This presentation was given by Reckon AP, Graham Boast, at Reckon Group Conference 2014 held at the Hilton in Sydney from 21-23 August. For more information visit www.reckon.com

1. IMPORTING OPENING
DEBTORS & CREDITORS
Graham Boast

2. AGENDA
1. CUSTOMER REQUIREMENTS
2. METHODS OF ENTERING BALANCES
3. IMPORTING DEBTORS
4. IMPORTING CREDITORS

3. 1.
CUSTOMER REQUIREMENTS

4.  Correct Balance
 Correct Ageing on Statements
 Need to manage future payments
 Correct GST Liability

5. This means….
 Enter each open transaction with correct
date & amount
 GST coding if Cash Basis GST

6. 2.
METHOD OF ENTERING
BALANCES

7. Data Entry
 Key, Key, Key, Key, Key, Key, Key, Key..........
 Check, Check, Check, Check, Check………..
 Slow, Slow, Slow, Slow, Slow, Slow………….

8. Import Customers / Suppliers via
File > Utilities > Import > Excel Files
 Single Balance per Name
 Doesn’t work for existing names
 No GST Coding

9. Zed Axis (Zed-systems.com)
 Great Tool for Importing / Exporting
transactions to & from files.
Importer $195, Importer/Exporter $285
 Need to work on live file
 Can be slow to process large imports

10. File > Utilities > Import > iif Files
 Import individual transactions with GST coding.
 Can be done offline & via email.
 Can be done in stages
 Requires some Excel skills

11. 3.
IMPORTING DEBTORS

12. SYSTEM DATE
Set Date Format in Windows from
English (Australia) to English (United States)
This puts the dates in MM/DD/YYY format
Control Panel > Region & Language Options

13. ACCTS RECEIVABLE – OLD FILE
• A/R Ageing Summary AT BALANCE DATE
• Quick Zoom on Total (Bottom Right)
• Delete Columns PO Num, Terms, Ageing
• Export to New Excel File
• Untick Explanation worksheet Option
• Untick Space Between Columns (Advanced Tab)

14. EXCEL – ON EXPORT
FILE: DebtorImport0.xlsx

15. EXCEL – TIDYING UP
• Delete Columns A (Blank), B (Names) & C (Blank)
• Select all remaining Columns, then select Filter
• Filter to display only Blanks
• Delete these lines
(only customer totals remain)

16. EXCEL – TIDIED UP!
FILE: DebtorImport1.xlsx

17. ADJUSTMENT NOTES
• Rename “Adjustment Note” to “Credit Memo”
• Rename “Payment” to “Credit Memo”
• Save the file as DebtorImport.xlsx
• Tip – Save in stages Debtor...1, Debtor...2, Debtor...3

18. FIXING UP 1ST HEADER
• Add two additional Columns at start
• Format first column as General
• Change Row Heading as follows
– 1
– !TRNS
– TRNSTYPE
– DATE
– DOCNUM
– NAME
– DUEDATE
– AMOUNT

19. 1st HEADER con’t...
• Add extra columns on end and fill down with data
– TOPRINT - Data = N
– ACCNT - Data = Accounts Receivable
– MEMO – Data = Open Transaction at 30/6/xx
– Then fill !TRNS column . Data = TRNS

20. ADD DATA TO COLUMN 1
• Column 1 needs to be numbered 1,4,7,10.......
• This can be done via Home > Fill > Series...Step Value = 3

21. STATUS
FILE: DebtorImport2.xlsx

22. 2nd HEADER
• Add a 2nd header at the bottom of the data with the following columns:
– 2 = Fill Series Step 3
– !SPL = SPL
– TRNSTYPE = Copied Data
– DATE = Copied Data
– DOCNUM = Copied Data
– NAME = Copied Data
– DUEDATE = Copied Data
– AMOUNT = GROSS AMOUNT minus TAXAMOUNT (Excel Cell H10: =-H2-N10
– INVITEM = OB (QB Other Charge Item linked to Opening Bal Equity Account)
– ACCNT = Opening Bal Equity
– TAXABLE = Y
– TAXCODE = GST
– TAXAMOUNT = GROSS AMOUNT /11 * -1 (rounded 2 decimal places)
Excel Cell N10: =ROUND(-H2/11,2)
Copy the block of data from above. Some of the data needs to be changed as per above.
IMPORTANT: Copy > Paste Special Values formulas for AMOUNT and TAXAMOUNT
Note last 3 columns are only required for Cash Basis GST

23. STATUS
FILE: DebtorImport3.xlsx

24. 3rd HEADER
• Add a 3nd header at the bottom of the data with the following columns:
– 3 = Fill Series Step 3
– !ENDTRNS = ENDTRNS
• Copy Down relevant number of lines

25. STATUS
FILE: DebtorImport4.xlsx

26. SORT FOR IIF FORMAT
• Sort by Column 1 smallest to largest

27. STATUS
FILE: DebtorImport5.xlsx

28. FINALISATION IN EXCEL
• Delete Column 1 (no longer required)
• Save File (as Excel File)
• Save As Type CSV (Comma Delimited) *.csv
File is ready to import to Reckon Accounts!
FILE: DebtorImportFinal.csv

29. BEFORE IMPORTING TO RA
• Ensure that you have set up an OB Other Charge item linked to
Opening Balance Equity
• Have you imported your Customer List?
• BACKUP!

30. IMPORTING INTO RECKON ACCOUNTS
• File > Utilities > Import > iif Files
• Change Files of Type to All Files
• Select your csv file (DebtorImportFinal.csv)
• Open

31. NEXT STEPS
• Check A/R Ageing Summary
– Check dates are same!
• Change System Date Back to English – Australian.
• Be prepared to write off billable time whilst learning

32. 4.
IMPORTING CREDITORS

33. ACCOUNTS PAYABLE
Same process as Accounts Receivable except
• ACCNT = Accounts Payable
• AMOUNT = Negative for TRNS Lines, Positive for SPL Lines
• TRNSTYPE = BILL or CREDIT
• NAME = Delete the Suppliers Name for all SPL lines

34. THANK YOU
For more information, visit www.reckon.com