Beginning Balance Setup

This option is used to manually enter beginning balances for new customers obtained through an acquisition, or for new companies entering data conversion information.

To Enter Beginning Balances

From the System Administration menu, select Beginning Balance Setup Menu and the i-Pak Beginning Balance Load menu will appear.

The first step is to enter the balances. Choose Option #1 if you are entering balances from Balance Forward type accounts. Choose Option #4 if you are entering balances from invoice type accounts.

The Aging method can only be used for Balance Forward (B/F) customers. The Open Item method must be used for customers that are Open Item (O/I) or Summary Invoice (O/S). When entering by Open Item, if an invoice number is unavailable, we suggest you use the following:

Balance "Bucket"	Use Invoice #
Current Balances (0-30)	1
31-60	30
61-90	60
Over 90	90

Entering Aging Balances

To enter Aging Balances, click on the first option Enter/Update Aging Balances, the following screen will be displayed.

For Starting Sequence Number enter a starting number. This can be anything, but usually you will start with 1 unless you are updating an existing batch with new information, then you will want to start with a number higher than your last entry. You can see the existing sequence numbers by running an edit list.

For Process Date enter the date you are entering the information on (will default to today’s date).

The User Identification field will be automatically populated with your user id.

Once the header information for the batch is entered, the Opening Balance-Aging Entry screen will be displayed:

All balances must be keyed including cents; however, decimal points are NOT keyed. The (2) behind the field description is showing that it's a 2 decimal field. So $10.00 would be entered as 1000 into the field.

Once all balances have been keyed in, press

to continue. The system will add up all the Aging balances and compare to the Total Balance Due to make sure they are the same. If there are additional aging buckets (120, 150, 180, etc) these will need to be included in with the Over 90 Day Balance.

If the Aging Balances do not add up to the Total Balance Due, a message will appear when enter is pressed so that the record can be updated.

After entering all customers and balances, the next step is to run an Edit List. From the menu, select option #2 'Edit Aging Balances'. This will produce a report of all balances entered. Review CAREFULLY because once posted they CANNOT be changed.

If you find an error, go back into the batch. At the Opening Balance-Aging Entry screen, select

to change from "entry" mode to "update" mode. Then enter the customer number you wish to update and their balances will be displayed. Press

to return to "entry" mode.

After careful review of the edit list, you are ready to post. Select the option to Post Aging Balances. The following screen will be displayed:

Enter the Date to Post with. This should be the date of the Aging used to enter balances. This date will be shown on the AR History screen and will be used as a calculation for the Aging Balances entered in the Sales File (detailed History). Enter the date and press

to continue.

The system will verify that there are no errors. If errors exist, it will not allow you to post. If no errors exist, then you will see the message "Edit OK. Ready to post". Answer Y for yes and continue, enter N to cancel procedure.

To enter Open Invoices, select the option #4 'Enter/Update Balances by Invoice' and the following screen will be displayed:

For Process Date enter the date you are entering the information on (will default to today's date).

The User Identification field will be automatically populated with your user id.

Once the header information for the batch is entered, the Opening Balance-Open Invoice Method screen will be displayed:

All amounts must be keyed including cents; however, decimal points are NOT keyed. The (2) behind the field description is showing that it's a 2 decimal field. So $10.00 would be entered as 1000 into the field.

In the example below, our customer number=211, invoice number=15331, the invoice date is 04/01/2011 and the amount is $150.00

Once all fields have been entered, press

to move onto the next customer. Continue until all invoices have been entered.

After entering all customers, invoices and amounts, the next step is to run an Edit List. From the menu, select the option #5 'Edit Open Invoice Balances'. This will produce a report of all amounts entered. Review CAREFULLY because once posted they CANNOT be changed.

If you find an error, go back into the batch. At the Opening Balance-Open Invoice Method screen, enter the Customer number and Invoice number you wish to update and their Invoice date and amount will be displayed for you to update. You can press

if you wish to delete the entire invoice record.

After careful review of the edit list, you are ready to post. Select the option to Post Open Invoice Balances. The system will run and post the amounts to the customers' accounts. Once posted the message 'Balance posting procedure is complete' will be displayed on the screen and you should be able to see the invoice records in the customers Sales History screen.

The i-Pak system will need to build the invoice records and update the customers aging buckets. Both of these processes happen in our standard dayend procedure but you must run it in dedicated mode. Contact Support if you have questions or need help with this process.

Customer Number	Enter the i-Pak customer ID
Current Balance	If a current balance, (0-30) enter here
Over 30 Day Balance	If over 30, less than 60 (31-60) enter here
Over 60 Day Balance	If over 60, less than 90 (61-90) enter here
Over 90 Day Balance	If over 90 (91+) enter here
Total Balance Due	Enter the customer's total balance due

Customer Number	Enter the i-Pak customer ID
Invoice Number	Enter the old open invoice number
Invoice Date	Enter the date of the invoice (CCYYMMDD)
Invoice Amount	Enter the remaining invoice amount