An inactive account ledger export should be checked against the complete account list before it is used for reporting or handover. An account marked inactive may still contain historical transactions or a balance relevant to the period being reviewed. A report’s filter settings can hide information without changing the underlying books.

Accounting records, calculator and glasses on a desk
Illustrative photograph by Cht Gsml.

Record the export scope

Keep the company, system, reporting dates, currency and selected filters. Identify whether the export excludes inactive accounts, zero balances or particular transaction statuses. Preserve the report originally supplied so the reviewer can understand the starting difference.

Ask the preparer which account list was used. A trial balance total agreeing does not establish that a transaction-detail export contains every relevant account.

Compare the complete listing

Run or request an authorised comparison that includes the relevant inactive accounts. Reconcile account counts, balances and transaction totals using the same period and basis. Separate a filter difference from a genuine posting error.

Give unexplained differences to the accountant rather than restoring or deleting accounts simply to make the report agree. The right reporting scope may depend on whether the task concerns current balances, historical activity or an audit trail.

Example: a closed bank account is hidden

The account has no current balance but contained movements earlier in the year. A report excluding inactive accounts omits those transactions. Retrieve the period detail and supporting statements rather than conclude the account had no activity.

Keep the corrected export traceable

Save the accepted report and its settings with a short explanation of the change. Confirm that linked schedules use the same scope. Test that a colleague can retrieve an affected transaction from the retained records without needing to guess which filter concealed it.

Related practical guidance

For the surrounding records and responsibilities, see bookkeeping basics, company records to keep, bookkeeping and accounting.

Official guidance: IRAS official guidance.

Help with your company records

For accounting, bookkeeping and related compliance support, contact Raffles Corporate Services at [email protected] or WhatsApp +65 8501 7133. Tell us which records or process need attention so we can discuss the relevant next steps.