BalanceWare Help v2.315
Beginning Balances
In This Topic
The first button on the left of all ribbons have a Timekeeper On / Off toggle button which allows BalanceWare to track time by client. See the TimeKeeper Dashboard help topic for details.

 Beginning Balances Form

The Chart of Accounts must be built before entering Beginning Balances manually. If the option to roll balances forward during the Year-End Closing process is selected in the Client Profile, the Beginning Balances will be populated automatically.

The chart of accounts cannot be edited on the History form. Open the Chart of Accounts form to make required edits and then return to the Beginning Balances form.
 Notes & Attachments (Collapsible)
Use the Engagement Documentation dashboard to associate client documents and notes with objects in BalanceWare.

Notes and documents can be linked to the following items (on a per client basis):

 Look for the Engagement Documentation icon on BalanceWare forms.


Clicking the icon will open the Engagement Documentation dashboard. In the case of journal entries and cash disbursement batches, double-clicking on the Preparer Notes field accomplishes the same. Once open, click on any attachment to open the document.

Engagement Documentation Dashboard (with callouts)

Engagement Documentation Dashboard (with callouts)

See the Review Notes button on the Client Tab for reviewing notes from all sources within BalanceWare. 

Note: to maintain link integrity, do not manage documents from Windows Explorer. Moving or deleting client documents may break links. Documents can be edited and documents can be added using Windows Explorer, but do not delete or move documents or folders. Broken links will be placed in a special folder in the Documents treeview called "Orphans" and can be relinked from this special folder.

New with BalanceWare version 2.308 is the ability to add notes to individual accounts.  Simply open the Engagement Documentation dashboard from any form, document, journal entry, or cash disbursement batch and select an account at the bottom of the report.

All notes and attachments for forms, documents, journal entries, cash disbursement batches, and accounts can be reviewed and edited from the Client tab by selecting Review Notes.

Reviewing and Editing Notes

Reviewing and Editing Notes

BalanceWare will import a Trial Balance from QuickBooks, saved as an Excel sheet. Imports can also be done directly from a user created Excel sheet or a BalanceWare template.

All images in BalanceWare Help can be enlarged by clicking on the image.
The Beginning Balances Form

The Beginning Balances Form

The Beginning Balances can be reset to -0- using the Clear Beg Bal's button or the F12 key. Account history for the selected account is available via the History button or the F2 key.

See the inline calculator Help topic for quick calculations in amount fields.

Navigation and Editing

Function Keys F5 (first record), F6 (last record) and F7 (new record) are used on continuous forms and continuous sub forms.

F8 can be used on any field to select or de-select the field contents.

To undo any edits use the ESC key before navigating away from the field.

All amount fields can be evaluated by terminating an expression with an equals sign.

TAB will change the focus to a sub-form and or the next sub-form.

Import Accounts, Beginning Balances and Related Info

Importing a chart of accounts and related information is accomplished using an Excel file, packed with features, flexible, and easy-to-use. To begin the process, select the "Import Accts" button on the "Client" tab or the "Import BB" button on the "Accounting" tab. ("BB" = Beginning Balances.)

Both of these buttons open the same form from which the import is accomplished. We highly recommend using the "Template" button on the import form. This button will save an Excel file to your local drive to use for the import. Data can be copied and pasted to the Excel workbook, or entered manually. In the case of Statement Sections and Tax Lines, data can be selected from an Excel listbox which appears automatically. However, these listboxes will only appear if a template is used, which is the reason we recommend the template.

Accounts and Related Info Import

Accounts and Related Info Import

The following account data can be imported:

Column F, TaxLines is autofilled by Excel based on the entry in column E, Tax Line Code. This is another feature that is only available if a template is used for the import.

To add an account, the only required entry is in column A, "Acct". This is the alpha-numeric account number. All other columns are optional. The import routine will ignore any column that is blank, with the exception of row 1, the header line. Therefore, if all cells in a column, below row 1 are empty, the column will not be imported.

