The activity field on the account record in the master file is not equal to the sum of the transactions in the transaction file for the same period.

• Start with master article Double exclamation marks (!!) appear on the Current Ledger or Year-to-date Ledger in General Ledger (MASTER ARTICLE) before proceeding with this one.
• Make sure the cause is not due to GL has an incorrect Current Period End date and calendar (calendar changed back to a prior period or prior years) before proceeding with the solution below. Also see Double exclamation marks (!!) appear on the Current Ledger or Year-to-date Ledger in General Ledger (entry updated a future activity field incorrectly during posting)

WARNING: It is recommended that you work with your Sage 300 CRE Consultant because some account balances are manually changed. You can end up with an out of balance situation if it is not done correctly.

Section 1: Prepare reports and adjust settings

1. Have all users exit the software for this company's data folder.
2. Use File Tools to create a backup of your data before you proceed. See How do I use File Tools to back up data files?
3. Go to File, Company Settings, GL Settings, Ledger Settings.
4. On the General tab, in the Tran files for current ledger and Tran files for YTD ledger sections, select Current and History.
5. On the Activity tab, in the Print activity section, select One column.
6. In the Print credits section, select Negative.
7. Click OK twice to exit settings.
8. Print the year-to-date ledger again to verify if the !! still appear.
   Note: If a message displays that the history file is not found:
   1. Click OK.
   2. Follow steps 3-8 to change the ledger setting in step 4 to Current only.
   3. Print the year-to-date ledger again.
9. If the !! no longer appear, you do not need to proceed further. Follow steps 3-8 to change your ledger settings back to the original.
10. If the !! still appear on ledger, continue to Section 2.

Section 2: Calculate activity amounts

1. Turn on Audit setup activity.
   1. Go to Tools, Options.
   2. Go to the General tab.
   3. Uncheck the Audit setup activity check box.
   4. Click OK.
2. Print a year-to-date ledger for the period that displays the !!. Use Range or Conditions to select the affected account.
3. Note the total amount from Activity column.
4. Go to Setup, Accounts.
5. Select the affected account and click the Activity tab.
6. Note the amount for the period that has the !! on the ledger.
7. Calculate the difference between the ledger total activity amount (step 4) and amount from the account activity tab (step 6). The difference may be negative or positive.
   Example 1: The year-to-date ledger for account 1-00-10010 for March 2022 has !! and the total activity amount is 200.00. The amount on the account Activity tab is 500.00.
   Difference: 200.00 - 500.00 = <300.00>
   Example 2: The year-to-date ledger for account 1-00-20015 for March 2022 has !! and the total activity amount is <4000.00>. The amount on the account Activity tab is <4500.00>.
   Difference: <4000.00> - <4500.00> = 500.00
8. Continue to Section 3.

Section 3: Change the Activity amount

1. On the account Activity tab, type the total activity amount (Section II, step 4) in the period field.
2. Continue to Section 4.

Section IV: Adjust balance totals

• Use Option 1 when the !! appear on a current or prior period in the current fiscal year.
• Use Option 2 when the !! appear on a period in a prior fiscal year.
• Use Option 3 when the !! appear on a future period.

Option 1: !! appear on a current period or prior period in the current fiscal year

1. Click the Balances tab.
2. Add the difference (Section 2, step 7) to the Current balance, Future balance and YTD net change fields.
3. Go to Section 5.

Option 2: !! appear on a period in a prior fiscal year

Follow the appropriate instructions for the account type of the affected account:

Balance sheet account (Account type: Current assets, Noncurrent assets, Current liabilities, Noncurrent liabilities, Equity or Retained earnings)

1. Click the Balances tab.
2. Add the difference (Section 2, step 7) to the Current balance, Future balance and Year end 1 year ago fields.
3. If the period with the !! is one year or more before your current period, add the difference (Section 2, step 7) to the Balance 1 year ago and YTD net change 1 year ago fields.
4. Go to Section 5.

Income statement account (Account type: Income, Cost, Expense or Other income)

1. Click the Balances tab.
2. Add the difference (Section 2, step 7) to the Year end 1 year ago and Prior year's adjustment fields.
3. If the period with !! is one year or more before your current period, add the difference (Section II, step 7) to the Balance 1 year ago and YTD net change 1 year ago fields.
4. Go to Section 5.

Suspense account

1. Click the Balances tab.
2. Add the difference (Section 2, step 7) to the Current balance, Future balance and Year end 1 year ago fields.
3. If the period with the !! is one year or more before your current period, add the difference (Section 2, step 7) to the Balance 1 year ago and YTD net change 1 year ago field.
4. Go to section 5.

Option 3: !! prints for future periods:

1. Click the Balances tab.
2. Add the difference (Section 2, step 7) to the Future balance field.
3. Go to Section 5.

Section 5: Proof your changes

1. Add the total current year activity fields on the Activity tab. This amount should match the YTD net change field on the Balances tab.
2. For balance sheet accounts, YTD net change + Year end 1 year ago should equal the Current balance.
3. For income statement accounts, YTD net change should equal the Current balance.

Section VI: Finish and verify that you are in balance

1. Click Save and Close.
2. Print the year-to-date ledger again to verify that the !! no longer appear on the ledger.
3. Turn off Audit setup activity.
   1. Go to Tools, Options.
   2. Go to the General tab.
   3. Uncheck the Audit setup activity box.
   4. Click OK.
4. If you changed the settings in Section 1, steps 3-8, use the same steps to change the settings back to the original settings.
5. Re-close the fiscal year ( Tasks, Close Fiscal Year) if changes were done to the prior fiscal year.
   Note: If last year's retained earnings should not be changed, record a journal entry to reverse the prior year adjustment.