Posting Beginning Balances

You can post beginning A/R balances as a lump sum. This method requires fewer entries. However, it doesn't allow for proper aging. You may decide not to use this method unless you are sure the outstanding balance is paid within the current month.

  1. Double-click graphics\AR_POST_ICON16.gif.

  2. Click the Post/Change tab

  3. Select the customer. For details, see Selecting a Customer in Accounts Receivable.

  4. In the Batch Information dialog box, specify the batch number for your lump sum balance. To help ensure that your postings are accurate, number your batches so they identify the person who did the posting. For example, the employees posting the lump sums can use their order-writer number as a batch number. After one person completes a batch, have another person double-check the entries.

Note: The Control G/L box displays the general ledger control number for this posting. This information comes from the A/R Control field in the (L2) G/L Master Numbers screen. This is the general ledger account for the accounts receivable balance, if you are live on general ledger. We recommend you only change the A/R Control number in the (L2) screen and accept the default when posting in the Accounts Receivable Posting window.

  1. In the Post Date box, type a new date for your lump sum balance, or accept the default date. When aging accounts, the invoice date is used. For this reason, you may want to specify a posting date that reflects the age of the beginning balance.

  2. Click OK.

  3. Click araddnew.gif.

  4. The New Posting boxes open at the bottom of the Post/Change tab. Click the down arrow in the Type list menu and click Invoice.

  5. Click the Invoice # box and enter an invoice number for the customer's beginning balance. For example, you might enter BAL FWD or BEG BAL.

  6. In the Charges box, enter the total amount of the debit transaction, including tax. (Debit transactions increase the A/R balance.) You can enter up to seven numerals before the decimal, and two numerals after the decimal.

  7. In the Remarks box, enter the remarks for this transaction, BAL FWD or BEG BAL, for example. You can enter up to 11 alphanumeric characters. Enter the new remarks over the existing information.

Note: The Reverse GL box displays the offsetting general ledger number for the control G/L number that you specified earlier when beginning the procedure. For debit transactions (such as invoices), the Reverse GL box defaults to the GL number in the Sales Control field in the (L2) screen. You should only change the Reverse GL box when making adjusts to the reverse G/L number.

  1. Click OK. When the cursor returns to the Customer Information boxes, you can select a different customer to enter beginning balances for.

  2. When you finish posting beginning balances, click arpostchange.gif.

  3. The Post to Account window opens and displays the Are You Sure prompt. Click Yes.

  4. At the Complete message, click OK. The customer's balance as well as the AR-BATCH and AR-MASTER files are updated.

See also:

About Posting Beginning Balances

Posting a Beginning Balance for Each Invoice

Posting Beginning Balance Credits