There are errors on my End of Day update!

Unable to post your End of Day update due to errors? These are the most common error messages and how to fix them.

Last Updated: 6/18/2024

Link to Feature: Accounting: End of Day Update

Quick Links: 

• Cannot post payment for overpaid charge...
• No financial account for...
• No utility reading associated with charge...
• No applicable fee rule found...
• Error - debits do not match credits...

Common End of Day Errors (and how to fix them)

"Cannot post payment for overpaid charge. Update charge amount or refund payment."

What it means: the charge in question has more money in payments applied to it than the total of the charge itself. Firefly needs to know where this extra money should go.

How to fix it: go to the charge by clicking on the look up code. You will see an "Overpaid by" amount listed on the charge. In this example, you can see that there was a Good Sam coupon added after the charge had been paid in full. The difference between the amount paid and the amount after the coupon is $90.40.

You have three options on what you want to do with the money:

1. Edit the charge to reflect the amount paid. This can be done by clicking the three dots on the right, and choosing "Remove Coupon" or by choosing "Edit" and changing the price to match the amount paid.

2. Refund the $90.40. 

3. Transfer the $90.40 to another charge.

 

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"No sales financial account for ..."

What it means: there is an item that does not have the appropriate financial code linked. 

How to fix it: go to the item with the error and link the account that is missing. You can be missing the Sales Financial Account (needs an income account linked), the Inventory Financial Account (needs an inventory asset account linked) or a COS Financial Account (needs a  a cost of goods sold/expense account linked).

In the example above, the Firewood is missing the sales financial account. I would fix this by going to Point of Sale > POS Items, and clicking on Firewood to link the appropriate accounts.

If you have your POS Categories linked to financial accounts, ensure a cateogry is selected. If not, link the account codes on the right and Save the changes at the bottom.

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"No utility reading associated with the charge Electric"

 

What it means: a utility reading has been entered under "New Charge" without an associated meter being selected.

How to fix it: click on the lookup code (in this case, L8BB74). Find the charge in question, and click the circle with the three dots, and then edit.

When the edit screen pops up, choose the utility meter associated with the unit under "Does this charge apply to any of these utility readings?" Click Save when you've selected the unit.

Note that the reading you're billing for does not need to be the same as the one selected. 

Don't see a utility reading to choose from in the drop down? Go to Property > Record Utilities, and put in a dummy reading of 0 on the meter in question using "Do not charge". 

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"No applicable lock fee rule found..." or "No applicable reservation fee rule found..."

 

What it means: a charge has been entered as the wrong charge type.

In the example above, the park does not utilize the Lock Fee feature, but they have entered a charge classified as a lock fee.

How to fix it: click on the look up code, and go to the charge in question (in this case, it's a Kayak for 12/05/2022 - 12/06/2022). Click the circle with the three dots, and choose edit. 

On the edit screen, open the drop-down under "What is this charge for?" and select the approropriate charge. In this case, we would choose Add-on, and link the charge to the correct add-on. Click Save at the bottom.

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"Error - debits ($) do not match credits ($)"

What it means:  an account is set to the incorrect class or an item has had the tax added/removed between the time the sale was made (and paid for) and the End of Day was run.

 

How to fix it if an account type has been set incorrectly...

When looking at the example above, we can see a discrepency of $53.04. Ths is coming from the fact that $26.52 is being added to the total debit column, instead of the credit column. "Processing Fees" is the issue here, and because it's going to the debit column (and not a reversal), we can tell that it's not set to the approprite account class.

To correct this issue, go into Settings > Accounting > Chart of Accounts. Click on the account in question, and change the account type accordingly. In our example, Processing Fees should be listed as an income account, not expense.

For a list of standard account types and what their class should be, please visit the Chart of Accounts section in the Accounting Set Up Guide.

 

How to fix it if a tax has been added/removed between an item being paid for and the EOD run...

In this example, we can see that there is a discrepency of $1.30. The customer paid $11.30 for the item, but only $10.00 was earned in revenue. Therefore, it's save to assume that the missing $1.30 is likely due to tax (and if we take the $10 and multiply it by our tax rate of 13%, we get that missing $1.30).

To fix this, go into Point of Sale > POS Items. Find the item in question, and click on it. Add/remove the tax, and save. Finish your End of Day Update, and then you can edit it back if needed.

 

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