Steps
to Import (Starting with Step 6)From the main School Accounting System screen, select the Utilities menu, Accounts Receivable, and then Customer Beginning Balances.
Note: Contact Customer Support for instructions to access the Customer Beginning Balances utility.
To import the beginning balances from a file, select the Options menu and then Import Customer Beginning Balances, and then follow the instructions for importing starting with Step 6. After the file is imported, continue with Step 4 below.
Steps
to Import (Starting with Step 6)
To manually enter the beginning balances, on the Customer Beginning Balances screen, complete a line for the beginning balance for each customer for each applicable department.
Note: For any field equipped with the repeat function, click the Repeat button or press the Ctrl+R keys to repeat the previous entry for the specified field. The repeat function is only available after your initial entry.
In the blank line (indicated with an asterisk), enter the ID of the customer in the Customer ID field. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
Either enter the ID of the invoice transaction to use for the beginning balance entry in the Invoice Transaction ID field, or enter the ID of the payment transaction in the Payment Transaction ID field. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature. Typically, an invoice transaction is entered for beginning balances, unless the customer has a credit balance due from an advanced payment, in which case a payment transaction would be entered instead.
The ID of the department assigned to the specified invoice or payment transaction appears in the Department ID field and cannot be changed.
Enter a description for the beginning balance entry in the Transaction Description field. The description can be alphanumeric and up to 40 characters long. Leave the field blank to use a description of "Converted Balance".
Note: To use the description of the invoice or payment transaction, enter a T in this field. To use the description of the department, enter a D in this field.
Enter the amount(s) for the beginning balance entry in the appropriate aged category field(s). For example, if the customer's balance for the specified department is $500, with $100 being from each of the past five months, enter 100.00 in each of the aged category fields (Current Balance, 31-60 Day Balance, 61-90 Day Balance, 91-120 Day Balance, and 121+ Day Balance fields). The amount(s) can be up to 14 digits long (including the decimal point) and will be rounded to 2 decimal places by the system.
Tip: When the beginning balances are posted, the amount entered in the Current Balance field will post to the month specified as the Processing Month, and the amount(s) entered in the other aged category field(s) will post accordingly to the month(s) prior to the Processing Month.
If applicable, repeat these steps until all the beginning balances for each customer for each department have been entered.
Tip: If needed, to delete a beginning balance entry from the list, click the Delete button to the left of the desired record; when prompted, click Yes to delete the record. To delete all the entries in the list, select the Options menu and then Delete Entries; when prompted, click Yes to delete the entries.
To view a listing of the beginning balance entries once all the beginning balances have been imported or entered, complete a print grid.
To post the beginning balances, complete the following:
Select the Options menu and then Post Entries.
Enter the date to use for the beginning balance entries in the Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
Note: The date entered in this field will be used as the Invoice Date and Due Date for entries with an invoice transaction, or the Payment Date for entries with a payment transaction.
In the Processing Month field, enter the fiscal period for which to post the beginning balance entries. Use the mm/yyyy format or click the down-arrow button to select the desired date. Leave the field blank to default to the current month (as based on the computer date).
Tip: The amounts entered as the Current Balance will post to the month specified in this field, and the amounts entered in the other aged categories will post accordingly to the months prior to this month.
Note: The Date and Processing Month must be in the same month.
Click the Execute button.
A message will appear when the process is completed; click OK.
Note: The beginning balances are posted as invoices (or advanced payments, if applicable) using the next available invoice (or payment) number.