Accounting Troubleshooting

How To Use This Guide

This guide helps a non-accountant ADMIN investigate common accounting and related workflow messages. Do not enter a journal, change a date, select a different account, or alter a classification merely to make an error disappear.

For every issue:

Record the exact message, time, user, document or account ID, selected filters, and request ID.
Follow the relevant Inspect steps below.
Use the proper source workflow under approved controls.
Refresh the page and rerun affected reports after correction.
Retain the evidence listed for the issue.

Use Audit Logs to trace mutating requests. Use Accounting Readiness as a diagnostic, not as proof that all accounting work is complete.

Posting Date Has A Closed Or Missing Period

What it means

The proposed accounting date either belongs to a CLOSED period or does not belong to any generated accounting period. The posting is rejected.

Why

Supply Weave assigns every accounting posting to the period containing its business date. Closed periods are locked, and the application cannot invent a period outside the configured fiscal calendar.

Inspect

Record the source document and its business date.
Open Accounting Setup -> Fiscal Periods and locate the date.
Confirm whether the fiscal year exists and whether the period is OPEN or CLOSED.
Check Audit Logs for a recent close, reopen, or failed posting attempt.
Confirm the date against the source evidence rather than today’s date.

Correct

Generate a valid fiscal year when the approved calendar is genuinely missing. If the date is wrong, correct the draft source document before posting. If a closed period must exceptionally be reopened, follow the approved reopen procedure; do not move the posting to a convenient open date without approval.

See Fiscal Years and Periods and Monthly Period Close.

When to escalate

Escalate to the finance owner or CA when the correct accounting date falls in a closed period. Escalate to the system administrator when an approved calendar cannot be generated or the displayed period conflicts with its configured dates.

Evidence

Retain the source date evidence, fiscal-year and period IDs/statuses, error and request ID, reopen approval when applicable, Audit Logs, and the successfully posted journal reference.

Account Is Inactive Or Is A Parent Account

What it means

The selected account cannot accept a new posting. It is inactive or has child accounts and is therefore a non-leaf parent.

Why

New postings must use active leaf accounts. Parent accounts are report headings that roll up their children; posting directly to them makes account structure and analysis ambiguous.

Inspect

Open Chart of Accounts and find the exact code and ID.
Check Active, parent, children, type, and effective classification.
Confirm the intended account from the approved mapping or workpaper.
For compensation, confirm whether an account used by the original journal changed after the original was posted.

Correct

Select the approved active leaf account. If the chart is wrong, change it only under the chart-of-accounts approval process. Do not activate, restructure, or substitute an account solely to bypass the validation.

See Chart of Accounts and Manual & Adjustment Journals.

When to escalate

Escalate to the finance owner or CA when the correct posting account or hierarchy is unclear. Escalate to the system administrator if the eligible account exists but the application still rejects it.

Evidence

Retain the account code and ID, hierarchy before and after correction, approved mapping, request ID, Audit Log, and affected source or journal references.

Account Is Unclassified Or A Posting Is Unresolved

What it means

An unclassified account exists but lacks the effective P&L or balance-sheet section needed for reporting. An unresolved posting references an account that cannot be resolved in the current chart data. Reports preserve these amounts and warnings instead of silently dropping them.

Why

Classification tells reports where known accounts belong. An unresolved reference is a stronger integrity concern, often involving historical or inconsistent data rather than a normal missing label.

Inspect

Record the report, filters, account code or unresolved account ID, and amount.
Open the related General Ledger or drill-down when available.
Review the account’s type, parent chain, effective P&L section, balance-sheet section, and active status.
Compare the warning across Trial Balance, Profit & Loss, Financial Position, and Readiness.

Correct

Apply only the classification approved for the account. Do not change the account type or classify an account as cash or bank merely to place it in a desired report. An unresolved account normally requires technical data investigation; do not hide it with a replacement journal.

See Chart of Accounts and Financial Reports.

When to escalate

Escalate all unresolved postings to the system administrator and CA. Escalate classification judgments to the finance owner or CA before changing the chart.

Evidence

Retain report filters and generated time, warning text, account ID/code, General Ledger and journal references, approved classification, before/after reports, and Audit Logs for configuration changes.

