Opening Account Receivable

When migrating to EMP, this function is needed to transfer the opening balance (debit) to EMP.

This is very different from Upload Customer List because instead of transferring customer details such as company name, address and contact number, this function transfers the amount owed to / owed by the customer.

The opening balances are best brought forward immediately after the EMP is adopted.

• User upload template file settings
  1. Template file deliminitar can be selected in different formats.
  2. Template file headers can be customized based on need.
  3. Upload the file with header

  
  

• fill in information in excel format (refer Upload Customer Opening Template)
  Notes:

  Field Name	Remarks
  BRANCH_CODE	Refer to Control Panel > Developer > Branch Listing > Branch Code
  CUSTOMER_ID	Refer to system customer account PKID (auto-generated)
  SALESMAN	follow Invoice Salesman, the name as USER NAME in system (Refer to Control Panel > System Admin > Manage User > User Listing)
  INVOICE_DATE	follow outstanding invoice date (before start Wavelet Txn, date format: YYYY-MM-DD)
  REFERENCE	Outstanding Invoice number/reference
  ITEM_CODE	OPENING-BALANCE (make sure that item type is "Service Type" and MA cost = RM 0)
  UNIT_PRICE	Invoice outstanding Amount (AMOUNT INCLUSIVE OF GST)
  ITEM QTY	1
  TAX CODE	Compulsory, for GST Code (SR, ZRL, ZRE, DS, OS, ES, AJS), if no gst amount recored, please leave EMPTY, system will prompt "Error Message", please click "Continue" to proceed (Refer to
  TERMS	invoice terms (Optional)
  TAX_AMT	(IF TAX_AMT is not specified, system will automatically calculate the GST amount based on Tax Code provided. In the event Tax Code is not available in the system, system give the error message)
  TAX_RATE	0 or 0.06

  Important Notes: If the EMP OUTPUT TAX Configuration is Exclusive method, the UNIT_PRICE also Exclusive; This upload also checking the "Five Cent Concept" Configuration

  Example:

  Example	UNIT_PRICE	TAX_CODE	TAX_AMT	TAX_RATE	Result	Customer Outstanding Invoice Amount	Tax amount	Remarks
  E01	530	SR				530	30	Use this method if the full outstanding amount all SR code
  E02	530	ZRE				530	0.00	Use this method if the full outstanding amount is ZRE code
  E03	530.60	SR	30.60			530.60	30.60	System record Tax Amount 30.60
  E04	530					530	0.00	Empty all the GST infor, to record the outstanding invoice before 1 April 2015

  EMP Cofig.:Output Tax	Inclusive	Inclusive	Exclusive	Exclusive
  EMP Cofig.:Five Cent Concept	Disable	Enable	Enable	Disable
  Amount before Tax	0.83	0.85	0.90	0.88
  Tax Amount	0.05	0.05	0.05	0.05
  Amount After Tax	0.88	0.90	0.95	0.93
  Journal: generalSales	0.83	0.83	0.88	0.88
  Journal: rounding	nil	0.02	0.02	nil

  * Highlight in PINK is the default configuration

• Save in csv. file 
  M.Excel : CSV (Comma Delimited)
  
  
   or
• Open Office: CSV file filter settings:
  1) Field Deliminater: |
  2) Text Deliminater: blank
  (Use the | character to separate columns).

• Menu Path : Trading > Sales > Upload Invoice
  
  
  

Sample of Error Message:

Error 1: "The following item do not have TAX_CODE. If you wish to continue, click Continue. System will update without further verification"

• Select a branch and click ‘Change Branch’.
• Search a customer name under ‘Billing Account’ by clicking ‘Select Customer’.

Enter :

• old reference number from the previous system (if necessary)
• remarks, date – date before EMP is adopted
• salesman
• outstanding amount balance – The amount outstanding can be obtained from your old system’s Outstanding Debtors for individual customers.

• Then, click ‘Add Invoice’.
• Click ‘Reset’ or ‘Reset Form’ if needed.
• A ‘List of Outstanding Documents to be Settled’ will show the opening balance at the bottom.
• Click ‘Remove’ to delete the transaction.
• Finally, click ‘Confirm and Save’.

• For negative amount (sales return / refund), remember to use a credit memo instead to create a debit note for the customer.

Debit: cashDiscount RM XXX
Credit: accReceivable RM XXX

• After importing the customer records, you can resume to this function as the customer records will already exist in the system, allowing user to ‘Select Customer’.

• Opening balances can only be entered one by one for each customer.

• Perform Stock Adjustment to item OPENING-BALANCE to off-set the negative (-) quantity and inactive the code

• Remove Journal Transaction before financial year (Invoice journal created above)
  
  Menu Path: Accounting > Maintenance > Configuration > Set Opening Balance : Select & Set company > click "Yes, remove the transaction below"

** Report checking:

Customer > Query/Report > Historical AR Balance 
Customer > Tasks > AR 
Trading > Sales > Invoice Listing*

• Related: Opening Stock / AR / AP.*