Unless you are opening a new business, ie. no customers owe you anything yet, you will have to carry forward debtors balances for your customers from your old accounting system, which then need to be set up in Jim2. The general ledger should already show the starting point total of the amount of money receivable by you from debtors as a GL opening balance figure.
Just how that figure is balanced is made by entering individual debtor opening balance invoices and credits. Entering these opening balance invoices/credits allows you to report on and apply customer payments correctly within Jim2.
You must also enter an opening balance in the general ledger Trade Debtors account, and this should ideally match the total of the opening balances in the Debtors Opening Balances.
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You have not created these opening balance invoices/credits from any Jim2 workflow (job, stock information, etc.). These entries are a one-off reconciliation between your old system and Jim2. Therefore, it is very important that any out-of-balance amounts between the carry-forward GL debtors balance from your old software and the debtors opening balance invoices/credits are clarified. You do not necessarily have to enter the debtors opening balances immediately to begin using Jim2, but it is recommended that debtors opening balance invoices/credits are entered as soon as possible to make processing customer payments more accurate. |
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Once entered, opening balance debtors are then aged correctly, and will appear on statements. Once a payment is applied to an opening balance debtor invoice/credit, the original entry in the Debtors Opening Balances list will change to a grey shaded background, and can no longer be edited or deleted.
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To access the Debtors Opening Balances screen, on the ribbon go to Tools > Debtors OB.
This will display the Debtors Opening Balances screen.
At the bottom of the Debtors Opening Balances screen you will see three dollar value fields. These are:
Field |
Explanation |
|---|---|
Debtors |
This is the general ledger debtors account opening balance. |
Opening Balance |
This is the calculated value from the entries in this list. |
Out of Balance |
This is the difference between the value entered into the general ledger debtors account as the opening balance and what has been entered here – this field should show $0.00 once all debtors opening balance entries are entered. |
The Debtors general ledger account will also display its own opening balance, the calculated opening balance and any out of balance amounts, to minimise errors when used to update the opening balance in one place only.
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Whenever you update a debtors opening balance, you need to make sure that any changes are reflected in the general ledger debtors account opening balance value, as this is not updated automatically – you must update this value manually.
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Further information: