Create Databases -> A/R -> Convert

Determining Whether to Convert an Existing Database or Create It Manually

You can create your accounts receivable database in two ways: manually, or by converting existing A/R data.

Converting an Existing Database

Most dealers choose to convert their existing A/R database so they can use it withDDMS. When you convert a database, you change its file structure, so it can be read byDDMS. If your current database is accurate, it's usually faster and more economical to convert it than to enter it manually.

Use the following steps to convert your A/R database:

1. Run a complete, detailed trial balance of the A/R information. This information can be used after the conversion to ensure the accuracy of the conversion.
   
   
2. Export the information exactly like the trial balance.
   
   
3. Load the converted information then run a complete trial balance and compare it to the original trial balance you ran before the conversion.
   
   
4. Identify and correct any errors found in the database or conversion program.
   
   You may use this information for practice sessions. If so, remember to reconvert the information prior to going live.

Manually Entering Accounts Receivable

You can use one of the following methods to manually enter A/R:

1. Post All Detail: With this method, you must manually post all account activity for your active customers.
   
   
2. Balance Forward: This method uses a lump sum posting to transfer account totals for your active customers. Instead of entering every posting for a particular account, you post a single dollar amount totaling all of that customer's outstanding invoices.
   
   
3. Combination: You could compromise between the two methods discussed above by posting the detail for your most active or sensitive accounts and only posting balance forward amounts for your accounts that are less active.

After you decide which method of posting you want to use, there are several other decisions you must make before beginning the posting:

1. You must decide what order you want to use to enter the accounts. You should enter your active or sensitive accounts first. Entering your A/R database manually is a time-consuming process and active customers should be entered first. The process will need to be completed, however, before customer statements are due.
   
   
2. You should have all information entered before your going live date. However, it is possible to go live without all the information in place. All A/R information needs to be complete however, before the customer statement date.