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I think there is a bug in my reconciliation register. How can I resolve the issue of previously reconciled transactions appearing back in the register as unreconciled?

Previously reconciled transactions seem to be randomly appearing back in my register as unreconciled. I think this is a bug. I have un-reconciled the entire year's worth of statements. I just now went back in and re-reconciled a month, balanced to zero difference and went onto the next month. Immediately, a transaction or two from the previously reconciled month appears as an unreconciled transaction. I cannot balance my year end like this!

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Best answer 12-10-2018

Accepted Solutions
Super Contributor *

It sounds like you may have duplicate transactions.  Dele...

It sounds like you may have duplicate transactions.  Delete the unreconciled ones.  Duplicates happen when someone enters transactions manually and then downloads them from online banking.
51 Comments
Super Contributor *

It sounds like you may have duplicate transactions.  Dele...

It sounds like you may have duplicate transactions.  Delete the unreconciled ones.  Duplicates happen when someone enters transactions manually and then downloads them from online banking.
Not applicable

I originally thought the same thing - that the transactio...

I originally thought the same thing - that the transaction was in there twice somehow. However, I don't download transactions into Quickbooks from my bank. I manually reconcile to a paper statement and I can't find any of the transactions recorded twice.

I undid all of my reconciliations and started over. Here's what happens: Say I reconcile March. All of the transactions are checked and the difference says zero. I post it, look at the summary report and then, immediately, go to reconcile April. All of the sudden there are a couple of transactions from March (that I KNOW I checked in the previous reconciliation) back on the register as unreconciled. If I undo March and re-do it and then go to April again, it will be 2-3 different transactions from March and so on...It just seems like a bug and not something I'm entering wrong. I had an accountant friend look at it and she agreed it seemed buggy, but I don't know how to correct it or if there is some sort of weird setting that I have missed along the way...
Established Community Backer ***

Unaware of any bugs like this.  Try running File->Utiliti...

Unaware of any bugs like this.  Try running File->Utilities->Rebuild and see if that helps. Also make sure there aren't two very similar entries in your check register and only one of them is getting reconciled.  You can filter the check register by typing an amount in the search field at the top of the register (or a name - anything really).  That may help.
Not applicable

There is a definitely a bug on this especially when you d...

There is a definitely a bug on this especially when you do any transfers. For my transfers I ONLY download them from the bank and then they show up as an expense and deposit in the same account. QB needs to recognize this bug and fix it.
Established Community Backer ***

When you download a transfer on one account the informati...

When you download a transfer on one account the information from the bank shows the date of the transfer, the amount, and some payee information.  The payee information varies across different financial institutions.  Some don't have any payee information at all.

There's no way to take that information and determine which QuickBooks account you have as the "other side" of the transfer.  There may not even be an "other side" if you are transferring to some account or other institution that isn't in your chart of accounts.

One way to handle transfer like this is when you see one in the Download Transaction Window go ahead and create the Banking->Transfer Funds transaction in QuickBooks.  You know which account it is hitting.  Once you create the Transfer Funds transaction it will match the download (or both downloads, if you download two accounts).
Established Community Backer ***

"There may not even be an "other side" if you are transfe...

"There may not even be an "other side" if you are transferring to some account or other institution that isn't in your chart of accounts. "  That is not a "transfer" type transaction. You are likely paying an expense, in which case it is an "expense" transaction. "Transfer" type transactions are only between two balance sheet accounts, that are both in your chart of accounts.
Established Community Backer ***

"There is a definitely a bug on this especially when you...

"There is a definitely a bug on this especially when you do any transfers"  It's not a bug. "Add" it one side then "match" it on the other.
Established Community Backer ***

You are right about transfers.  But... a transfer to anot...

You are right about transfers.  But... a transfer to another account that isn't in your chart of accounts can occur if you haven't yet created the account in your chart of accounts.  This could be the first transaction.
Not applicable

Was this ever resolved as I am having the same issue with...

Was this ever resolved as I am having the same issue with previously reconciled transactions appearing over and over again......
Not applicable

I'm asking the same question. I get exactly the same issu...

I'm asking the same question. I get exactly the same issue occurring as Angela did 1 year ago. As I'm trying the Desktop version before looking at Sage, I phoned support who simply said I'd have to ignore it! Not good - so far QuickBooks 0 Sage ?
Super Explorer ***

Experiencing the same thing.  Transactions just mysteriou...

Experiencing the same thing.  Transactions just mysteriously get un-reconciled.  This time I did a back up of my company.   Then reconciled my statement for October.  All was well.    I will have no more transactions for this month so went I to reconcile November too and noticed that transactions from way back in May 2018 re-appeared for no reason.  Checked audit trail, no, I didn't change anything that would have this affect (of course I knew this).  Restored my previous back up and proceeded to reconcile for November 2018.  This time the May transactions stayed put.  Definitely something going on.
Established Community Backer ***

A bug is always possible - haven't heard anything on this...

A bug is always possible - haven't heard anything on this thread in 8 months though. Its also hard to imagine a bug that would go through and unreconciled multiple transactions but leaves everything else about the transaction unchanged  (its not something that would happen on a memory overwrite for instance). What version of QuickBooks do you have? 2019 tracks changes to reconciled state (and amounts) and includes a reconcile discrepancy report.
Super Explorer ***

Something is causing it.  I use 2018 version. Perhaps the...

