Skip to main content
B
BWSWD_Accounting
November 8, 2023
Question

Actuals on YTD don't match

  • November 8, 2023
  • 1 reply
  • 0 views

I work for a company that bills annually for a service and we use this annual payment to calculate expected income. For some reason it seems the invoiced amount is less than the calculated amount. I have double checked that each customer is billed correctly, and that all invoices have the appropriate date. Still, I am missing almost 10k in the 'actuals' on my YTD. 

1 reply

F
FateCandylaneT
November 8, 2023

Keeping track of the actuals on your YTD amounts in your file is relevant, BWSWD_Accounting. Managing these data must be prioritized, and I'm here to help ensure accurate report information is reviewed on your YTDs.

 

When reviewing current budgets and actuals in your desktop data, accounting method and report period must be filtered out correctly to show recent data to its actual amounts. It's best to verify and set the accounting method as Accrual and make sure the reporting period matches the appropriate dates with the invoices. Thus, YTD actual amounts are well-reviewed, as well as your other accounting data.

 

Additionally, you may want to memorize your reports so you'll have the same settings for the customized data to be available for future use. This way, you don't have to go through the customization process again.

 

Just keep us posted in the comments below for any added queries when managing actuals on YTD amounts. We'll be sure to back you up any time you need further help. Take care!

B
BWSWD_AccountingAuthor
November 8, 2023

That's part of the problem. I have the report set to accrual and the dates are correct, and it is still off. I have calculated the invoice amount in 3 different ways and it comes out the same there but not in QuickBooks. I have run a invoice total report, made sure all the customers were correct, and it is still off. How? Why?

C
ChristieAnn 11
November 8, 2023

I appreciate you for coming back and for performing some steps to fix your issue with the inaccurate data on the Actual vs Budget report in QuickBooks. Let me provide further details on how this statement works in QuickBooks to ensure you have accurate data.

 

Beforehand, may I ask as to where you match or differ from your actual amount? Or, where have you seen it come out the same? I appreciate any extra details so I can present an accurate solution.

 

The Actual vs Budget report displays budget balances for the original budget, revised budget, actual expenditures, and variances. As a result, the amount indicated on the statement will appear differently. This is due to the fact that the amount shown on the actual represents the real expense, whereas the budget is an estimate. 

 

However, if the amount you're referring to on your actual isn't the exact calculated amount, I suggest running the  Verify and Rebuild Data Utilities to get this sorted out. The Verify Data utility identifies any potential data damage issues that might've caused reports that don't work accurately. While the Rebuild Data utility repairs damaged data in your company file. Before this, you'll have to secure a backup copy of your company file.

 

To Verify data:

 

  1. Go to the File menu.
  2. Scroll down to Utilities.
  3. Select Verify Data.
  4. Click OK.

 

To Rebuild Data:

 

  1. Go back to the File menu.
  2. Choose Utilities.
  3. Select Rebuild Data.
  4. Click on OK when you get the message Rebuild has completed.

 

For further details, you can refer to this article: Verify and Rebuild Data in QuickBooks Desktop.

 

Lastly, you can click this article if you need steps on how you can save QuickBooks reports so you can use them in Microsoft Excel: Export reports as Excel workbooks in QuickBooks Desktop.

 

Let me know if you have other questions about managing reports or data in QBDT. I'm always free to help you whenever you need my assistance, BWSWD_Accounting. Take care and stay safe always!

Terms & ConditionsAccessibility statement