❓FAQs - 2
Q: How do I fix transactions that won't reconcile due to incorrect GL account settings?
🅰️:
If a transaction fails to reconcile, verify that the assigned GL account is valid and active in your ERP system. You may need to recategorize the transaction or update the GL in both the Transactions and Reconcile tabs to ensure consistency.
Q: What should I do if reconciliation errors persist despite multiple attempts?
🅰️:
If repeated attempts to reconcile transactions fail, try uncategorizing and re-categorizing the transactions before reconciling again. If issues persist, share screenshots and transaction IDs with Bitwave support for internal investigation.
Q: Can I explore how Xero integrates with Bitwave during the free trial?
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Yes, Bitwave offers Xero integration even during the free trial. However, you need to be associated with an active Bitwave organization to access this feature. Contact your admin or Bitwave support to ensure your account is properly linked.
Q: Why don’t my trade transactions appear in the Reconcile tab in Bitwave?
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Trade transactions do not show up in the Reconcile tab. They must first be categorized and accepted from the Trading menu under transaction menu in Bitwave. Only then are they considered reconciled.
Q: Why doesn't my updated NetSuite invoice show the new line items in Bitwave?
🅰️:
Updates made to a NetSuite invoice may take 2–3 hours to reflect in Bitwave. If you need the changes to appear immediately, you can manually trigger a sync by going to Administration > Accounting Connection and clicking the Sync button.
Q: Why is my Reconcile screen in Bitwave blank even though there are transactions to reconcile?
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A blank Reconcile screen may result from syncing delays, browser cache issues, or instance-specific problems. Try clearing your browser cache and switching browsers first. If the issue persists, it may relate to your organization's configuration—especially in legacy instances—and may require investigation by Bitwave support. In rare cases, migrating to a new instance may be necessary.
Q: How are transfer transactions reconciled in Bitwave?
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Transfers are reconciled the same way as deposits and withdrawals. Navigate to Accounting > Reconcile, where eligible transfer transactions will appear for review and reconciliation.
Q: How do I get Realized Gain and Loss numbers from Bitwave into QuickBooks Online (QBO)?
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Realized gain and loss figures can be found in Bitwave using the Cost Basis Rollforward report within Inventory Views. However, these values do not sync automatically to QuickBooks Online—you must create a manual journal entry in QBO based on the report data.
Q: What should I do if a coded transaction isn’t appearing in the Reconcile section in Bitwave?
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If a coded transaction doesn’t appear in the Reconcile tab and blocks syncing to your ERP, it may require a system job to be run on your Bitwave instance. Contact Bitwave support and provide the Org ID and Transaction ID so they can trigger the job or further investigate the issue.
Q: What causes a “TypeError: Cannot read properties of undefined (reading 'forEach')” when reconciling transactions in Bitwave?
🅰️:
This error typically occurs when there is a backend issue or data mismatch during the reconciliation process. It may be triggered by missing data in the transaction or its connection to the accounting platform. Reach out to Bitwave Support with the transaction ID and ensure your accounting connection (e.g., Sage Intacct) is properly configured.
Q: What does accepting a trade in the Transactions > Trading tab do?
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Accepting a trade in the Trading tab acknowledges the transaction in Bitwave’s accounting workflow. It does not initiate or confirm payment, as these trades have already been executed. Accepting simply confirms the transaction’s inclusion in your ledger ( ERP ).
Q: Is there a report in Bitwave that shows all trading fees, including those still pending reconciliation?
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Yes, Bitwave can generate a report of all trading fees. If you're primarily interested in expensed fees, use the Journal Entry (JE) report and filter by your fee categories. To view all fees (capitalized or expensed), you can review them in the Transactions > Trading tab.
Q: Why do I need to accept trades in Bitwave if they've already been executed?
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Bitwave’s reconciliation process requires acknowledgment of all transactions, including trades. Accepting them ensures they are correctly accounted for in your books and helps maintain compliance and internal controls.
Q: How do I sync data from Bitwave to QuickBooks Online (QBO)?
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After setting up your QBO connection, go to Transactions > Accounting Connections (new UI: https://app3.bitwave.io/accounting_connections) to push transactions. Detailed guidance is available in this Bitwave doc.
