Hi all,

We have a problem which we would like some suggestions how to fix.

We are using MYOB Premier for Windows, Australia Release Version 11.5.0, Release 11.6.2A on Windows XP SP2 and SP3 (multiple machines).

We have a problem with our data file because MYOB has allowed us to record an unbalanced transaction. (For all of you who think this can't happen, please read on, I'll explain how to do it)

The general description of the error is as follows:

If a refund to a customer is entered through 'Receive Payments' as a negative amount, instead of through 'Pay Refund' in the 'Returns & Credits' tab, an unbalanced transaction is recorded. The 'Customer Deposits' account is correctly debited, but the bank account receives a zero 'VOID' entry, rather than the balancing amount. If this is done while the sale is still an order, and then the sale is converted to an invoice, the payment cannot be deleted.

The error can be recreated as follows:

1. Create an item sale and leave it as an order
e.g. total owed is $450

2. Apply an overpayment to the order (through 'Receive Payment')
e.g. receive payment of $470

This then leaves an amount due of -$20 on this order.

3. Click on 'Receive Payment' and receive the -$20

This is equivalent to paying a refund of the overpaid amount. The balance due is now $0, however this transaction is unbalanced and should not have been allowed by MYOB (recap to see), as the refund amount has not been credited to the appropriate bank account.

4. Convert the order to an invoice through the register ('Change to Invoice')

The payment is now locked into this sale and cannot be deleted.

We are aware of two possible solutions to the problem, neither of which is particularly attractive. The first is to send our file to MYOB to fix, which would mean being without it for around a week, and would essentially put our business on hold for that long. The second solution is to revert to the backup prior to the incorrect transaction, and then re-enter a whole week worth of transactions plus various other unknown minor data "tweaks".

We are not looking for either of those solutions. We need a way to fix the file ourselves, either through the MYOB interface, or even by editing the file directly with a binary editor, or some other software. Deleting the unbalanced transaction would be an acceptable solution.

We are willing to pay for a solution that meets these criteria.

Can anyone out there help?

Best regards,

Paul McGowan

This message has been edited. Last edited by: Yawarra- Paul,

The right thing to do is send the file to MYOB to test it and see if they can fix it. If they say they can, then schedule a date for submitting the file again and get them to commit to a day's turn-around.

I don't recommend editing the interior of the file in any way. But my creative side says how about doing the whole thing (deliberately) on the purchase side, same date, same amounts, and see if you end up with a second unbalanced transaction, the two might then cancel each other out. (I susect there'll be two other entries somewhere that need closing out by journal). NO WARRANTY PROVIDED, MAKE A BACK-UP FIRST.

Regards
Mike James
Approved MYOB Consultant
Auckland NZ

For anyone who may be interested, we have solved the problem. Our solution did not require sending the file anywhere, and has given us a great insight into how the MYOB data file is organised. The solution also did not require any re-entry of data.

If you find yourself in this situation, where you have an unbalanced transaction that should never have been allowed by the software in the first place, you are welcome to contact me and I can let you know how a $50 piece of software was used to fix the problem, saving us not only money and time, but all the hassle of having to rely on someone else to fix it.

Due to the nature of the problem, I am quite certain it will happen again (either to us, or someone else) but if it happens to us again, we now have ability to fix it promptly and inexpensively.

Best regards,

Paul McGowan

Hi Paul

Did the solution involve a direct edit of the database?

Does the file now verify without error?

Regards
Mike

Hi Mike,

Yes, using a nice little piece of software called EditPad Pro, and yes it now verifies perfectly.

Best regards,

Paul McGowan

I note that this can happen if you commence the receive payment from the sales register. I have advised MYOB of this weakness.

quote:

Originally posted by Yawarra- Paul:
For anyone who may be interested, we have solved the problem. Our solution did not require sending the file anywhere, and has given us a great insight into how the MYOB data file is organised. The solution also did not require any re-entry of data.

If you find yourself in this situation, where you have an unbalanced transaction that should never have been allowed by the software in the first place, you are welcome to contact me and I can let you know how a $50 piece of software was used to fix the problem, saving us not only money and time, but all the hassle of having to rely on someone else to fix it.

Due to the nature of the problem, I am quite certain it will happen again (either to us, or someone else) but if it happens to us again, we now have ability to fix it promptly and inexpensively.

Best regards,

Paul McGowan

Hi Paul

I currently have a MYOB file that has heaps of unbalanced journals (direct import from another software which did not do it correctly). Do you think the way you fixed your problem would allow me to fix up those journals as well?
Thanks.

Emmelin

Hi Emmelin,

It's difficult to say. This technique is ultimately intended for individual unbalanced transactions (which in theory can't happen) as opposed to unbalanced journals.

If the reason your journal is unbalanced is because you have individual transactions that don't have matching credits and debits, then it might help, but if you have more than a few, it will be a lot of work to fix.

The technique involves finding the offending transaction(s), correcting the missing half of it, then manually adjusting the end of month account balances in the month it occurred for all accounts cascading up to the header account (including a phantom header account called Balance Sheet, which doesn't show up in the interface, but is in the data file).

In our case, we had a single unbalanced transaction that was actually created by MYOB (due to a logical error in the code), not imported from another package.

If you want to contact me offline, you can find my company contact details in my profile.

Best regards,

Paul McGowan

hi i have same kind of problem i know exactly which entries need to corrected i already got hold of editpad pro but i need help how to find the record i want thanks
ab

quote:

Originally posted by Yawarra- Paul:
For anyone who may be interested, we have solved the problem. Our solution did not require sending the file anywhere, and has given us a great insight into how the MYOB data file is organised. The solution also did not require any re-entry of data.

If you find yourself in this situation, where you have an unbalanced transaction that should never have been allowed by the software in the first place, you are welcome to contact me and I can let you know how a $50 piece of software was used to fix the problem, saving us not only money and time, but all the hassle of having to rely on someone else to fix it.

Due to the nature of the problem, I am quite certain it will happen again (either to us, or someone else) but if it happens to us again, we now have ability to fix it promptly and inexpensively.

Best regards,

Paul McGowan