Viewing and resolving posting statuses in Lightspeed Accounting

The Accounting Status report helps you identify incomplete accounting postings across your locations, understand why a posting hasn't synced, and resolves common issues before account reconciliation.

Run the report monthly or before reconciling your accounts to confirm that your accounting data is posted.

Getting started

Before you start accessing and resolving posting statuses in Lightspeed Accounting:

Confirm that you have access to Reports > Accounting Status.
Make sure you can review or update the relevant GL account mappings in Settings > Accounting.
If you need to resolve a posting for a location, make sure you know which sales date and posting type require attention.

Opening the accounting status report

Log in to Lightspeed Accounting.
Navigate to Reports > Accounting Status.
Review the Summary Matrix. By default, the report is filtered to the Status: Incomplete and the Date range: Trailing 30 days.
(Optional) To change the results, update the filters and click Search. Click Reset to return to the default filters.

Reviewing the summary matrix

The Summary Matrix gives you a location-level view of incomplete postings. Use the filters, status tiles, and View by toggle to narrow the results. After changing a filter, click Search. Click Reset to restore the default view.

Filters

The filters include:

Company: Limits results to a specific legal entity or operator group.
Store: Limits results to a specific location within the selected company.
Source system: Filters by the system providing sales data, such as Retail POS data.
Acct system: Filters by the accounting destination, such as QuickBooks or Oracle NetSuite.
Status: Filters by posting status. Incomplete includes postings that are not fully posted, such as Holds, Out of Balances (OOBs), and Missing entries.
Date range: Limits results to a preset window, such as Trailing 30 days or This month.

Status tiles

The status tiles provide a summary of the current filtered view. Click a tile to filter the location table to matching results.

Locations w/ failures: Postings that encountered a hard error and require investigation.
Locations w/ holds: Postings paused because of a missing GL account mapping or a manual hold.
Locations w/ OOB / open checks: Postings with an out-of-balance amount or open checks in Retail POS.
Require Attention: The total number of locations with at least one incomplete status.
Locations shown: The total number of locations in the current filtered view.

Location and date views

Use the View by toggle above the table to change the way results are grouped:

Location: Displays one row per location and aggregates all dates. Use this view to identify which locations need attention.
Date: Displays one row per date and location. Use this view to determine whether an issue is isolated to a specific day.

Summary matrix columns

Location: The location name. Click it to open the Detail by Status view.
Company: The legal entity or operator group associated with the location.
# days: The number of calendar days in the selected date range with at least one incomplete posting.
Posting types: The posting types active for the location, such as Sales Journal, Stat JE, or Payment JE.
Statuses: The current status chips. A location can have more than one status.
Source: The system providing sales data, such as Retail POS.
Acct system: The accounting platform receiving the posting.
Actions: Detail opens the location's detail view. Settings opens posting configuration.

Opening the detail view

Click a location name or click Detail in the Actions column.
Review the Detail by Status view.
Confirm the location, company, accounting system, source system, and month being displayed.
Click All locations to return to the Summary Matrix.

The detail view contains progressively more information as you expand the location, posting type, and line-detail levels.

Resolving a hold caused by a missing GL account mapping

A Hold means that a posting is paused and will not be sent to your accounting system until all missing GL account mappings are resolved. The longer a hold remains, the more catch-up posting may be required.

A location on hold displays a Resolve mapping issues (N) button in the top-right corner. The number in parentheses represents the number of distinct missing mappings. At the line-detail level, a GL Account value of Missing indicates that a Retail POS revenue category or tender type has not been assigned to a GL account.

Open the location's Detail by Status view.
Click Resolve mapping issues (N).
In the Fix: [Category Name] pop-up, review the posting type and date.
In the Select GL Account field, enter part of the GL account name or number. The list filters as you type.
Select the correct GL account.
Keep the Remember this mapping rule selected to save the rule for future postings using the same Retail POS category.
Click Apply.
Repeat these steps for each remaining Missing entry. The window advances to the next missing mapping when applicable.
After all missing mappings are resolved, return to the Summary Matrix, select the location, and click Reload to queue the posting for reprocessing.