Q: Should I include ignored transactions when generating a balance report?
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Normally, ignored transactions are excluded to maintain clean financial records. However, if they impact balances, you can either unignore them or check the “Include Ignored Transactions” option when generating the report.
Q: Can I export a transaction report from Bitwave that includes ignored transactions?
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No, the transaction export report does not include ignored transactions. You would need to unignore them first to include them in the report.
Q: Does Bitwave recognize wallet-to-wallet transfers on the ledger?
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Yes, Bitwave acknowledges wallet-to-wallet transfers. If one wallet is in Bitwave and the other is external, it records an inbound or outbound transfer. If both wallets are internal to Bitwave, the system treats it as an internal transfer, and it does not generate accounting entries by default.
Q: If I mark the received BTC price to $0 when reconciling, how does that affect gain/loss in Bitwave?
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Marking BTC to $0 at the time of receipt assigns it a zero cost basis, which means no immediate gain or loss is recognized. However, when the BTC is eventually disposed of, the full proceeds will be recorded as a realized gain since the cost basis was $0. Note that $0 journal entries may not sync properly due to their value.
Q: Is the exchange rate manually input during reconciliation recorded for reporting purposes?
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Yes, if you manually input an exchange rate to match the invoice value when reconciling crypto payments, that rate is used to determine the cost basis and is recorded in the journal entry. This information is used in reporting, particularly for calculating gains and losses upon disposal.
Q: Why does my new Digital Asset Clearing Account in QuickBooks Online show a Bitwave ID like 1150040000 after syncing?
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Bitwave reflects the account ID as it exists in QuickBooks Online (QBO). If an account is created in QBO, its Bitwave ID will mirror the one assigned by QBO. This ID is used internally for mapping and does not affect the functionality of the integration.
Q: Why are my categorized transactions not appearing in the Accounting > Reconcile section in Bitwave?
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If categorized transactions do not appear in the Reconcile section, they may have been pushed to your ERP system. Verify that the transactions have successfully synced to your accounting platform. Once its confirmed that they are not synced, you can recategorise those transactions and check the reconcile page. If issues persist, contact support for further investigation.
Q: Why is there a discrepancy between the realized short-term gains in the Gain/Loss Scenario Report and the Inventory Views Cost Basis Roll Forward report?
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Slight differences can occur between these reports due to how each one calculates and aggregates realized gains, especially if certain filters or data sources vary. Bitwave is transitioning away from the Gain/Loss Scenario Report in favor of the Inventory Views reports, so it’s important to validate consistency before relying solely on the new report. Any discrepancy should be reviewed to confirm data alignment before using it for financial close.
Q: Which report should I use for realized gain/loss reporting in Bitwave?
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Bitwave recommends using the Inventory Views Cost Basis Roll Forward report for realized gain/loss reporting, as the Gain/Loss Scenario Report is being phased out. Ensure consistency by reconciling both reports initially to identify any differences before transitioning reporting workflows.
Q: Does reconnecting my accounting software (like Xero) to Bitwave affect categorized transactions?
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No, reconnecting your accounting software will not affect any categorized transactions.
Q: How long should I wait after clicking sync in Accounting Connections?
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Wait at least 30 to 60 minutes after clicking the sync button before checking results.
Q: What should I do if the Xero connection disappears after clicking reconnect?
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Refresh the page after a few minutes. If it doesn’t reappear, try disconnecting and reconnecting the account again. If issues persist, contact support and consider granting admin access for further help.
Q: Why didn’t a manual transaction sync to QuickBooks Online (QBO)?
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Manual transactions may not sync to QBO if they are not correctly categorized or if sync settings exclude certain transaction types. Confirm the transaction is reconciled and not ignored by a rule. Contact support with the transaction ID if it remains unsynced.
Q: Will disconnecting and reconnecting Xero to Bitwave affect reconciled transactions?
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No, it will not affect previously reconciled or categorized transactions.
Q: How do I push transactions to Xero for reconciliation from Bitwave?
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Navigate to Administration > System Jobs > Create Job > Reconcile Transactions (under Actions) to push transactions for reconciliation.
