at Period

This will default to the current accounting period for the ledger being processed. This default should be retained, but balances can be rebuilt as at any previous accounting period.

Rebuild All Debtors/Creditors

This field is checked by default. When unchecked, the screen expands to allow a list of selected debtors/creditors or a range of debtors/creditors to be rebuilt.

Add Debtors/Creditors

Use the drop-down to add specific debtors/creditors to the list to have the balances rebuilt.

Debtor/Creditor From/To

Use these drop-downs to select a range of debtors/creditors to be added to the list to have the balances rebuilt.

A System Message advising the rebuild is completed will display when the process is finished.

General Ledger - Rebuild

1. From the Home menu, select Financials > Accounting > General Ledger > Rebuild.

   1. Click the Home Menu to expand it:

      

   2. Click the Financials menu option to expand it:

      

   3. Click Accounting to go to the Accounting menu to expand it:

      

   4. Click General Ledger to go to the General Ledger menu to expand it:

      

   5. Click Rebuild to go to the Rebuild screen:

      

2. The Rebuild Period screen will open. Select a Rebuild As At Period, a Branch, Department and Account.

   

3. Click Save to keep the changes.

   

4. Click Exit to discard any changes.

   

The G.L. Re-build screen is slightly different from the debtors/creditors re-build in that a specific G.L. Branch and/or Department and/or Account can be selected to re-build.

Rebuild As At Period

Unlike the debtor (creditor) re-build screen, the G.L. re-build does not default the current period into this field. To re-build for a specific period, select the period. To rebuild all periods, leave this field blank.

Branch/Department/Account

To re-build all G.L. account balances leave these 3 fields blank.

Using the drop-downs and the Account number field, selections can be made to re-build a specific account only, a range of accounts by Branch, a range of accounts by Department, a range of accounts by branch and department.