This article describes the basic workflow of importing beginning balances for a property that is about to "go live" in Breeze.
Prerequisites
Before you start, you must set up the following components in Breeze:
the property
the property's bank accounts
tenants at the property
vendors for the property (for any unpaid payables that you are going to import)
Determine the "go live" date, and gather the following data from your old system, as of the "go live" date:
unpaid charges
tenant credits
tenant security deposits
unpaid payables
The Import Tool
The Beginning Balances import tool is located at Admin > Toolbox > Configuration > Beginning Balances.
You can use it to import outstanding AR and AP and the beginning balance in each account. In each case, you first export a template (an Excel spreadsheet), complete it, and then import it back to Breeze. The spreadsheet has three tabs: one for your data, one that contains sample data, and one that explains how to complete each field.
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.
1. Importing AR
Use the import tool to import AR transactions: charges and deposits.
The left side of the template is shown below.
The left side of the template contains fields for entering a charge. On the right side, there are fields for entering a corresponding deposit.
For unpaid charges, only complete the first set of fields.
For tenant deposits, complete the whole row (charge + deposit).
For tenant credits, enter a negative charge, but do not complete the receipt fields.
2. Importing AP
Use the import tool to import AP transactions: payables.
The left side of the template is shown below.
The left side of the template contains fields for entering a payable. On the right side, there are fields for entering a corresponding payment.
Typically, you would only import unpaid payables. But if there's a payment (for example, a check), that has not cleared the bank yet, you could complete the whole line, so there would be a payment record to reconcile when you get the next bank statement.
The import tool brings in the transactions so they will appear on your books, but it also creates an offsetting journal entry so that the account balances remain zero.
3. Importing Beginning Balances
Use the import tool to import beginning balances. The template is shown below.
When you upload the template, Breeze creates a single journal entry for beginning balances.
To obtain the amounts, you should run a trial balance on your old system.
Note(s):
The Book column allows you to import Accrual, Cash, or Both.
You should import outstanding AR and AP before you import beginning balances. When you import the beginning balances, Breeze adds a journal entry 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.