Q: Does Bitwave need to stay open while reconciling transactions?:a
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No, reconciliation jobs will continue running in the background even if the application is closed.
Q: What to do if a categorized transaction doesn’t appear in Trading or gets excluded from reconciliation?
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Check if the transaction type was incorrectly categorized. Trades categorized as standard may not follow the expected flow. Verify the categorization type to ensure proper handling.
Q: Why does my Balance Report show a different wallet balance after deleting transactions?
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Deleting transactions will update the wallet balance in reports, but if some transactions remain, the balance may not fully reset. Re-importing a complete transaction history is recommended.
Q: What should I do if a transaction is not reconciling in Bitwave?
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If a transaction isn’t reconciling, check the transaction ID and try uncategorizing and recategorizing it, especially if there are imputed fee issues. This often clears reconciliation errors.
Q: Why is Bitwave trying to reconcile a transaction using the "Bitwave Crypto Fees" account instead of our default "Blockchain Transaction Fees" account?
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This may happen if the reconciliation logic mistakenly references an outdated or unintended default GL account. In this case, it was linked to the “Bitwave Crypto Fees” account even though the organization had set “Blockchain Transaction Fees” as the default. Bitwave support may need to investigate or escalate internally to ensure the correct account is being used.
Q: What should I do if reconciliation fails due to an account not being found in Bitwave?
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First, confirm that the account exists and is active in your organization's setup. Sometimes, an account may not load properly or may temporarily not appear. A page refresh often resolves visibility issues. If the issue persists, contact Bitwave support for deeper troubleshooting.
Q: Do I need to uncategorize and unreconcile transactions for pricing updates to apply correctly?
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Yes, if transactions have already been categorized or reconciled using old or incorrect pricing data, you’ll need to uncategorize and unreconcile them for updated pricing to take effect. This ensures that Bitwave reprocesses the transaction with the new pricing during categorization.
Q: How can I confirm how many transactions still need to be reconciled?
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Check the " To be reconciled " transactions Status to check the total number of transactions that are ready to be pushed to your ERP
Q: What is the correct order for reconciling transactions and trades in Bitwave?
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Begin by reconciling non-trade transactions first via the "Accounting > Reconcile" screen. Once those are reconciled, proceed to the Trading tab to reconcile trade transactions. For high-volume accounts, use "Administration > System Jobs > Create Job > Reconcile Transactions" followed by "Mark as Reconciled" to automate the process.
Q: Why do deleted invoices in NetSuite still appear as “Awaiting Payment” in Bitwave?
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Bitwave may not automatically sync invoice deletions from NetSuite. This can result in deleted invoices continuing to show as “Awaiting Payment” in the AR/AP section. Going forward, it's recommended to void invoices rather than delete them in NetSuite to ensure better synchronization with Bitwave.
Q: Why is my Cost Basis Roll Forward report not displaying data even though it says it ran?
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This may be due to configuration issues with the Inventory View (like an incorrect engine version) or unresolved transaction errors. Ensure the correct engine version is set and that all transactions have been properly categorized. If the issue persists, support may need to escalate to engineering.
Q: What should I do if a transaction fails to reconcile with QuickBooks Online (QBO) despite no changes being made in QBO?
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If you encounter a reconciliation error with QBO for a transaction that was previously reconciled and unchanged, check for zero-price tokens in the transaction. Removing such tokens may resolve the issue temporarily. However, this workaround may lead to discrepancies in reports. If the issue persists, take a screenshot of the error and contact Bitwave support for investigation and a more permanent fix.
Q: What should I check if a transaction fails to reconcile and there’s a suspected UI or category/contact issue?
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If a reconciliation fails, first verify that the transaction’s category and associated contacts are active and properly configured in both Bitwave and your accounting system. UI issues (e.g., thread closures in the Bitwave messenger) may prevent correct interaction or support responses—report such bugs to Bitwave support.
Q: Why do I only see a few open invoices when classifying a transaction for Invoice/Bill payment in Bitwave?
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If only a limited number of open invoices are visible, it could be due to a lag in syncing your ERP system with Bitwave. To ensure all recent invoices appear, go to Administration > Accounting Connections and manually sync the connection. This should update Bitwave with the latest invoice data from your ERP.
