Posting Beginning Balances

Posting a Beginning Balance for Each Invoice

When you post invoices for individual invoices, you can post an invoice by the original invoice date or the aging date. However, you must make a posting for each invoice, which takes a considerable amount of time.

1. Double-click .

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 this posting. To help ensure that your postings are accurate, you might want to number your batches so they identify the person who did the posting. For example, the employees posting the invoices 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.

5. In the Post Date box, type a new date, or accept the default date. The posting date indicates when a posting is made.

6. After you finish entering the batch information for this posting, click OK.

7. Click .

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

9. Click the Invoice # box and enter the original invoice number.

10. In the Date box, enter the original invoice date. When aging invoices, this date is used.

11. 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.

12. In the Remarks box, enter the remarks for this transaction, or accept the default remarks, INVOICE. 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.

13. Click OK. When the cursor returns to the Customer Information boxes, enter additional invoices for this customer, or select a different customer to enter beginning balances for.

14. When you finish posting beginning balances, click .

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

16. 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 as a Lump Sum

Posting Beginning Balance Credits