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.
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Saving all the account balances
- Within the new invoice, click the 'Adjustments' button.
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Saving all balances
- Click the 'Store Balances' button at the bottom of the 'Adjustments' window.
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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'.
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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'.
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- 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'.
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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'.
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Delete Last Year's Transactions
- Click the 'Support' tab from the menu bar then hit 'Delete all Transactions'.
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**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'.
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- You will receive a warning alert, click 'Ignore and Continue'.
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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.
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- Click the 'Adjustments' button in the new invoice.
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- This time click the 'Load Balances' button from the 'Adjustments' window.
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- Remember to use the label you used to save the end-of-year snapshot (e.g. EOY-2015).
- Then hit 'OK'.
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- All balances should reload magically. Now you click the "Apply Adjustments".
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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.
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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
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Once you have deleted the extra lines from the invoice, you should balance out the invoice using the Opening balance and save it.
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Invoice Balanced!
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Change the default data range in the Server Preferences.
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Save the Preferences.