Double Counting

[Harry]

I recently ran an expense report and the report seems to be double counting certain items. However, these items are not double countered on other reports. Additionally, the monthly reports are pulling in some outstanding checks written and entered into PC but not yet cleared. I've never seen this before. PLEASE HELP!

[JohnDMeyers]

I would need to know which report is double counting, and probably the account numbers associated with the double count.

[Harry]

The Income and Expense Statements (Unaudited). Do you want the actual account number? Aren't mine specific to me? Thanks.

[JohnDMeyers]

I am looking to see if the Income and Expense report is actually showing something like this:
01-4010-000 $100
01-4010-000 $100

If so, I would want to know what an account activity report says about the same account.

[Harry]

No, the income and expense report does not display any account numbers. Just the Income and expense categories with associated totals. Items in the Account Activity report appear correct. No double counting there.

An example of one of the issues is that the check for the secretary's stipend was written in January but cleared in February. This items appears on my income and expense report and I don't understand why. This items shows up in January for my reports. As we are on a cash basis, this should show up in February.

[JohnDMeyers]

The check will show up in the current month when you print the check, not when it clears.

Also, there should be an option on your income and expense statement to include account numbers on the report.

[Harry]

I just did that and the account numbers seem OK. For example, our janitorial expense group is 9033 but the actual expense account is 9033-001. The February YTD report pulls in the January and February expenses which it should, but then for some reason pulls in the March as well.

Is there a way for the income and expense report (or similar report) to show what came in and was spent based only on those expenses that cleared for a given month or year to date??

[Zaina]

The month a transaction is posted to will affect this report. Even if a transaction doesn't clear until the next month, the posting month will control the reports.