It has been said many times that the best approach to solving a problem is to
prevent the problem from ever happening in the first place. The ProfitMaker and ASI
SmartBooks systems both have features which aid in preventing ledger imbalances from
transforming into month-end pandemonium.
In ProfitMaker, there is a Daily Systems Checks and Balances option available. The
purpose of this option is to review a report comparing the balances for customer
invoices, vendor bills, and commissions to control account ledger balances. It also
shows if your general ledger is out of balance. If this is run and looked at daily, a
user can determine when a ledger became out of balance. Then the user only needs to
research one days worth of transactions in order to locate and correct the imbalance well
before month end.
ASI SmartBooks has a Ledger-Reconcile option. This option allows users to
balance specific ledger accounts associated with receivables, payables, and commissions.
In the event that a ledger account is out of balance, there are links to the ledger
account and receivables/payables/commission histories to assist in research.
Even if one is not familiar with researching an out-of-balance situation, there is
a benefit in using these tools every day. Knowing the specific day of the system
imbalance will reduce the time you spend finding a solution. Then you can get back
to what you need to do, generating revenue for your company.