Q: What should I do if transactions are categorized but locked and not syncing to QBO?
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If transactions appear locked and can’t be uncategorized or synced, verify that the QBO connection is properly completed. Reconcile the transactions only after ensuring the integration is active. Incomplete setup can block transaction sync and editing options.
Q: Can I remove an inactive QuickBooks connection and add a new one in Bitwave?
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Yes, you can remove an inactive QuickBooks connection from your Bitwave organization and replace it with a new, active one. Contact support with your organization name and connection details to facilitate the change.
Q:How long does it take for Bitwave data to appear in QBO after syncing?
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Data typically syncs to QBO within an hour after initiating the sync from Bitwave. If you do not see your data after this time, check that the transactions were un-reconciled and the correct accounts are mapped.
Q: Does reconciling transactions via System Jobs push them to QuickBooks?
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Yes, reconciling transactions using the System Jobs feature in Bitwave will push those transactions to QuickBooks, assuming the QuickBooks integration is active and properly connected.
Q: What changed with the transition from the G/L Scenario report to Inventory Views, and how does this affect monthly reconciliation?
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Bitwave transitioned from the G/L Scenario to Inventory Views to enhance visibility and control. While the G/L Scenario allowed direct rate overrides, Inventory Views rely on structured pricing rules. This change affects workflows, especially reconciliations, where users must now ensure pricing rules reflect intended values.
Q: How do I sync new GL accounts from QuickBooks Online to Bitwave?
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To sync new GL accounts from QBO, go to the Administration section in Bitwave, click on "Accounting Connection," and then hit the "Sync" button. This will pull in any newly added accounts for use in rules and mappings.
Q: What are the steps to reconcile transactions in Bitwave?
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After navigating to Accounting > Reconcile and processing a reconciliation, go into the transaction list for the target period (e.g., May) and manually mark each appropriate transaction as reconciled.
Q: Can I edit an existing System Job to adjust its date range?
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Currently, you cannot edit a System Job once it has been created. If you need a different date range, you’ll have to create a new job with the desired parameters.
Q: Will renaming an income account in my ERP cause syncing issues in Bitwave?
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Renaming accounts in your ERP may occasionally cause syncing issues, but these can usually be resolved by re-syncing the accounting connection. After updating the account name, go to Administration > Accounting Connection in Bitwave and click "Sync" to refresh the data.
Q: What does it mean if an accounting connection like QuickBooks appears connected but causes issues in Bitwave?
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Even if QuickBooks shows as connected in Bitwave, it may have stale permissions or syncing issues—often caused by changes in the QuickBooks account. In such cases, disconnect and reconnect the integration using the Bitwave QuickBooks setup guide: QuickBooks Integration.
Q: Why does Bitwave recommend reconnecting QuickBooks even if nothing has changed?
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QuickBooks integrations can desync due to permission or token expiration. Even without user changes, Bitwave may require a reauthorization to reestablish full access. This is a routine fix to ensure proper syncing of accounting entries.
Q: How are realized gains and losses handled in Bitwave?
🅰️:
Realized gain/loss is calculated once Inventory Views are run and is stored in Bitwave. However, it is not automatically pushed to ERP systems like QuickBooks. Users review the report and post a manual journal entry for each period.
Q: How can I mark all transactions before the current year as reconciled in Bitwave so they don't flow into the ERP system?
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To prevent older transactions from syncing with your ERP, use the “Mark Transactions as Reconciled” system job in Bitwave. This option is distinct from “Reconcile Transactions,” which pushes entries to your ERP. Fill in the relevant date range and submit the job to mark those transactions as reconciled.
Q: What is FIFO and how is it used in crypto accounting?
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FIFO (First-In, First-Out) is a cost basis method where the earliest acquired assets are assumed to be sold first. In crypto accounting, FIFO affects gain/loss calculations by determining which lots (and their acquisition prices) are matched with each sale or disposal. Bitwave supports FIFO for such reporting.
Q: Why am I getting an error when trying to reconcile transactions to Xero?
