importing opening debtors and creditors with reckon accounts business software

IMPORTING OPENING DEBTORS & CREDITORS

Graham Boast

1. CUSTOMER REQUIREMENTS

2. METHODS OF ENTERING BALANCES

3. IMPORTING DEBTORS

4. IMPORTING CREDITORS

AGENDA

CUSTOMER REQUIREMENTS

1.

Correct Balance

Correct Ageing on Statements

Need to manage future payments

Correct GST Liability

This means….

Enter each open transaction with correct date & amount

GST coding if Cash Basis GST

METHOD OF ENTERING BALANCES

2.

Data Entry

Key, Key, Key, Key, Key, Key, Key, Key..........

Check, Check, Check, Check, Check………..

Slow, Slow, Slow, Slow, Slow, Slow………….

Import Customers / Suppliers viaFile > Utilities > Import > Excel Files

Single Balance per Name

Doesn’t work for existing names

No GST Coding

Zed Axis (Zed-systems.com)

Great Tool for Importing / Exporting transactions to & from files.Importer $195, Importer/Exporter $285

Need to work on live file

Can be slow to process large imports

File > Utilities > Import > iif Files

Import individual transactions with GST coding.

Can be done offline & via email.

Can be done in stages

Requires some Excel skills

IMPORTING DEBTORS

3.

SYSTEM DATE

Set Date Format in Windows from English (Australia) to English (United States)

This puts the dates in MM/DD/YYY format

Control Panel > Region & Language Options

ACCTS RECEIVABLE – OLD FILE

• A/R Ageing Summary AT BALANCE DATE

• Quick Zoom on Total (Bottom Right)

• Delete Columns PO Num, Terms, Ageing

• Export to New Excel File

• Untick Explanation worksheet Option

• Untick Space Between Columns (Advanced Tab)

EXCEL – ON EXPORT

FILE: DebtorImport0.xlsx

EXCEL – TIDYING UP

• Delete Columns A (Blank), B (Names) & C (Blank)

• Select all remaining Columns, then select Filter

• Filter to display only Blanks

• Delete these lines

(only customer totals remain)

EXCEL – TIDIED UP!

FILE: DebtorImport1.xlsx

ADJUSTMENT NOTES

• Rename “Adjustment Note” to “Credit Memo”

• Rename “Payment” to “Credit Memo”

• Save the file as DebtorImport.xlsx

• Tip – Save in stages Debtor...1, Debtor...2, Debtor...3

FIXING UP 1ST HEADER

• Add two additional Columns at start• Format first column as General• Change Row Heading as follows

– 1– !TRNS– TRNSTYPE– DATE– DOCNUM– NAME– DUEDATE– AMOUNT

1st HEADER con’t...

• Add extra columns on end and fill down with data

– TOPRINT - Data = N

– ACCNT - Data = Accounts Receivable

– MEMO – Data = Open Transaction at 30/6/xx

– Then fill !TRNS column . Data = TRNS

ADD DATA TO COLUMN 1

• Column 1 needs to be numbered 1,4,7,10.......

• This can be done via Home > Fill > Series...Step Value = 3

STATUS

FILE: DebtorImport2.xlsx

2nd HEADER• Add a 2nd header at the bottom of the data with the following columns:

– 2 = Fill Series Step 3– !SPL = SPL– TRNSTYPE = Copied Data– DATE = Copied Data– DOCNUM = Copied Data– NAME = Copied Data– DUEDATE = Copied Data– AMOUNT = GROSS AMOUNT minus TAXAMOUNT (Excel Cell H10: =-H2-N10– INVITEM = OB (QB Other Charge Item linked to Opening Bal Equity Account)– ACCNT = Opening Bal Equity– TAXABLE = Y– TAXCODE = GST– TAXAMOUNT = GROSS AMOUNT /11 * -1 (rounded 2 decimal places)

Excel Cell N10: =ROUND(-H2/11,2)

Copy the block of data from above. Some of the data needs to be changed as per above.

IMPORTANT: Copy > Paste Special Values formulas for AMOUNT and TAXAMOUNT

Note last 3 columns are only required for Cash Basis GST

STATUS

FILE: DebtorImport3.xlsx

3rd HEADER

• Add a 3nd header at the bottom of the data with the following columns:

– 3 = Fill Series Step 3

– !ENDTRNS = ENDTRNS

• Copy Down relevant number of lines

STATUS

FILE: DebtorImport4.xlsx

SORT FOR IIF FORMAT

• Sort by Column 1 smallest to largest

STATUS

FILE: DebtorImport5.xlsx

FINALISATION IN EXCEL

• Delete Column 1 (no longer required)

• Save File (as Excel File)

• Save As Type CSV (Comma Delimited) *.csv

File is ready to import to Reckon Accounts!

FILE: DebtorImportFinal.csv

BEFORE IMPORTING TO RA

• Ensure that you have set up an OB Other Charge item linked to Opening Balance Equity

• Have you imported your Customer List?

• BACKUP!

IMPORTING INTO RECKON ACCOUNTS

• File > Utilities > Import > iif Files

• Change Files of Type to All Files

• Select your csv file (DebtorImportFinal.csv)

• Open

NEXT STEPS

• Check A/R Ageing Summary– Check dates are same!

• Change System Date Back to English – Australian.

• Be prepared to write off billable time whilst learning

IMPORTING CREDITORS

4.

ACCOUNTS PAYABLE

Same process as Accounts Receivable except

• ACCNT = Accounts Payable

• AMOUNT = Negative for TRNS Lines, Positive for SPL Lines

• TRNSTYPE = BILL or CREDIT

• NAME = Delete the Suppliers Name for all SPL lines

For more information, visit www.reckon.com

THANK YOU