This article explains how to use the Beginning Balances import tool.
You should import outstanding AR and AP before you import beginning balances. When you import the beginning balances, Breeze adds a journal entry that that zeroes out the transactions added for AR and AP.
All the imports must be done in the same fiscal year: AR, AP, and beginning balances.
Note: You cannot use the import tool if the property has any transactions or journal entries associated with it. If there are, an error message will appear.
To import beginning balances
Go to Admin > Toolbox > Configuration > Beginning Balances.
The Date field defaults to the current month. Change it if needed; it should correspond to the "go live" month. The transactions will be created on the day before.
Select a Property.
The screen refreshes and shows Step 2.
Select the type of transaction to import (AR, AP, or Beginning Balances). The screen refreshes and shows the template section.
Click Export Template. Breeze downloads the template to your local system.
Note: The template corresponds to the type of transactions you are going to import: AR, AP, or Beginning Balances.
Open the template in Excel.
Note: The screenshot shows the template for AR, and does not show the entire spreadsheet -- there are additional columns on the right.
Complete a row for each transaction you want to import.
At the bottom of the spreadsheet, there are three tabs: TemplateFile, Sample, and Tips.
Use the tabs as follows:
TemplateFile: Enter your data in this tab.
Sample: View sample data (i.e. what a completed template will look like).
Tips: View an explanation of each column in the spreadsheet.
Save the template.
Import the template to Breeze. You can drag and drop the file onto the Breeze screen, or you can browse from Breeze and select the file.
After you import the file, Breeze displays a set of messages at the bottom of the screen.
The batch numbers are links to posted batches.
In the example shown above, all the lines in the spreadsheet were imported successfully.
If there are errors, the messages will state the rows that failed and the reason why.
If you want to correct the spreadsheet and import it again, you must first delete any transactions that were imported successfully. If there are existing transactions, Breeze will not allow you to import new ones.
To delete transactions, go to Admin > Toolbox > Update/Delete > Delete Transactions.