Retained-Earnings Or Required System Account Is Missing

What it means

Accounting Readiness or a posting workflow cannot find an account required by the application. The retained-earnings setting may be blank or ineligible, or a seeded system account may be missing, inactive, the wrong type, or a parent.

Why

Automatic journals use stable system account codes. Fiscal-year close also needs an approved active Equity leaf classified for Equity as retained earnings.

Inspect

Open Readiness and identify every affected code or retained-earnings message.
Open Accounting Settings and inspect the selected retained-earnings account.
Open Chart of Accounts and check existence, code, type, activity, children, and effective classification.
Check whether a system account was renamed, deactivated, or restructured.

Correct

For required system accounts, have the system administrator run the approved idempotent seed procedure when records are genuinely missing, then verify the chart. Restore activity, type, or hierarchy only with approval. Configure the CA-approved retained-earnings account in Accounting Settings; do not choose a temporary account.

See Accounting Settings, Accounting Setup Checklist, and Fiscal Year Close.

When to escalate

Escalate account selection and classification to the finance owner or CA. Escalate a missing seeded code or persistent lookup failure to the system administrator.

Evidence

Retain the Readiness finding, affected codes, settings screenshot, account details, approval, seed or correction record, Audit Logs, and successful posting or close preview after correction.

Trial Balance Is Out Of Balance

What it means

Opening debits and credits, period debits and credits, or closing debits and credits do not reconcile exactly. Supply Weave displays the difference rather than forcing the report to balance.

Why

Possible causes include malformed retained historical journals, unresolved account references, invalid opening data, posting attribution problems, or a source-unbalanced manual voucher. A missing transaction can still leave a Trial Balance balanced, so a zero difference is necessary but not proof of completeness.

Inspect

Confirm the selected fiscal year, period, complete date range, and generated time.
Record which reconciliation is unequal: opening, movement, or closing.
Review integrity warnings and unresolved rows.
Refresh Readiness checks for system journals, manual journals, combined Trial Balance, and postings outside periods.
Drill into General Ledger and Journal Entries for the affected scope.
Compare opening-import totals and any foreign-currency manual journal conversion.

Correct

Correct the source configuration or use the approved reversal, compensation, or adjustment workflow. Never edit the report or add an unsupported suspense journal to force equality.

See Financial Reports, Corrections And Reversals, and Opening Balances.

When to escalate

Escalate every unexplained Trial Balance difference to the system administrator and CA. Do not close a fiscal year or hand over final reports while the difference is unresolved.

Evidence

Retain filters, report context and export, each reconciliation total and difference, warnings, affected ledger/journal IDs, Audit Logs, diagnosis, approved correction, and rerun report.

Statement Of Financial Position Does Not Reconcile

What it means

The visible Assets total does not equal Liabilities plus Equity at the selected as-of date, or the report shows a reconciliation effect that needs investigation.

Why

Common causes include a Trial Balance imbalance, unresolved accounts, unclassified balance-sheet accounts, prior-year nominal balances not closed, incorrect retained earnings, or inconsistent date/comparison selection.

Inspect

Confirm the as-of and comparison dates and the containing fiscal years.
Review the report’s reconciliation, blockers, unclassified rows, unresolved rows, and abnormal balances.
Run Trial Balance through the same as-of date.
Inspect General Ledgers for retained earnings, Current-Year Earnings, unclosed prior-year earnings, and material unexplained balances.
Review year-end Closing Trail and close/reversal journals where applicable.

Correct

Resolve the underlying account, classification, calendar, or journal issue through its controlled workflow. Do not suppress abnormal amounts or change hierarchy level to manufacture agreement.

See Financial Reports and Fiscal Year Close.

When to escalate

Escalate an unresolved reconciliation to the CA and system administrator, especially when unresolved account IDs or year-end close entries are involved.

Evidence

Retain both date contexts, Financial Position and Trial Balance exports, warnings, ledger drill-downs, closing trail, journal and Audit Log IDs, correction approval, and regenerated reports.

Receipt And Payment Has No Cash Or Bank Section

What it means

The report cannot identify eligible liquidity accounts, or expected cash and bank activity is absent from its sections.

Why

Liquidity-facing accounts must be active ASSET leaves classified as CASH or BANK and effectively classified as Current Asset. Receipt & Payment only summarizes posted activity touching those accounts.

