Entering Client Balances
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First you will need to enter one Item into the newly created Projects for each deposit on your list of open Client Deposits (#2 above).
First, create a Global Location by selecting Project - Locations and clicking the Add button on the Location Glossary [Global List] Window. Input "OPBAL" as the Location Code and "Opening Balances" as the Location Name.
Next, to create an Item, select Project - Specifications to display the Specifications Window and click the Add button. On the Item Window, enter “Deposit from Old System” followed by any additional information about the Deposit that you would like to include into the Description field. Select the new Opening Balances Location created above as the Item Location. In the Deposit Amount field, enter the amount of the Deposit from the Client. Next, enter the total amount of the Proposal or estimate for which the Deposit applies into the Total Estimated Price field. For example, if you gave your Client an estimate that totaled $1000.00 and collected a $250.00 Deposit, enter 250.00 into the Deposit Amount and 1000.00 into the price while leaving the Total Estimated Cost as zero. It is not necessary to enter any Components for the Item.
See Entering Items in Projects and Specifications for assistance in creating Items in a Project.
After your have entered an Item into the Project for each Deposit, you will need to create Proposals to hold the Deposit themselves. Select Project - Proposals and Documents to display the Proposals and Documents Window. Click the Add button and select the proper Item to create a new Proposal. Do this for each Item created above. For more information on generating new Proposals, see Creating a Proposal under Proposals.
Finally, go the Cash Receipts Window by selecting Accounting - Cash Receipts. Add and post a new Client Deposit for each of the Proposals. For a full explanation of adding a Deposit for a Proposal, see Collecting a Deposit or Retainer from Your Client under Accounts Receivable. After you have entered all of the Items, Proposals, and Deposits for each Project, print an Open Client Deposit Report under Accounts Receivable reports. This report should match your list of Deposits. If it does not, you will have to find your mistakes and correct them.
Next you will repeat this process for each Invoice on your list of open receivables. Enter a Item for each Invoice. This time all you have to fill in is the Total Estimated Price in the lower right corner of the window. Make sure the price is equal to the total amount of the Invoice from your list. Select Accounting - Client Invoices / Finance Charges and click the Add button on the Client Invoices / Finance Charges Window to create a new Client Invoice for each of these Items. See Invoicing Clients under Accounts Receivable for assistance in creating Client Invoices. Next print the Aged Accounts Receivables report and make sure that it matches your list.