🅰️:
If you're receiving an error when attempting to reconcile transactions to Xero, it may be due to incomplete Xero setup or incorrect integration settings. Ensure your Xero account is fully connected and configured in Bitwave. Reconcile one transaction first to confirm the issue, and if the error persists, Bitwave support can assist by reviewing your setup.
Q: When should I use the “Force Zero Gain/Loss” checkbox in Bitwave?
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This checkbox should be used for transactions like internal transfers or charitable donations where no gain or loss should be recognized. It ensures the disposal does not trigger a taxable event.
Q: Why is the cost basis not being relieved after selling an asset in Bitwave?
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If the cost basis remains after a sale, it could be due to incorrect transaction categorization or a slight imbalance in token quantity. Ensure the transaction is categorized correctly—typically as a “Trade” rather than “Standard”—and check that token balances are zeroed out. A small residual amount may require a manual receiving (deposit) transaction to align balances.
Q: How do I fix a negative or off-balance issue that prevents cost basis from updating?
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Create a manual receiving transaction (deposit) to correct the imbalance, ensuring the token quantity fully zeroes out. This adjustment allows Bitwave’s system to properly relieve the cost basis during disposals.
Q: What should I do if an uploaded transaction is missing or appears incorrect in Bitwave?
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First, verify the data file and check if the transaction was properly imported. If the issue originated from a Bitwave-managed upload, contact support to investigate the backend upload process and ensure completeness.
Q: Why aren't my new QuickBooks Online (QBO) contacts syncing into Bitwave?
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If new QBO contacts are not syncing into Bitwave, try waiting at least 5–6 hours and re-sync from the Accounting Connections tab. If that doesn't work, disconnect and reconnect your QBO connection under Administration > Accounting Connection > Connect to Quickbooks. For detailed steps, refer to the guide: Connect to QuickBooks.
Q: Is there a faster way to reconcile a large backlog of transactions to QuickBooks than using the Reconcile page?
🅰️:
Yes, for more efficient reconciliation, especially for large volumes like fees and transfers, use the CSV Bulk Action feature via System Jobs. First, export your transaction data, then filter for fee transactions using the “Operation” column and for transfers by matching internal “From” and “To” wallet addresses. After identifying the relevant Transaction IDs, use the Bulk Action CSV template to prepare your reconciliation job. Enter “reconcile” in the Action column and the Transaction IDs in the first column, then upload the file to System Jobs for bulk processing.
Q: How long does it take for Bitwave transactions to sync with QuickBooks Online (QBO)?
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Once transactions are reconciled in Bitwave, they usually sync with QBO within a few minutes. If syncing is delayed, confirm that reconciliation was completed and check for any sync errors or open engineering tickets. Contact support if issues persist.
Q: What should I do if reconciled transactions are not syncing with QuickBooks Online?
🅰️:
First, confirm the transactions were successfully reconciled. If they still don't sync, contact Bitwave support with the reconciliation time and affected period. The support team may escalate the issue to engineering for resolution.
Q: What happens if I unlock previously locked accounting periods in Bitwave?
🅰️:
Unlocking past accounting periods can disrupt prior reconciliations, especially if new wallets or transactions are added afterward. This can affect reports such as the Balance Sheet, G/L report, and unrealized gains/losses, potentially requiring significant rework to re-establish historical accuracy. Always consult support before unlocking finalized periods.
Q: How can I prevent historical transactions from changing or appearing unexpectedly in Bitwave?
🅰️:
To prevent past transactions from being altered or resurfacing unexpectedly, you should lock accounting periods once they are closed. Locking prevents edits to reconciled data and avoids unintended changes due to new wallet syncs or rule changes. Learn more in the Locking Periods guide.
Q: How do I sync updated GL chart of accounts from Xero in Bitwave?
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If the sync doesn’t complete after clicking “Sync” in Administration → Accounting Connections, try refreshing the browser. If that fails, disconnect and reconnect the same Xero (or QBO) account. Bitwave should detect the existing org and resume syncing without duplication.
Q: Will I lose data if I disconnect and reconnect my Xero or QBO account in Bitwave?
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No, Bitwave will detect that the reconnected account is the same and will avoid duplication. Disconnecting and reconnecting is a safe troubleshooting step if syncing fails.
Q: Can I reconcile transactions from the Transactions page?