Inspect

Confirm the selected month and year.
Review Readiness’s cash-and-bank classification check.
Inspect Petty Cash and every deposit or payment account used by receipts, payments, advances, expenses, LC realizations, and manual transfers.
Confirm expected settlement documents were successfully posted.
Review the relevant General Ledgers for the same month.

Correct

Apply the approved liquidity and balance-sheet classifications to the correct active leaf accounts. Post missing real transactions through their supported workflows. Do not classify receivables or another non-liquidity account as cash or bank merely to make it appear in this report.

See Chart of Accounts and Financial Reports.

When to escalate

Escalate liquidity classification to the finance owner or CA. Escalate when correctly classified posted activity appears in General Ledger but not Receipt & Payment.

Evidence

Retain month/year filters, account codes and classifications, Readiness result, settlement and journal IDs, General Ledger and Receipt & Payment exports, and Audit Logs for classification changes.

Opening-Balance Content Hash Mismatch

What it means

The opening rows proposed for posting no longer match the exact normalized content that was validated and approved.

Why

Changing the opening date, account identity or code, debit, credit, or memo changes the hash. The posting action recomputes the content inside its transaction to prevent posting a different row set under an old approval.

Inspect

Stop the posting attempt.
Compare the displayed validated hash, row count, debit and credit totals with the approved workpaper.
Review row edits and the latest save/validate Audit Logs.
Remember that filename, CSV row order, method, and informational account name do not define the hash.

Correct

Return to the draft, verify every row, save changes, validate again, and obtain approval for the new hash before posting. Do not reuse or bypass the old hash.

See Opening Balances and the Detailed Opening-Balance Import Guide.

When to escalate

Escalate when no authorized change explains the mismatch, when the draft is no longer editable as expected, or when the recomputed hash remains inconsistent after a fresh validation.

Evidence

Retain old and new hashes, row counts and totals, source CSV and workpaper, approval, Audit Logs, request ID, changed-row explanation, and final posted journal ID.

Export Is Blocked Or Download Does Not Start

What it means

CSV or PDF export is unavailable, a download did not begin, or Receipt & Payment print preview was blocked.

Why

Exports require a nonblank company name and a valid loaded report. Browser download permissions, storage, session expiry, or errors can block downloads. Receipt & Payment print preview may use a separate window that browser pop-up controls block; normal PDF download does not require a pop-up.

Inspect

Confirm Settings -> Company contains the approved company name.
Confirm the report finished loading and its filters are valid.
Confirm the session still has the ADMIN role.
Check the browser download indicator, download permissions, storage, and visible errors.
For Receipt & Payment print preview only, check the site’s pop-up permission.
Record report filters and generated time.

Correct

Save the approved company name, refresh the report, and retry once. Allow downloads for the site. Allow pop-ups only for the Supply Weave site when using Receipt & Payment print preview. Do not enter a temporary company name or disable protections globally.

See Exports and CA Handover and the CA Handover and Export Guide.

When to escalate

Escalate after one refreshed retry when settings and filters are valid. Include the browser, report, format, request ID or visible error, and whether another user can reproduce it.

Evidence

Retain company-setting confirmation, report filters and generated time, browser and format, error screenshot, request ID, download-permission result, and successful file name when resolved.

Reversed Entry Is Still Visible

What it means

The original journal remains visible after reversal, together with a separate compensating entry. This is expected.

Why

Reversal preserves history. Supply Weave marks the original as reversed and posts a new entry with debit and credit sides swapped. Canonical reports include both entries according to their dates. Fiscal-year reopen is a controlled exception that dates its close reversal at the year end.

Inspect

Open the original and reversal Journal Entries.
Compare source, source ID, accounts, amounts, dates, period IDs, actor, and reversal links.
Run General Ledger over a range containing both dates.
Check the source document’s resulting status and Audit Log.

Correct

No correction is needed merely because the original remains visible. If the reversal is wrong or incomplete, stop and use the approved correction workflow; do not delete or hide either entry.

See Corrections And Reversals.

When to escalate

Escalate when the compensating entry is missing, amounts or sides do not exactly reverse as designed, the source status did not roll back, or report treatment is unexpected for the selected dates.

Evidence

Retain original and reversal journal IDs, dates, periods, line comparison, source document, reason and approval, Audit Logs, and before/after report exports.

