Deleting reconciled transactions from printed reconciliations

PLEASE help me with this. This is time consuming and costly for the company.

Hi JoanEllen 

When opening a reconciled transaction, AccountRight will prompt the user to indicate that it is a reconciled transaction (similar to the following message). 

Following the message, the user can still delete or change that already reconciled transaction. Deleting that reconciled transaction would mean that the transaction is no longer in the company file and thus would not match any already printed reconciliation reports - completed at the time of reconciliation. The Journal Security Audit report to view when the transactions were deleted or edited (if needed).

If you are missing a large number of transactions from a continuous period it likely does indicate that the data was entered into another copy of the company file, not the current file you are opening now. This is commonly seen where users have restored files and/or work on multiple machines (one which is not opening the current file as the others).

I think the 2nd suggestion is more likely, that somehow I have opened a second copy of the datafile, but how is this possible? The problem is that all transactions are deleted as well as the reconciliation itself, and it's always only one day out, so I have to re-enter a whole day's transactions. 

Please advise how this can happen. What I generally do when opening MYOB is click on the MYOB icon, either on desktop or taskbar, and click on the datafile in RECENTLY OPENED COMPANY FILES. There's only ever 2 datafiles there, Just Cleaning & Lynches.

How do I ensure that I open the correct and latest datafile? How does this happen? Thanks.

Several times now  over a year or so I've lost a day's worth of transactions. I've reconciled, printed the reconciliation, but when I open the datafile the next day I've lost the printed reconciliation as well as all the transactions, so everything needs to be re-entered.  When it happens, it's always only one day out.

We use AccountRight Plus, desktop not cloud version. I'm the only user - on my PC. Build 2022.9.24.7350. There are only 2 datafiles showing in RECENT COMPANY FILES. So I can only really choose the one file.

This is the only thread I could find that might explain how this happens.

https://community.myob.com/t5/AccountRight-Getting-started/Losing-entered-transactions-Accountright-2020-3/td-p/682225

Gavin suggests a memory issue, and that MYOB isn't retaining the last lot of transactions, so presumably when I close out of MYOB, the transactions are lost forever (even though the reconciliation has printed!).

Can anyone please advise what is likely to be going on? Is Gavin still there? Should I just leave MYOB on overnight? Getting desperate for some answers please.

Hi JoanEllen 

Generally speaking, opening the company file from the Recently Opened Company FIles would open up the previous company file that you have opened on that computer. Note: If you have opened the company file on another computer, which was on that computer's local machine, and entered those transactions it would not be reflected in that online or another computer's local file.

There is no direct way to determine that you are opening the same company file each time if you are concerned that is occurring. My recommendation would be to take note of the last transaction you entered each day and then check that transaction is listed in the company file when you next open it.

No, I'm the only person who uses MYOB, and it's always used on my computer only.

Is it possible that it is a memory issue, as per Gavin's comments that I linked to earlier?

Am I the only person who has had this problem with transactions disappearing after they've been reconciled?

Is your IT dept not able to suggest what could be going on? Thanks.

Hi JoanEllen 

As outlined in my previous reply on this thread, those two options are the common reasons why those reconciliations are removed from the company file.

If you are experiencing a different situation we would need to get additional exact information about what was occurring at the time those reconciled transactions were removed i.e when were they removed? What actions were done in the file prior to, on the day, and after those were removed? Did you complete any actions say restoring the file? Closing the Financial Year? Received an in-product message? 

Without that information we would not be able to provide an additional information or insight.

Nothing out of the ordinary happened, apart from MYOB's regular daily crashes. I know sometimes even though I print the reconciliation I neglect to clear it out straight away - although I do clear these eventually when this happens. Is it possible that if MYOB crashes and I haven't cleared off all reconciled transactions, that MYOB would fail to save these transactions to the datafile?

Would such an event show on MYOB's log files? 

Whenever it's happened it's always the previous day's transactions that are lost. This makes sense as I reconcile every day. I just don't understand when I apply a payment through SPEND MONEY or PAY BILLS, why these transactions would fail to be saved to the datafile. 

Is there a time lag from entering data to having that data saved permanently?

Hi JoanEllen 

The Journal Security Audit report, available via Reports>>Accounts>>Security and Audit, would outline when transactions are entered, changed, or deleted. There are no other reports that would show the history of a transaction within the company file.