Troubleshooting: Management Accounts Reports

If your Management Accounts report is showing missing figures, unexpected changes, or formatting issues, this guide will help you identify and correct the most common causes.

Why This Matters

Incorrect report settings can result in:

• Month figures showing as zero or Year to Date including the wrong periods.
• Figures changing while you are actively working in the document.
• Nominals appearing unexpectedly or mapping incorrectly.
• Accountants working from inaccurate data.

Before escalating to support, please work through the checks below.

Issue 1: Month Current Actual Shows Zero

Symptoms: Year to Date figures are populated, but the Month Current Actual column shows all zeros.

The Cause: Your Year End is set incorrectly in the Settings sheet of the Excel report. The report uses this setting to determine which period is the "current month."

How to Fix:

1. Open the Management Accounts Excel file and click Menu.
2. Select Settings and scroll to the top of the sheet.
3. Check the Year End date; if it is incorrect, update the cell.
4. Return to the Menu and re-import the required period.

Note: If the Year End was wrong previously, any reports already produced may also be incorrect. You must re-import and review all figures.

Issue 2: Figures Keep Changing After Import

Symptoms: Figures for car sales or warranty values move, or Year to Date totals do not match expectations.

Possible Causes:

• The wrong period was imported or the Year End was set incorrectly.
• The report has been re-imported multiple times.
• Users are posting transactions in a later period while you are working.

How to Fix:

1. Confirm the Year End in Settings is correct.
2. Confirm you are importing the correct period.
3. Re-import once only and avoid working in the spreadsheet while the import is in progress.

Issue 3: Report Shows "########" Instead of Numbers

Symptoms: Cells display a string of hashes instead of financial data.

The Cause: This is a standard Excel display issue. The column is simply too narrow to display the full number.

How to Fix:

1. Click Menu.
2. Click Auto Size (located in the bottom right).
3. If needed, manually widen the column by dragging the header border.

Issue 4: Figures Changed After Pressing "Calculate Document"

Symptoms: Differences disappear after calculation, or nominal totals move between lines after mapping new codes.

The Cause: When you map a new nominal code, the report must be recalculated. Calculate Document refreshes the reporting structure and pushes those new mappings into the visible report.

How to Fix:

After mapping any new codes:

1. Click Calculate Document.
2. Review the updated figures to confirm totals match expectations.

Final Checklist Before Contacting Support

Important: If the Year End was incorrect and reports have already been shared with your accountant, please re-import the correct data and notify them that previous versions may be inaccurate.

Still having trouble?

If the issue remains, contact support with:

• The specific period you are importing.
• Your Year End date.
• A screenshot of the Settings sheet and the specific issue.