Readiness Passes But Fiscal-Year Close Is Not Ready

What it means

The global Readiness dashboard may show PASS, while the selected year’s Close Preview shows Action required or the close action rejects.

Why

Readiness is a current global diagnostic. Fiscal-year close recalculates a contextual, year-specific blocker set inside the preview and again inside the close transaction. It also checks all 12 periods, close sequence, retained earnings, report integrity, and current locked data.

Inspect

Wait for Close Preview to finish and read every blocker.
Confirm all 12 periods are closed.
Confirm this is the oldest fiscal year still open.
Verify the retained-earnings account remains eligible.
Rerun Trial Balance, Profit & Loss, and Financial Position for the exact year.
Check whether data changed after the preview.

Correct

Resolve each contextual blocker, complete the monthly close work, refresh the preview, and obtain final approval. Do not rely on the global badge or close periods solely to enable the button.

See Fiscal Year Close, Monthly Period Close, and Accounting Readiness.

When to escalate

Escalate unexplained preview/report blockers to the system administrator and CA. Escalate any difference between the approved final result and close preview before closing.

Evidence

Retain Readiness generation time, Close Preview blockers, all period statuses, report exports, retained-earnings details, approval, request/Audit Log IDs, and final Closing Trail.

Delivery Dispatch Reports Insufficient Stock

What it means

The Delivery Challan cannot be dispatched because inventory has less on-hand stock or less reserved quantity than the dispatch requires for at least one product and size. The transaction rolls back and the challan remains DRAFT.

Why

Dispatch requires both quantityOnHand and quantityReserved to cover each movement. Supply Weave does not clamp inventory to zero or permit negative dispatch through this workflow.

Inspect

Record the Delivery Challan, Sales Order, product, size, and required quantity.
Open Inventory Items for the product and size; non-sized products use size N/A.
Review Stock Ledger movements and source documents.
Confirm the Sales Order was confirmed and the expected Goods Receipt Notes were received.
Check for other dispatches after the challan was drafted.

Correct

Correct erroneous draft quantities, complete genuine missing receipt or confirmation workflows, or resolve approved inventory discrepancies through the supported process. Do not alter stock directly or dispatch a different size to bypass the check.

See Automatic Accounting Postings for the dispatch posting effect.

When to escalate

Escalate physical-versus-system stock differences to inventory control and the finance owner. Escalate when Stock Ledger balances support the dispatch but the action still rejects.

Evidence

Retain challan and order IDs, product/size quantities, Inventory Item snapshot, Stock Ledger, GRN and confirmation references, physical stock evidence, request ID, and Audit Log.

LC Currency, Capacity, Or Realization Discrepancy Fails

What it means

An LC cannot be linked because its currency differs from the Sales or Purchase Order, or because its remaining capacity is less than the order total. An LC realization can also fail when realized amount differs from covered invoice amounts beyond the allowed discrepancy percentage.

Why

LC linkage requires an ISSUED LC with matching currency and sufficient dynamically computed remaining value. Utilization includes linked non-cancelled SO and PO totals. Realization compares the selected posted invoices with the realized amount under the configured tolerance.

Inspect

Compare LC, order, and invoice currencies.
Confirm LC status and the order’s eligible status.
Open LC utilization and review SO commitment, PO commitment, total utilized, and remaining amount.
Check linked orders, cancelled statuses, quantities, prices, and costs.
For realization, compare selected SOs, derived posted CIs, invoice total, realized amount, bank charge, exchange rate, and allowed discrepancy percentage.

Correct

Choose the correct eligible LC or correct an erroneous draft order before confirmation. Unlink or cancel only through permitted workflows and with evidence. For realization, correct factual input or obtain approval for an allowed tolerance under company policy; do not alter amounts merely to pass the check.

When to escalate

Escalate LC allocation, discrepancy tolerance, foreign-currency, and bank settlement judgments to the finance owner or CA. Escalate when displayed utilization does not match linked non-cancelled orders.

Evidence

Retain LC/order/invoice IDs and statuses, currencies, utilization response, order and invoice calculations, realization input, bank evidence, tolerance approval, request ID, and Audit Logs.

No Posted Bills Or Invoices Are Available For Settlement

What it means

A Supplier Payment, Customer Receipt, or LC Realization selector has no eligible documents, or the selected document is rejected because it is not in the required posted state.

