IIF upload file made some expense accounts disappear from Profit and Loss/ reporting

Dianita

Morning Team,

We are using Reckon Accounts Enterprise 2022. Just wondering if anyone has come across anything like this before?

We created a new IIF file that will import multi-BILLs into our Reckon test file. Did have a few issues with it but eventually fixed the issues, including error messages on the ENDTRNS lines that read 'can't record invalid transaction'. All the bills are successfully imported in to the Reckon test file. Checked via payable reporting, and randomly test check a few to see if the split lines (for expense codings are correct), with the right amounts too. Everything seemed to be in working order.

Next check we did for compliance is to ensure no incorrect accounts created in the process (sometimes new bank accounts can be created, which should not be the case). To my surprise, the P&L did not show the accounts (these accounts are 6310 onwards and the refreshed P&L after upload showed 6200 numbers at the last one. They were not in the summary nor were they in the detailed breakdown.

I have taken some snapshots of what the file looks like and the P&L before and after

IIF file snapshot (in Excel)

Bills were successfully imported, shown in the AP Ageing report

P&L before IIF import/ upload

P&L after showing the last number before total expense to be 6200+ (it should technically go up to 6500+ as shown above)

Any thoughts on this or help at all is appreciated.

Thanks and regards,

Nita

Acctd4

Hi Nita

Double-check that:

• None are Inactive in your Company File (Click on the Include Inactive checkbox at the bottom of your Chart of Accounts window to display ALL & identify this. If so, click on the inactive X mark next to applicable account(s) to re-activate again)

&

• Your P&L isn't filtered for only Active Accounts:

Dianita

Thank you Shaz.

The accounts are definitely active because they did show in the first P&L snapshot (i.e. the one that was run before the import).

I did still run your suggested solution and the report showed everything else but still omit any expense accounts 6300 onwards. It did show all the $0 (inactive) ones.

Would be open to any other suggestion for me to test or check in the test file.

Thanks and regards,

Nita

Acctd4

Hmm … I’ve not really had much to do with importing data so I don’t know a lot about this particular issue.

Perhaps @Datarec_ReckonLtd, @Rav or @Graham Boast might have more ideas ? 🤔

Datarec

Hi @Dianita

Are the accounts that have 'disappeared' from the P & L Report after the import, still visible in the Trial Balance report?

Are the BILLS that you imported which reference accounts numbers 6310 actually present and visible in the Accounts Payable register or present in any other reports such as the "Transaction List by Date"?

Is your Trial Balance report balanced?

Before you imported the IIF that contains the new bills, did you first make a backup of your data file?

After you have imported the IIF file, have you now continued to use the data file and made further changes OR did you restore a previous backup before the IIF was imported?

Have you recently performed a file integrity check using the built-in Verify Data and Rebuild Data functions?

If you had created a backup before importing the IIF, consider doing a test where:

1. The backup is restored under a different name (just as a test) so it does not overwrite the current data

2. Edit the IIF so that it contains only the header and ONE bill transaction that references the account number 6310

3. Import that modified IIF and confirm if the bill is imported successfully and is present in the Accounts Payable register

4. Then confirm how that has affected the P & L report

Graham Boast

Hi Dianita

If the bills were imported and they show in the A/P Ageing Summary, you should be able to drill down from that report into the bill. Once the bill is on the screen, press the journal button and Reckon will display a report showing the journal behind the transaction. That may show you where the SPL line/s went.

A few other suggestions:

• use just the account number in the ACCNT field, so 6234 rather than 6234 - Stationery. People are reluctant to change an account number whereas they will change or correct descriptions.
• A good way to check an import is the Report - Accountant - Transaction List by Date with the following modifications:

• Simplify

• I avoid putting anything in the NAME column of the SPL row as Reckon thinks it's a reimbursable expense.

Graham Boast - graham@reckonhelp.com.au - 0409317366

Reckon Accredited Partner - iif Jedi

Dianita

Hello Reckon Data Team and Graham,

Thank you for your feedback, took on board the recommended suggestions and things to check.

The test was done on a test back up file, so definitely not on our live Reckon file (which was a relief!).

And for Graham, I think once we put the account codes as just numbers (with no names), the IIF file seemed to be not only successfully uploaded but the reporting was fine (apart from just those additional expense entries).

Thank you again for your help @Acctd4 Shaz, @Datarec_ReckonLtd Team, and Graham Boast

Appreciate the feedback and suggestions that really helped with our testing.

Have a good day and enjoy the rest of your weekend.

Regards,

Nita

Datarec

Hi @Dianita

Glad the Community has been able to assist you, hopefully this discussion also assists others in the future with similar issues.