You’re definitely on the right track with the unallocated invoices. I can see where they are now and it’s to do with my method of reconciling what the boss inputs as sales invoices.
Basically, I set up an ‘all sales received’ holding account under the bank accounts section for all the sales to go into. So at the end of every day, the boss creates a separate invoice in Quickfile for each sale recorded in the manual invoice book (we record sales the old fashioned way). He allocates the invoices as ‘paid’ into the holding account and records the method of payment - cash, PayPal, card payment, bank transfer or eBay sale.
We have live feeds from the business bank account, PayPal, eBay and business credit cards.
In a live example of one of the erroneous entries in the VAT return export, a sale for £900 was received by bank transfer from a customer. The boss recorded the sale on an invoice and recorded it as paid in the all sales holding account.
Later on, I have found the £900 incoming transaction in the business bank account and it is naturally flagged red. So, I go to the ‘all sales’ holding account and find the transaction and de-tag it. The transaction now appears as red in the ‘all sales’ holding account, but now the original invoice the boss raised for the sale has an ‘unpaid’ status.
I then go to the business bank account and tag the £900 incoming amount to the unpaid sales invoice. The invoice regains its ‘paid’ status and the bank account entry is tagged in green. However, the entry in the ‘all sales’ holding account is untagged but in effect, it’s done its job as a ‘placeholder’ for the sale until I can reconcile it with the actual bank transaction. So, I delete it from the holding account believing it’s history and will never rear its head again.
However, I looked at the nominal account entries for the ‘all sales’ holding account and lo and behold, the deleted payment is still there as an ‘unallocated invoice’ and it appears it is these ‘deleted’ entries from the holding account which are finding their way into the VAT return. This is obviously behaviour by design, but I was hoping the ‘all sales’ holding account would be able to provide the facility to allow me to make reconciliation across the live feed accounts without affecting the VAT return. Clearly this is not the case.
The boss hasn’t got time to spend on fiddling with accounting software so as the IT guy, it’s my job to sort out the technical aspects. All he wants to do is record the sales at the end of the day.
If my ‘all sales’ holding account idea isn’t going to work, then perhaps I should tell him to record the sales but leave them as unpaid for me to allocate later on. I didn’t realise ‘deleting’ a transaction from the holding account didn’t really delete them!