Why

Settlement works from posted accounting obligations. Supplier Payments require eligible posted unpaid Supplier Bills. Customer Receipts require eligible posted unpaid Commercial Invoices. LC Realizations derive posted CIs from selected SOs linked to the LC. Draft, already paid, cancelled, wrong-party, wrong-currency, or otherwise ineligible documents are excluded.

Inspect

Open the expected bill or invoice and check status, party, currency, total, and existing settlement.
Confirm the Supplier Bill or Commercial Invoice was explicitly posted.
Review applied customer or supplier advances and remaining amount.
For LC realization, confirm SO-to-LC links and the derived CIs.
Check list filters and whether the expected document belongs to another party.

Correct

Complete the supported bill or invoice posting action after verifying source evidence. Choose the correct party, currency, LC, and documents. Do not create a manual journal to mark an operational bill or invoice paid.

See Automatic Accounting Postings.

When to escalate

Escalate when an eligible posted unpaid document is absent, when settlement state conflicts with Journal Entries, or when the correct treatment of a partially advance- covered balance is unclear.

Evidence

Retain bill/invoice and party IDs, statuses, currency, posting journal, advance applications, selector filters, settlement attempt, request ID, and Audit Logs.

Applied Advance Cannot Be Cancelled

What it means

A customer or supplier advance is ACTIVE but has already been applied, in whole or in part, to a posted invoice or bill. Supply Weave blocks advance cancellation.

Why

The application has used the advance to reduce Accounts Receivable or Accounts Payable. Cancelling only the original advance would break the application and journal evidence chain.

Inspect

Open the advance and review total, applied amount, available amount, and applications.
Open each linked Commercial Invoice or Supplier Bill and its posting status.
Inspect the advance-created and advance-applied Journal Entries.
Review any later receipt, payment, cancellation, or reversal.

Correct

Do not cancel the advance directly. Obtain finance-owner or CA guidance for the full correction chain, which may require reversing or correcting downstream documents under supported workflows. Do not delete application evidence or post an unrelated offset.

See Corrections And Reversals.

When to escalate

Always escalate an applied-advance correction to the finance owner or CA. Escalate to the system administrator if an application link or amount conflicts with the posted journals.

Evidence

Retain advance and application IDs, linked bill/invoice IDs, utilization amounts, all related journals, settlement records, approvals, request IDs, and Audit Logs.

Eligible Account Or Period Is Missing From A Manual-Journal Selector

What it means

The account or related accounting period may exist and be eligible but does not appear in the manual-journal or compensation picker.

Why

The current selectors load only the first 100 active leaf accounts and the first 100 accounting periods returned by their lookup. The selector is not a complete search of all eligible records.

Inspect

Open Chart of Accounts and verify the exact account is active and a leaf.
Open Fiscal Periods and verify the exact related period exists.
Confirm whether there are more than 100 eligible accounts or periods.
Distinguish Posting Date from Related Accounting Period: the date determines the actual open posting period; the related period is adjustment evidence only.
Record the missing ID/code and picker context.

Correct

Stop and contact the system administrator. Do not select another visible account or period. Do not change the hierarchy, deactivate accounts, rename codes, or choose a different posting date to move the intended item into the first 100.

See Manual & Adjustment Journals.

When to escalate

Escalate whenever the approved account or period is not shown after eligibility is confirmed. This is a user-interface lookup limit, not authority to substitute another record.

Evidence

Retain the intended account/period ID and label, eligibility details, total eligible record count when known, journal workpaper, screenshot of the selector, and support request.

General Escalation Package

When technical or accounting escalation is required, provide:

a short description of expected and actual behavior;
exact error text and status code;
timestamp, actor, request ID, Audit Log ID, method, and path;
affected company record, document, account, period, fiscal year, or report IDs;
report filters, generated times, warnings, and unchanged exports;
relevant Journal Entry, General Ledger, Stock Ledger, and source-document links;
steps already performed and whether the issue is reproducible;
source evidence and approvals, with secrets removed; and
the accounting question for the finance owner or CA, or the technical question for the system administrator.

Do not send passwords, tokens, cookies, authorization headers, or raw sensitive data.

Return to the Accounting User Guides index.

Reviewed against the application on: 2026-08-21