Storing End Of Year Balances
At this stage we assume that you have already created a new DataFile for the new year and you are now ready to delete last years transactions.
To save time, instead of re-entering all opening balances from scratch, you can save them and reload them for the new year.
This can be achieved by:
- Saving all balance snapshots from the previous year
- Deleting all transactions
- Loading the closing balances from last year instead of re-entering them manually
Open A New Invoice
- Open the 'Invoice' module and click 'New' to create a new invoice.
![Open A New Invoice](https://media.screensteps.com/image_assets/assets/006/844/019/original/7372f4a6-46d3-46e9-bbd8-1fea048355c4.png)
Saving all the account balances
- Within the new invoice, click the 'Adjustments' button.
![Saving all the account balances](https://media.screensteps.com/image_assets/assets/006/844/021/original/c14ce456-5d1a-4426-98db-79469ea69c2b.png)
Saving all balances
- Click the 'Store Balances' button at the bottom of the 'Adjustments' window.
![Saving all balances](https://media.screensteps.com/image_assets/assets/006/844/023/original/275f2c6b-f098-4695-9049-299448cf435a.png)
Save The Balances
- Label the balances with a name you can easily remember.
Since these balances are End of Year 2015 balances, you can label them EOY-2015.
**If you forget the label, you can not reload the balances later so it is recommended that you write it down. - Hit 'OK'.
![Save The Balances](https://media.screensteps.com/image_assets/assets/006/844/025/original/17d48f11-9dc4-46b7-ba3d-a356013d776f.png)
Important Alert
- You will receive an alert about saving this invoice. If you don't save the invoices, the balances won't be stored.
- Hit 'OK'.
![Important Alert](https://media.screensteps.com/image_assets/assets/006/844/027/original/f07b62c9-2bb4-4871-9183-51baba9eb603.png)
- At this point no adjustments were made so even after you apply the adjustment (next step) the invoice looks completely empty. However, the snapshots of the account balances are stored in a storage area that is not visitble in the invoice. It is important to remember to save the invoice after applying the adjustments.
- Click 'Apply Adjustments'.
![](https://media.screensteps.com/image_assets/assets/006/844/029/original/fc6aec1b-7944-4402-975d-0c987d84717c.png)
Save The Invoice
- Since the invoice is empty, it cannot be saved. Enter text next to 'Printable Notes', so you are able to save the invoice.
- Hit 'Save'.
![Save The Invoice](https://media.screensteps.com/image_assets/assets/006/844/031/original/a2ec241a-d2fd-4ee5-8c7b-61f8660b38c7.png)
Delete Last Year's Transactions
- Click the 'Support' tab from the menu bar then hit 'Delete all Transactions'.
![Delete Last Year's Transactions](https://media.screensteps.com/image_assets/assets/006/844/033/original/2c8da997-1b2c-4112-a870-ac96e400e66e.png)
**Be sure NOT to delete the customers and/or ledgers and sub-ledgers. Everything else can be deleted.
- Check off all transactions EXCEPT do NOT check off 'Customers' NOR 'All Ledger and Sub ledger Accounts'.
- Click 'Delete'.
![](https://media.screensteps.com/image_assets/assets/006/844/035/original/2077b555-3cff-4572-8e92-c20ce3d39241.png)
- You will receive a warning alert, click 'Ignore and Continue'.
![](https://media.screensteps.com/image_assets/assets/006/844/037/original/979777c0-49ce-4eb1-a8d2-8d5531065fec.png)
Create A New Invoice
- Now it's time to create a new Invoice and reload the End of Year balances.
- Open the 'Invoice' module and click 'New' to create a new invoice.
![Create A New Invoice](https://media.screensteps.com/image_assets/assets/006/844/039/original/eb2175fd-c854-4b29-baea-d4504b1d66c9.png)
- Click the 'Adjustments' button in the new invoice.
![](https://media.screensteps.com/image_assets/assets/006/844/041/original/d0ea4c49-76da-4c77-8ec5-10842d2d58ff.png)
- This time click the 'Load Balances' button from the 'Adjustments' window.
![](https://media.screensteps.com/image_assets/assets/006/844/043/original/37ccb117-30b7-41d1-8aa5-c0f0a3c9778e.png)
- Remember to use the label you used to save the end-of-year snapshot (e.g. EOY-2015).
- Then hit 'OK'.
![](https://media.screensteps.com/image_assets/assets/006/844/045/original/c22908fb-2f30-4333-85b0-d6c3d9ebaee9.png)
- All balances should reload magically. Now you click the "Apply Adjustments".
![](https://media.screensteps.com/image_assets/assets/006/844/047/original/media_1335841207694.png)
![](https://media.screensteps.com/image_assets/assets/006/844/049/original/media_1335841254181.png)
Back to the invoice page and all accounts shall have their balances loaded into them. If you don't see all accounts loading up, you should click a few times in the invoice lines area (on the empty lines).
Deleting extra lines.
![Deleting extra lines.](https://media.screensteps.com/image_assets/assets/006/844/051/original/media_1335841343676.png)
You should delete all the lines that include Expenses, Income and Opening Balance accounts as these accounts shall not be transferred over to the new year.
Balance the Invoice
![Balance the Invoice](https://media.screensteps.com/image_assets/assets/006/844/052/original/media_1335841430754.png)
Once you have deleted the extra lines from the invoice, you should balance out the invoice using the Opening balance and save it.
![](https://media.screensteps.com/image_assets/assets/006/844/053/original/media_1335841439904.png)
![](https://media.screensteps.com/image_assets/assets/006/844/054/original/media_1335841448044.png)
Invoice Balanced!
![Invoice Balanced!](https://media.screensteps.com/image_assets/assets/006/844/056/original/media_1335841464324.png)
Change the default data range in the Server Preferences.
![Change the default data range in the Server Preferences.](https://media.screensteps.com/image_assets/assets/006/844/058/original/media_1335841532057.png)
![](https://media.screensteps.com/image_assets/assets/006/844/060/original/media_1335841546482.png)
Save the Preferences.