# Utility

# Duplicate Entry Fix

Fixing out of balance entry

<span style="color: rgb(45, 194, 107);">**General Ledger Module &gt; Analysis &gt; Account Analysis**</span>

In the Account drop down menu, look for Accounts Receivable

Take your date back to the first of the previous month

Change Doc Type to Invoices

Click Search

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-01/scaled-1680-/86iimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-01/86iimage.png)

Export your search to excel

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-01/scaled-1680-/KYCimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-01/KYCimage.png)

Freeze the top row  
Add filters  
Sort the "Transactions Reference" Column A-Z  
Highlight the "Transactions Reference" Column  
Click Home &gt; Conditional Formatting &gt; Highlight Cells Rules &gt; Duplicate Values  
Click Ok

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-01/scaled-1680-/M0aimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-01/M0aimage.png)

This will now highlight the duplicated in light red with Dark red writing

Scroll through the spreadsheet and make not of the duplicate Transactions.

Go back into the system

<span style="color: rgb(45, 194, 107);">**System Configuration Module &gt; Security &gt; System Utilities**</span>

Click Fix Trans at the top right

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-01/scaled-1680-/1wiimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-01/1wiimage.png)

Add Password

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-01/scaled-1680-/UrAimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-01/UrAimage.png)

From your spreadsheet copy and paste one of the duplicate invoice numbers into the Document number box and click search.

You will see two accounts receivable lines at the top.

<p class="callout warning">Do not sort the columns</p>

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-02/scaled-1680-/image.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-02/image.png)

Click on and highlight the first line and click Delete.

Repeat this with all the duplicate transaction that were highlighted in your spreadsheet.

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-02/scaled-1680-/Jyoimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-02/Jyoimage.png)

##### Recalculating your Balance sheets

 <span style="color: rgb(45, 194, 107);">**System Configuration Module &gt; Security &gt; System Utilities**</span>

<span style="color: rgb(0, 0, 0);">Run the below utilities:</span>

<span style="color: rgb(0, 0, 0);">Double click on each line and click "Yes"</span>

1. <span style="color: rgb(0, 0, 0);">Recalculate Summary Income</span>
2. <span style="color: rgb(0, 0, 0);">Update Account Balances</span>
3. <span style="color: rgb(0, 0, 0);">Recalculate Balance Sheet </span>
4. <span style="color: rgb(0, 0, 0);">Recalculate Debtor Balance</span>

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-02/scaled-1680-/63oimage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-02/63oimage.png)

##### Balance Check

<span style="color: rgb(45, 194, 107);">**General Ledger Module &gt; Reports&gt; Financial Performance** </span>

[![image.png](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-02/scaled-1680-/hzximage.png)](https://hugeerp10.co.za/hsofmanual/uploads/images/gallery/2025-02/hzximage.png)