When purchases, vouchers, banking or period end go wrong

The usual causes of the purchase, voucher, bank, period-end, fixed-asset and TDS problems people report, by what they see, and where to look. A refusal saves nothing: fix the cause it names and do the action again.

Accounting Troubleshooting

8 min read

Updated October 20, 2026

Read the message first

When a screen cannot do something it says why and nothing is saved. Fix the cause the message names, then do the action again. Every message is in Messages you may see. For selling problems see When something is refused or looks wrong.

Worked example: one case from symptom to fix

What you see. A bill from PQR Services for 100,000 shows Paid on the purchase invoice list, but PQR Services' statement still shows 1,500 owing.

Find the cause. The last table on this page points to Deduct TDS when you book or pay an expense. The payment voucher was made Against voucher with 98,500 paid and a TDS amount of 1,500. The bill's Due amount counted both, but the books counted only the 98,500 paid, and nothing reached the TDS payable ledger.

Fix it. Make a journal voucher (Make adjustments with a journal voucher) that debits PQR Services by 1,500 and credits your TDS payable ledger by 1,500, with a Narration that names the payment. The statement is then clear, and the 1,500 waits in TDS payable until you pay it to the tax office. This journal has no TDS fields, so the 1,500 does not appear on the TDS report (TDS report); next time, book the TDS on the journal voucher's TDS fields instead.

Purchases

You see	Usually	Read
No Add button on a purchase screen, or "Please set purchase and purchase return ledger from configuration section to proceed."	The purchase or purchase return ledger is not set in Configuration, there is no numbering series for your branch, or your role cannot create that document	Before you buy or post vouchers: the setup checklist
The supplier is not in the list	The ledger is not a supplier (or an account that is both), or it is inactive	Create a supplier
I cannot edit or delete a purchase invoice	A return names it, it is approved (this stops Edit), or its year is locked. A payment does not stop either	Change or delete a saved purchase document
The invoice is saved but the stock and the supplier's balance did not change	Approval is on for purchase invoices: nothing posts until it is approved	Approvals for purchases and vouchers
I cannot find the order, goods received note or requisition when I make the next document	It is fully used, cancelled, not approved, or belongs to another supplier	From requisition to order, goods received note and invoice
A supplier's ledger code changed by itself	Someone edited the supplier and left the Name field: the form proposes a new code. Retype the old code and save	Create a supplier
"Quantity can not be greater than the quantity in referenced voucher."	The line is more than the order, goods received note or invoice has left	From requisition to order, goods received note and invoice
The save is refused because the numbering series does not cover the date	The series does not cover the date, or it is not inside the active fiscal year. Every purchase screen and voucher refuses it the same way	Document numbering for sales
The supplier's statement and the supplier ageing disagree	The ageing applies every debit (payments, returns, debit notes) to the oldest bills first	What we owe: outstanding and supplier ageing
A bill is not on the VAT purchase report	The report's switches (returns, journal vouchers, party invoice information) or the dates exclude it, or it was booked another way	The VAT purchase reports
A supplier's old unpaid bill is not offered when I pay	An opening bill entered voucher by voucher is not offered under Against voucher; pay on account with the payment type Supplier, and the ageing applies it to the oldest bill	Suppliers' opening balances, Pay a supplier and what clears what

Vouchers and cheques

You see	Usually	Read
The receipt or payment is saved but the balances did not change	Approval is on for receipts and payments: it posts when approved	Approvals for purchases and vouchers
"Data related to this ledger on this voucher already exists."	A ledger can be on a voucher once. Combine the lines	Pay a supplier or an expense with a payment voucher
"Transaction with zero (0) value not allowed."	A line has amount 0	Make adjustments with a journal voucher
"Debit and credit amount should be same"	A journal's debits and credits differ	Make adjustments with a journal voucher
"The amount could not be greater than the outstanding amount"	A payment or receipt against an invoice is more than it has left	Pay a supplier or an expense with a payment voucher
"This voucher has already been reconciled and is not editable"	The voucher is reconciled with the bank. Revert the reconciliation or correct with a new voucher	Reconcile a bank account with its statement, Change or delete a saved voucher
The Deposit button on a cheque is grey	The cheque is cancelled or deposited, its cheque date has not come, or it is not approved yet	Record and deposit cheques
After Deposit Cancel the cheque is Due but the receipt is still there	The receipt was approved or reconciled. Look at the receipt and correct it	Record and deposit cheques
A saved cheque did not change the customer's balance	Correct: a cheque posts nothing until it is deposited	Record and deposit cheques
A cheque shows Cancel but nobody cancelled it	Receipts recorded from the cheque's page, or provisional cash made from it and deposited, reached its amount	Record and deposit cheques
Provisional cash has been banked but the invoice is unpaid	The entry was made with Add, not from the invoice, so its receipt names no invoice. Ask the accountant to match it; do not record a second receipt	Record cash you have not banked yet, What clears what in the customer's account
A voucher I deleted is back in the list	It was approved: an approved voucher is not deleted. Correct it with a new voucher	Change or delete a saved voucher

Bank, reports and books

You see	Usually	Read
A bank statement import says "Duplicate data already exists. Data not inserted."	A row of the file was imported before: import each period once, without overlap	Reconcile a bank account with its statement
Statement rows match the wrong side of the books	The statement's debit and credit are the bank's view; flip the two columns	Reconcile a bank account with its statement
I reverted a reconciliation but the statement row will not match again	The revert does not free the imported statement row	Reconcile a bank account with its statement
The trial balance does not balance	Opening balances do not balance, or an entry was posted wrongly: start from the Opening Trial	Check the books with trial balance and ledger reports, Enter ledger opening balances
A report is empty	Dates, branch or project; or the vouchers wait for approval	Check the books with trial balance and ledger reports, See cash, bank and daily transactions

Period end

You see	Usually	Read
Nobody can sell after closing the year	The year was closed before the new year started, so the new year is active but not yet open for dates	Close a fiscal year
Old vouchers can still be edited after closing	A closing starts unlocked. Lock it	Lock a closed year
The new year's balance sheet misses an entry made after closing	The carried balances are not refreshed. Edit and save the closing again	Close a fiscal year
I deleted a closing and the old year is not active again	Deleting does not reopen the year. Make it active on the Fiscal year screen	Close a fiscal year, The fiscal year

Fixed assets and TDS

You see	Usually	Read
Depreciation was not posted	Nothing posts it for you in this release: post it by journal voucher	Depreciate fixed assets
The disposal gain or loss looks wrong, or accumulated depreciation is left	The disposal screen ignores posted depreciation	Dispose of a fixed asset
I changed the book value on a unit and it did not change	It is the purchase cost and cannot be changed there	Set up fixed assets and read the register
The TDS fields on the journal are missing or empty	The expense ledger has no TDS type, or no TDS master matches the supplier	Set up TDS
The invoice shows paid but the supplier's statement still shows a balance	A TDS amount typed on the payment was not posted	Deduct TDS when you book or pay an expense
The TDS report is empty or missing a payment	It lists only TDS booked on journal vouchers	TDS report

When the message does not help

Take a screenshot of the whole screen with the message, and note what you were doing (the supplier or customer, the voucher number, the date). Send it to the person who supports Penahak for your company. Nothing was saved, so you can try again once the cause is fixed. Do not send your password.