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Entering customer opening balances and historical sales

When setting up your company file, you might need to enter customer opening balances and historical sales. This lets you enter customer payments against sales that were made prior to the date you started using AccountRight (your conversion date). The sales you made for which you haven't yet received payment are called pre-conversion sales.

This support note explains how to enter:

  • the opening balance of your Trade Debtors account - this represents the total of what your customers owe you.

  • historical (pre-conversion) sales - these are the individual sales, the total of which should equal the opening balance of your Trade Debtors account.

Historical sales will not generate BASlink (Australia) or GST return (New Zealand) figures, so your BAS/GST return must be done manually for these periods.

1. Enter the opening balance of your Trade Debtors account

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This account represents the amount you owe your customers.

To enter this opening balance:

  1. Go to the Setup menu > Balances > Account Opening Balances to open the Account Opening Balances window.

    Account opening balances highlighted in the menu

  2. Locate the Trade Debtors account, then in the Opening Balance column enter the sum total of what your customers owe you as at the time you began to keep your records using AccountRight.

  3. Click OK. 

2. Enter historical sales

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Entering the sales you haven't yet received payment will allow you to record payments against them in AccountRight.

To do this:

  1. Go to the Setup menu > Balances > Customer Balances to display the Customer Balances window. Notice there is an Out of Balance Amount at the bottom of the window as you need to enter your historical sales to match the opening balance you just entered in your Trade Debtors account.

  2. Click Add Pre-Conversion Sale to display the Pre-Conversion Sale window.

  3. Select the applicable customer and enter the details of the sale.

  4. Click Record.

  5. (Australia only) Click OK to the alert regarding cash reporting.

  6. Repeat steps 2 - 5 for all your pre-conversion sales. When the total of your outstanding invoices equals the balance of your Trade Debtors account, you're done!