The Accounting status report helps you identify incomplete accounting postings across your locations, understand why a posting hasn’t synced, and resolve 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 specific location, make sure you know which sales date and posting type require attention.

Opening the accounting status report

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

Reviewing the summary matrix

The Summary matrix provides a location-level view of incomplete postings. Use the filters, status tiles, and View by option 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.
• Acct system: Filters by the accounting destination, such as QuickBooks or Oracle NetSuite.
• Status: Filters by posting status. The Incomplete option includes postings that aren’t fully posted, such as entries with Hold, Out of balance (OOB), or Missing statuses.
• Date range: Limits results to a pre-set 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 with failures: Postings that encountered a hard error and require investigation.
• Locations with holds: Postings that were paused due to missing GL account mappings or a manual hold.
• Locations with OOB/Open checks: Postings that have 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

Toggle on the View by option 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 this option to open the Detail by status view.
• Company: The legal entity or operator group associated with the location.
• (N) days: The number of calendar days in the selected date range with at least one incomplete posting.
• Posting types: The posting types that are active for the location, such as Sales journal, Stat JE, or Payment JE.
• Statuses: The current status chips. Each 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: The Detail option opens the location’s detail view. The Settings option opens the posting configuration.

Opening the detail view

1. Click a location name or click Detail in the Actions column.
2. Review the Detail by status view.
3. Confirm the location, company, accounting system, source system, and month being displayed.
4. Click All locations to return to the Summary matrix.

The detail view will progressively display 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 won’t 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 marked Missing indicates that no Retail POS revenue category or tender type has been assigned to a GL account.

1. Open the location’s Detail by status view.
2. Click Resolve mapping issues (N).
3. In the Fix: [Category Name] pop-up, review the posting type and date.
4. In the Select GL account field, enter part of the GL account name or number. The list will be filtered as you type.
5. Select the correct GL account.
6. Keep the Remember this mapping rule box checked to save the rule for future postings using the same Retail POS category.
7. Click Apply.
8. Repeat these steps for each remaining Missing entry. The window will advance to the next missing mapping when applicable.
9. 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 will be lifted after the missing mappings are resolved, and the posting will be processed during the next sync cycle.

Resolving an out-of-balance posting

Out-of-balance (OOB) means that the posting’s debits and credits don’t net to zero. This indicates a discrepancy between the data reported by Retail POS and the amounts mapped to your GL accounts.

An OOB posting won’t 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 is displayed on the affected posting row.

1. Open the location’s Detail by status view.
2. Locate the sales date marked OOB.
3. Click Resolve OOB.
4. Review the Retail POS checks that contributed to the discrepancy. Each check includes its debit, credit, and net difference.
5. Review the Total discrepancy amount.
6. 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.
7. 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 Retail POS that hasn’t 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 with 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 will place the sales date on Hold and retry the posting for seven days. If the check is closed in Retail POS within that period, the sales date will post automatically.
• Map Open checks to a GL account if you don’t want an open check to block the accounting posting. Sales data can post while the check remains open.

If the check isn’t closed within seven days, a manual override will be required to apply the cash.

Lightspeed Accounting doesn’t automatically reload or repost accounting entries that have already synced. If a backdated open check is closed after the original posting, you’ll need to 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.

1. Click the Locations with failures tile.
2. Open the affected location’s Detail by status view.
3. Expand the failed posting and review the error message.
4. Resolve the underlying cause. Common causes include expired accounting system credentials, a GL account that was deleted or deactivated, or a connection timeout.
5. Select the location, then click Reload to queue the posting again.

If the failure continues and the error message doesn’t identify the cause, contact Lightspeed Accounting support and provide 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.

1. Check the boxes beside each location. To select all visible rows, check the box in the table header.
2. Click Reload to re-queue the selected locations for the next sync run.
3. Review the confirmation banner, such as Reload queued: N succeeded.
4. Click the Notes icon to review the 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 file or spreadsheet.
• Click Copy link to copy a URL that preserves the current filter state. Anyone with access to Lightspeed Accounting will be able to open the same filtered view.

Accounting posting status reference

What’s next?