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No, reconciliation should be done from Accounting → Reconcile, not from the Transactions page.
Q: Do transactions need to be marked as reconciled in the Transactions page before pushing to NetSuite?
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No, the transactions automatically are marked as reconciled after they are pushed to your ERP.
Q: What does the error "Could not find default category for connection [...] and code: 10110" mean?
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This error indicates that a default category for the specified connection and code is missing. Ensure that all transactions are categorized and that your ERP connection has synced recently.
Q: What does the error "Unable to reserve txn to reconcile" mean when pushing transactions to NetSuite?
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This error usually occurs when transactions are being reconciled too soon after a previous operation. Bitwave requires approximately a 5-minute wait between reconciliation attempts.
Q: Why is my USD balance incorrect in Bitwave?
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USD balance discrepancies can result from sync delays, pricing issues, or incorrect categorization. If your balance looks off, confirm that all wallets are synced and transactions are categorized correctly. For deeper issues, contact support so they can investigate the underlying cause.
Q: How do I access unrealized gains in Bitwave?
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To view unrealized gains, go to the Inventory View Dashboard, filter by your specific date, and ensure the dashboard shows green status (not red/orange). You'll see columns for FMV (Fair Market Value) and Unrealized Gains. You can download the report and sum the unrealized column in Excel.
Q: How do I use the Inventory View in Bitwave to generate realized and unrealized gain/loss reports?
🅰️:
"For unrealized gains/losses:
Go to Inventory View Dashboard
Filter by a specific date
Ensure the view status is green
Locate the FMV and Unrealized columns
Download the summary
Sum the unrealized column in Excel
For realized gains/losses:
Go to Inventory Views
Click Report next to ""lots""
Select Cost Basis Roll Forward
Choose the date range and run the report."
Q: Will the gain/loss tab feature be available after the 2024 tax season?
🅰️:
As of February 2024, Bitwave planned to keep the gain/loss feature available through April 30th for tax season. Check with support for any updates beyond this date.
Q: Why am I receiving errors when reconciling a transaction to QuickBooks Online (QBO) in Bitwave?
🅰️:
"Common issues when reconciling to QBO include:
Retry Timing: If you've attempted to reconcile the same transaction multiple times, Bitwave requires a 5-minute wait between retries.
Account Mapping: Ensure the digital asset account in Bitwave is mapped to a bank account in QBO.
Account Type: Check that the account used is appropriate—revenue accounts for positive values, and expense accounts for negative values.
Waiting briefly and verifying your account setup typically resolves these errors."
Q: How do internal wallet transfers flow into accounting in Bitwave?
🅰️:
In Bitwave, a transaction transferring assets from one wallet to another should be categorized as an internal transfer. These transfers do not trigger gain/loss calculations because they are not considered disposals. They are treated as balance movements between owned wallets and do not impact income or expense reporting.
Q: What is the impact of changing inventory methods on historical cost basis?
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Changing your inventory method (e.g., from average cost across the organization to average cost per wallet or inventory group) can alter how historical disposals are treated. Transactions previously handled under a different method might not relieve cost basis as expected under the new configuration. It's crucial to review historical transactions and adjust your configuration accordingly.
Q: What are the best practices for reconciling transactions in Bitwave connected to QuickBooks Online?
🅰️:
Best practice is to categorize and reconcile a full month’s worth of transactions before pushing them to QBO. Corrections made after reconciliation won't sync back from QBO, so complete and accurate categorization is essential before syncing.
Q: What are the risks of unlocking accounting periods in Bitwave after reconciliation?
🅰️:
Unlocking accounting periods can revert previously finalized data, causing discrepancies in reconciliation reports and financial statements. It may affect unrealized gain/loss, journal entries, and balance reports, especially for historical data. Avoid unlocking periods unless necessary and consult support before proceeding.
Q: How can I identify the source of discrepancies in unrealized gains/losses in Bitwave?
🅰️:
: Compare your historical reconciliations period by period to find mismatches in unrealized gains/losses. Focus on transactions added, reclassified, or affected by changes in accounting periods. Use the Bitwave reports (e.g., Unrealized G/L) and cross-check with previous working papers or external reports.
Updated 23 days ago