Limits, troubleshooting & FAQ
Limits and constraints
| Constraint | Detail |
|---|---|
| A journal entry must balance | Debits equal credits to within 0.01; at least two lines; no line both debit and credit |
| Only leaf accounts accept postings | An account with active children is refused |
| A locked period accepts nothing | Reopen it explicitly, and the reopen is logged |
| A posted entry is never edited | Void it — that writes a reversing entry, it does not erase the original |
| Statutory report forms follow the company’s standard | A non-Vietnamese chart gets the generic report, not a form wearing a circular’s name |
| Rate type is not interchangeable | Documents use the transaction rate, period-end balances the closing rate, consolidated P&L the average rate |
| Consolidation is intra-tenant only | A legal entity that is not a Company on the tenant is omitted from consolidated P&L/BS, Invoice→Bill mirroring, and the inter-company mismatch report |
Troubleshooting
| Symptom | Likely cause | Fix |
|---|---|---|
| A document says its GL posting failed | The target account is a summary account, or a mapping key is unset | Open the mapping in /accounting/posting-rules, point it at a leaf, then repost |
| The VAT return shows far less output VAT than the invoices | Entries landed on a parent tax account instead of the sub-account | Check the unclassified output VAT figure on the filing screen; correct the mapping and repost |
| A report shows every line as zero on a non-Vietnamese chart | The statutory form only applies to a Vietnamese chart | Use the generic income statement and cash-flow reports |
| A payment posts but the invoice still shows as open | The payment allocated to a different document | Open the payment and check its allocations |
| Cash flow will not reconcile | The cash accounts could not be resolved on this chart | The report says so explicitly rather than showing zero — map finance.cash |
| A closed period will not reopen | You lack accounting:close | Ask an accounting admin |
| Two companies in one tenant show mixed figures | A report was run without a company filter | Every accounting query filters company_id; report it if you see this |
FAQ
Can I change my accounting standard after go-live? Yes. Switching presentation standards changes future report templates and COA presets but never alters posted journal history — ledger balances are unaffected.
How do I correct an entry in a locked period? Post a reversing entry in the current open period and re-book the correct amount. Locked periods are immutable by design for audit compliance.
Do I have to use every account in the seeded chart? No. Unused accounts simply carry a zero balance. You can also add custom accounts; the statutory forms roll them up via account class and MISA mapping.
Why did a transaction not create a journal entry? Check Accounting Sync — a source document may have failed posting due to a missing account mapping. Fix the mapping in Posting Rules and re-run the sync.
What file formats can I import into Bank Feeds?
CSV, plain text, and Excel (.xlsx). XBuddy auto-detects comma, tab, or semicolon delimiters, and reads both English and Vietnamese column headers (accented or not), so most bank export formats — and spreadsheets you’ve reformatted by hand — work without extra prep. Use the Download template button for a ready-made layout if you’re starting from scratch.
Can I export my bank statement lines? Yes, as CSV or Excel, from the same Bank Feeds page — useful for archiving a reconciled period or reviewing it outside XBuddy.
Why do my financial ratios look different than before? Ratios and working capital on reports like Financial Health are now computed consistently from the general ledger, grouped by account class, rather than from sub-ledger totals that could occasionally drift from the books. If a figure changed, the general ledger view is the more accurate one — you can drill into it directly from the report.
Why does a report show “not available” instead of a number? That means XBuddy can’t compute the figure reliably yet — usually because an account class hasn’t been assigned in the Chart of Accounts — rather than showing a zero that could be misread as a real result.
How do we consolidate a subsidiary that is not on XBuddy? Onboard it as a Company in the same tenant, or roll up and eliminate the full group in Excel. Draft Eliminations do not add an outsider trial-balance column. There is no trial-balance import for an outsider and no one-sided Invoice match against their system.