When importing Account Descriptions, Financial Statement Sections, and Tax Line Codes, accounts will only be updated if the account does not already have data present. In other words, the import will not override existing data, but it will add new data if no data exists for a given account field.

The opposite is true for Beginning Balances. If any cell in column D, "Amt" contains data, all blank column "D" amounts will be presumed to be -0- and all accounts will be updated to the new column "D" amounts. In other words, if there is any data in column D, all accounts will be updated with a new beginning balance - even accounts that are not listed on import rows. Beginning Balances are an "all or nothing" scenario.

If you are going to import Financial Statement Sections or Tax Line Assignments, generate the template with the target client open. Financial Statement Sections are unique to each client. Tax Line Assignments are unique to each entity type. Therefore, to get Excel listboxes with the correct information, a template should always be generated when the target client is open in BalanceWare. Likewise, it is not advisable to use another client's template for importing, unless you know for sure that the entity type is the same and the Financial Statement Sections are identical.

After populating the template with data, return to BalanceWare and click n the "Proceed" button. The status of the completed import will be displayed on the "Results" tab of the import form.

As with all Excel imports into BalanceWare, the worksheet to be imported must be the first worksheet in a multi-sheet workbook. The name of the sheet does not matter.

Accounts and Related Info Import Worksheet showing the 2 Listboxes

Accounts and Related Info Import Worksheet showing the 2 Listboxes

Importing A QuickBooks Desktop Trial Balance

When importing balances or transactions from QuickBooks desktop, be sure to configure QuickBooks to "Show lowest sub account only" by editing Accounting/Company Preferences. 

BalanceWare can import a QuickBooks Trial Balance. The QuickBooks Trial Balance should be saved as a CSV file or an Excel workbook.


A video on this Help Topic is available on our Video Page.

Saving as a CSV file is a straight-forward process. Simply select the Excel Button/Create New Worksheet on the top of the Trial Balance report. Then select Create a comma separated values (.csv) file from the available options. Pressing Export will open a file explorer where you can designate a location for your export. We suggest the clients document folder.

QuickBooks CSV Export Dialog

QuickBooks CSV Export Dialog

If saving as an Excel sheet. click on the Advanced button in the QuickBooks export dialog, and make sure the option for "Include QuickBooks Export Guide" is NOT selected. The "Space between columns" option must also be turned off. It is best to have all of the options turned-off in the Advanced selections.

Importing A QuickBooks Online Trial Balance

To import a trial balance from QuickBooks online, generate the online Adjusted Trial Balance report and export it to Excel. The chart of accounts is a prerequisite for the import process, since it is not possible to determine account numbers from the import file itself.

To start the importing process, select the "Import QB" button on the Accounting tab, and then select "QB Online via Excel" option, just above the "Proceed" button on the import form.

QBOnline Trial Balance Import

QBOnline Trial Balance Import

Importing a Wave Trial Balance

In Wave, export a Trial Balance report to a CSV file and save this file in a convenient location, or just leave it in your "Download" folder. From the BalanceWare Accounting tab, select Import Wave

From the Wave Trial Balance Import dashboard, select the Import button (in the footer of the dashboard) and navigate to and select the downloaded Wave Trial Balance CSV report.

After the CSV file is selected the Wave Trial Balance Import dashboard will look similar to the example below. 

Wave Trial Balance Import Dashboard

Wave Trial Balance Import Dashboard

In the above image, all of the accounts have been assigned and the next step is to add these balances to Beginning Balances by selecting the Update Beginning Balances button. The account assignments are remembered by BalanceWare. Therefore, manually entering the account assignments is a one-time exercise, except for new accounts in subsequent years.

Support Ticket 


Submitting a support ticket is the best way to expedite your issue. The support ticket automatically includes information we need to service your installation properly. By submitting a support ticket, we won't have to ask you all the preliminaries and, if you add a brief description, we will be better prepared to get to the heart of the matter ! We receive your ticket immediately upon submission and will respond ASAP; usually within minutes. Submit your support ticket from the About form on the Help tab.



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