The hold is lifted after the missing mappings are resolved, and the posting is processed during the next sync cycle.

Resolving an out-of-balance posting

Out-of-Balance (OOB), means that the posting's debits and credits do not net to zero. This indicates a discrepancy between the data reported by Lightspeed Retail POS and the amounts mapped to your GL accounts.

An OOB posting does not sync to your accounting system until the imbalance is resolved. In the detail view, the posting displays the debit, credit, and balance. The Resolve OOB button displays on the affected posting row.

Open the location's Detail by Status view.
Locate the sales date marked OOB.
Click Resolve OOB.
Review the Lightspeed Retail POS checks that contributed to the discrepancy. Each check includes its debit, credit, and net difference.
Review the Total discrepancy amount.
In the GL Account for discrepancy plug field, search for and select the account approved for absorbing the difference, such as a Lightspeed Retail POS Data discrepancy account.
Click Resolve & Post.

Lightspeed Accounting adds a plug journal line, brings the posting into balance, and submits it. The status changes to Queued after the OOB is resolved.

Resolving open checks

An Open Check is a transaction in Lightspeed Retail POS that has not yet been closed or settled. Because the check is still open, the sales data is incomplete and Lightspeed Accounting may not be able to produce a balanced posting for that day.

Open checks display in the Locations w/ OOB / open checks tile.

You can choose how open checks affect posting:

Keep the Open Checks mapping set to None in Settings > Accounting > Payments. Lightspeed Accounting places the sales date on Hold and retries the posting for seven days. If the check is closed in Lightspeed Retail POS within that period, the sales date posts automatically.
Map Open Checks to a GL account if you do not want an open check to block the accounting posting. Sales data can post while the check remains open.

If the check is not closed within seven days, a manual override is required to apply the cash.

Lightspeed Accounting does not automatically reload or repost accounting entries that have already synced. If a backdated open check is closed after the original posting, manually reload the accounting entry for that sales date.

Resolving a posting failure

A Failure means that the posting encountered a hard error while transmitting to the accounting system. Unlike a hold, the posting was attempted and rejected.

Click the locations with failures tile.
Open the affected location's Detail by Status view.
Expand the failed posting and review the error message.
Resolve the underlying cause. Common causes include expired accounting-system credentials, a GL account that was deleted or deactivated, or a connection timeout.
Select the location and click Reload to queue the posting again.

If the failure continues and the error message does not identify the cause, contact Lightspeed Accounting support with the location name, sales date, and exact error text from the Detail by Status view.

Using bulk actions

You can select multiple location rows from the Summary Matrix and use the toolbar to take action.

Select the checkbox beside each location. To select all visible rows, select the checkbox in the table header.
Click Reload to re-queue the selected locations for the next sync run.
Review the confirmation banner, such as Reload queued: N succeeded.
Click the Notes icon to review internal notes attached to the selected posting records.

Exporting results and copying a filtered view

Click Export to download the current table with its applied filters as a CSV or spreadsheet.
Click Copy link to copy a URL that preserves the current filter state. Anyone with access to Lightspeed Accounting can open the same filtered view.

Accounting posting status reference

Status	Color	Meaning	Action required
Queued	Gray	The posting is valid and waiting for the next scheduled sync.	No action is required. It will post automatically.
Hold	Orange	The posting is paused because of missing GL account mappings or a manual hold.	Fix the missing mappings, then reload.
Batch Hold	Orange	A system-level pause applied to a group of postings at the same time.	Coordinate with your Lightspeed Accounting administrator to release it.
OOB	Blue	Debits and credits do not net to zero.	Use Resolve OOB to assign an approved plug GL account.
Open Check	Blue	Retail POS checks are still open, so the day's data is incomplete.	Close the checks in Lightspeed Retail POS, then reload.
Missing	Red	A specific GL line has no account mapped. This displays at the line-detail level within a Hold.	Assign a GL account in the Fix mapping window.
Failure	Red	A hard error occurred while transmitting the posting to the accounting system.	Investigate the error, fix the root cause, then reload.
Posted	Green	The posting synced successfully to the accounting system.	No action is required.

What's next?

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