How to Load Opening Balances for Commercial Debtor

Important! This guide is only required as part of the initial setup of TASS in your organisation.

As part of the initial setup of TASS you will need to transition a full list of Commercial Debtor balances from your previous system to TASS. The balances should be from the end of the period prior to the day before you are changing to TASS. The total of this list must be reconciled with the Commercial Debtors Control Account in the General Ledger as at this date.

Item	Process	Details	Task
1	Open the current period	Go to Finance > General Ledger > Setup Information > Years and Periods. Set the period immediately before the TASS changeover date to 'Open'. Select 'Edit' in the 'Action' column. Select 'Edit' for the correct period. Tick the 'Com' column. Click Saved. Following the process above, ensure the box in the 'Com' column is unticked for all other periods in that same year and the following year. This sets those periods to 'Closed'.	Complete
2	Transfer the balance of the Commercial Debtors Control Account to the General Suspense Account	Go to Finance > General Ledger > Account & Journal Info > Journal Upload in the TASS Help Centre and follow the instructions to prepare the new Journal Upload File. Go to Finance > General Ledger > Account & Journal Info > Journal Upload in TASS.web. Enter the Year, Period, and any comments you would like attached to the journal. Select the Journal Upload File you have prepared. Click 'Go'. The journal should be: General Suspense Account xxxxx.......xxxxx Dr Commercial Debtors Control Account xxxxx......xxxxx Cr	Complete
3	Prepare and upload the Commercial Debtors Opening Balances File	Go to Finance > Commercial Debtors > Customer Transactions > Invoice/Credit Upload in the TASS Help Centre and use the instructions to to prepare Commercial Debtors Opening Balances Upload File. Important! The 'Transaction Date' will be the day before the TASS changeover. The 'GL Account' must be the 'General Suspense Account used in step above. The 'Tax Code' should be 'NOT'. Go to Finance > Commercial Debtors > Customer Transactions > Invoice/Credit Upload in TASS.web. Select the Commercial Debtors Opening Balances Upload File. Click 'Go'. Important! Go to Finance > Commercial Debtors > Customer Transactions > Invoices and run an Invoice List for the date of the upload file and check that all commercial balances agree with the list from your previous system before proceeding.	Complete
4	Post Entries	Go to Finance > Commercial Debtors > Period End > Post Period Activity. Find the relevant entry. Click 'Post' under the 'Action' column.	Complete
5	Check the Balances	Go to Finance > Commercial Debtors > Listings & Reports > Debtors Trial Balance. Select the Year and Period. Important! Choose the Year and Period that includes the day before the TASS changeover. Go to the 'Print' tab. Click 'Go'. Check that all the balances and the report total reflects the list from your previous system before proceeding.	Complete
6	Close the Period	Finance > General Ledger > Setup Information > Years and Periods. Select the period immediately prior to the TASS changeover date. Click 'Edit'. Untick the box in the 'Com' column. This sets the period as 'Closed'.	Complete