Bank account on dashboard is updating to the last transaction and not the actual balance.

Kodakane · ‎December 13, 2022

We recently upgraded to QuickBooks 2023. We have Enterprise Solutions - Manufacturing and Wholesale. For whatever reason, the two bank accounts on the dashboard and on the chart of accounts only show the last transaction amount. They no longer show the actual balance. If you click on the account to see detail, it will show the correct balance. Any ideas why this is happening? Also, gives an error message about the account # and routing #. Note: We do not do online banking. Only process credit cards though the merchant service. Not sure if that still works as haven't had any to do. I have tried to add the account #'s and does not work. Was on chat for 2 hours with QuickBooks and no answer was given. Help!

jamespaul · ‎December 14, 2022

Hello, Kodakane.

Thanks for getting back to us with more details and the screenshots! I'll take it from here and address the issue about the account balances and the error message.

Normally, the account balances on your dashboard follow the actual balances instead of the last amount from the previous transaction.

The issue looks like an odd behavior. A data integrity issue is likely causing the balance problems in your end.

To fix this, we'll want to use the Verify/Rebuild tool. Here's how to do it:

Close all open windows in QuickBooks by clicking on Windows, then selecting Close All.
Go to File, then hover on Utilities.
Select Verify Data.
Follow the prompts to let QuickBooks run the Verify tool.

Afterwards, let's run the Rebuild process:

Go to the Utilities menu again.
Select Rebuild Data.
Follow the prompts to continue with the Rebuild process.

As for the error message, there is likely a damaged user in your company file. This usually happens if there a data integrity issue has affected the users lists.

In this case, we have an article that lists all of the possible solutions to fix the error message: Verify Error: QuickBooks found a problem with the Acct # / Card # / Note field for other asset.

I'm sure you'll be busy in the coming year-end tax season. In case you need help in the near future, I'd like to add this article for a guide in managing the tax season smoothly: Year-end guide for QuickBooks Desktop.

You're more than welcome to post here again if you have questions regarding your accounts, payments, or data in QuickBooks. I'll also cover other topics such as reports. Always here to help.

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JamesAndrewM · ‎December 13, 2022

We appreciate you for reaching us, @Kodakane.

Would you mind telling me the details of the error message you're getting? It'd be great if you could provide me with a screenshot. This way, we could easily track what might be the root cause of the issue.

On the other hand, please refer to the screenshots attached below, and you can also try the following steps:

Go to the Lists menu and select the Chart of Accounts.
Click the Account dropdown button, then select Customize Columns.
On the Chosen Columns, choose Balance Total and then OK.

If this isn't what you're referring to, could you provide me with another screenshot of the Actual balance you're suggesting?

You can visit this article to know how to check when QuickBooks deposits customer payments into your bank account: Find out when QuickBooks Payments deposits customer payments.

Feel free to reply to this post if you need further assistance. Have a great day ahead!

Kodakane · ‎December 14, 2022

Hi,

The Chart of Accounts already has Balance Total selected. The only two accounts which are incorrect are the cash in bank and our payroll account. I have attached screenshots and also the error messages. Also, when I go in to put the account# and routing# for the bank accounts, it says unable to complete this operation and needs to restart. QuickBooks will restart automatically. The account number which is first showing when I go in is [removed]. It will allow me to change it when logged in as the admin but still shows the wrong balance on the two screens. We have not changed any of our procedures except the upgrade to 2023.

Thanks!

jamespaul · ‎December 14, 2022