Something is causing it.  I use 2018 version. Perhaps the reason this thread has been silent for 8 months is because we simply adjust and redo.  I assumed it was something I did until I experimented with my backup, because I suspected I could catch it in the act (humor intended), and I did.  Then I stumbled upon this thread.  The nature of our business causes us to have few transactions and most of them are month end and predictable.  Some people don't have the luxury to re-reconcile like I have done.  I do work in my check register and tabbing over making a mistake could happen, however, it's a mystery why it's many months back not the current month that's affected.
Established Community Backer ***

There is no 2018 version of QuickBooks Mac.  It went stra...

There is no 2018 version of QuickBooks Mac.  It went straight from 2016 to 2019 (we updated the 2016 version for free during the interim).  So I'm guessing you are using QuickBooks for Windows.  If so QuickBooks for Windows definitely includes the Reconcile Discrepancy Report - if it happens again run that report and see what it reports as changed and, hopefully, how.
Super Contributor *

Any chance you do your work in the check register and may...

Any chance you do your work in the check register and maybe you are tabbing across and accidentally unclearing some transactions? Is your beginning balance accurate after you do the summary report?
Not applicable

Oh, It's a bug alright. I just went to reconcile May and...

Oh, It's a bug alright.
I just went to reconcile May and the Opening Balance differed by thousands of dollars.
A significant number of items previously checked off are listed and unchecked.
38 Deposits from April and December 2017!
Over 100(I stopped counting!)  checks and Payment from 2017!

I do not download transactions, so this is entirely localized to Quickbooks for Mac, Version V17.26 R27.

I tried rebuilding to no avail.

I dare not write any checks, who knows what the balance is.
Hmm, not sure what to do.
I don't really want to spend a Sunday redoing 18 months of reconciliations.

I may print all the transactions I've done since my last reconciliation and back track to an older copy of my file from Time Machine.

But first a lovely Manhattan.
Established Community Backer ***

Pull up the reconciliation report for the prior month. Ma...

Pull up the reconciliation report for the prior month. Make sure everything was listed as in balance there and that it is the correct month.  I haven't heard of any bug like this and I've responded to a lot of posts on here. But a bug is always possible - you may have undertaken some action that no one else has or you may have a different version or something.  

TimeMachine could be the solution - just be sure to make a backup copy of your current file somewhere (you could just duplicate it in the Finder and rename it).  That way you can step TimeMachine back slowly and figure out where the transactions first got unreconciled.  I'm really interested if you can figure out what might have been going on when they become unreconciled.  

When you say a rebuild didn't fix it I'm curious if File->Utilities->Verify shows any errors in your company data?

Anyway, with TimeMachine on you should be able to move back and see every change.  It might help to start by subdividing the range of time from your last reconcile to your new one.  If things are messed up subdivide again - you can pretty quickly determine what date things went off.  

If it is an error and you can give us a hint at what you were doing in the program when it went off we will try to reproduce it and get it fixed.

Not applicable

Sorry I have not been back to respond. I am just now reco...

Sorry I have not been back to respond. I am just now recovering from the amount of time I had to devote to this mess. Running the utilities didn't fix anything. I reviewed my use with our accountant and I revealed that I change the dates on checks once I release them to the vendor. Apparently QB does things with a check date, but is unable to undo these things. That is horrible, sloppy programing! If a database does something with data that it is incapable of undoing then the data should be locked, or a responsible software company would take some pride and fix it.

December 31, 2018 will be the last time I use this monstrosity of a program.
Established Community Backer ***

" I change the dates on checks once I release them to the...

" I change the dates on checks once I release them to the vendor"
why do you do that?
Not applicable

I can't believe how many people ask me that. :) I admit i...

I can't believe how many people ask me that. :)
I admit it's a quirky method, but it works for me.
It's a finder's fee that it dues at completion of a project.
This particular project was delayed 3 months by the client, so I changed the date 3 times.
I know I could do a bill, but I'd just pay it right away.

Problem isn't my quirky methods, the program should lock the date field if it is incapable of on doing what it's done.
Established Community Backer ***

The program does not expect the date of a reconciled chec...

The program does not expect the date of a reconciled check to be changed. It does allow you to change it.  For most changes to an already reconciled check the program will ask you to confirm that this is what you want to do.  If you say yes I think it unreconciled the check - which makes sense IMO as you've just changed it from whatever matched the statement.

I don't really understand what you think it should do.  If you want it to prevent you from changing the date it seems to me the warning should be a pretty good reminder. There is a data entry lock that you can apply that _will_ prevent you from modifying transactions in prior periods.  You could set that at the end of a month I guess. But then it will prevent you from modifying the check - it will be locked.  

I suspect what you are doing doesn't match with how the program works. Changing it to let you do what you want would mean it wouldn't match how everyone else uses it.  So - yes, it might be better if you used something else.
Not applicable

Respectfully, it has never warned me about changing the d...

Respectfully, it has never warned me about changing the date of an unreconciled check.
Established Community Backer ***

The warnings are only for reconciled transactions.  An un...

The warnings are only for reconciled transactions.  An unreconciled transaction shouldn't matter to the reconciliation process.  I'm probably not following what you are doing
Community Contributor *

Re: I think there is a bug in my reconciliation register. How can I resolve the issue of previously reconciled transactions appearing back in the register as unreconciled?

Experiencing the same thing.

Did you problem get resolved?

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