importing opening debtors and creditors with reckon accounts business software
DESCRIPTION
This presentation was given by Reckon AP, Graham Boast, at Reckon Group Conference 2014 held at the Hilton in Sydney from 21-23 August. For more information visit www.reckon.comTRANSCRIPT
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IMPORTING OPENING DEBTORS & CREDITORS
Graham Boast
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1. CUSTOMER REQUIREMENTS
2. METHODS OF ENTERING BALANCES
3. IMPORTING DEBTORS
4. IMPORTING CREDITORS
AGENDA
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CUSTOMER REQUIREMENTS
1.
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Correct Balance
Correct Ageing on Statements
Need to manage future payments
Correct GST Liability
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This means….
Enter each open transaction with correct date & amount
GST coding if Cash Basis GST
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METHOD OF ENTERING BALANCES
2.
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Data Entry
Key, Key, Key, Key, Key, Key, Key, Key..........
Check, Check, Check, Check, Check………..
Slow, Slow, Slow, Slow, Slow, Slow………….
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Import Customers / Suppliers viaFile > Utilities > Import > Excel Files
Single Balance per Name
Doesn’t work for existing names
No GST Coding
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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
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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
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IMPORTING DEBTORS
3.
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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
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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)
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EXCEL – ON EXPORT
FILE: DebtorImport0.xlsx
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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)
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EXCEL – TIDIED UP!
FILE: DebtorImport1.xlsx
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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
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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
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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
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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
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STATUS
FILE: DebtorImport2.xlsx
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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
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STATUS
FILE: DebtorImport3.xlsx
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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
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STATUS
FILE: DebtorImport4.xlsx
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SORT FOR IIF FORMAT
• Sort by Column 1 smallest to largest
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STATUS
FILE: DebtorImport5.xlsx
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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
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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!
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IMPORTING INTO RECKON ACCOUNTS
• File > Utilities > Import > iif Files
• Change Files of Type to All Files
• Select your csv file (DebtorImportFinal.csv)
• Open
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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
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IMPORTING CREDITORS
4.
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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
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For more information, visit www.reckon.com
THANK YOU