Delete Payees

As payees are entered into the cash disbursement journals, payees are memorized by BalanceWare for later recall. To remove old or unwanted payees select the Delete Payees button and a form will open allowing for one or more deletes.

Cash Disbursements

The Cash Disbursements form allows entries for multiple bank accounts and multiple journals. Cleared checks can be imported and a Bank Reconciliation Dashboard assists in reconciling bank accounts.

Cash Disbursements Header 

The header contains the Date, Disbursement Account and Preparer Notes.

CD Number 

Cash Disbursement Journal  numbers are assigned by BalanceWare.

Date 

The date is for reference purposes only and has no impact on financial reports, ledgers or journal.  

Disbursement Account 

Enter the bank account for this journal. 

Preparer Notes

Use preparer notes to indicate the status of a cash disbursements journal. Preparer notes can also be entered on the Client Profile form and the Journal Entry form.

Cash Disbursements Form

Del CD

The Del CD button in the cash disbursements header or F9 will delete the entire journal.. A delete is also accomplished with the F9 key.  

Check and Journal Totals 

Check totals are displayed in the header section of the CD journal form-useful when a check is split into multiple accounts in the detail section of the CD form. The journal total is also displayed next to the check total.

The Comment Icon 

The Comment Icon is displayed to the left of the Check Total if this same check number also appears in one or more additional Cash Disbursement Journals for the same bank account. To determine in which CD journal(s) the duplicate check is located, click the Comment Icon.

CD Journal - Duplicate Check Warning

Cash Disbursements Detail 

The detail section (a continuous sub-form) contains the cash disbursement detail lines.

Chk No

Pressing the  Space Bar when entering a check number will repeat the last check number, allowing for a single check to be split into multiple accounts.  Entering just an Enter key will produce the next check number. The F12 key will Reorder the transactions in check number order.

BalanceWare will display an error message and reject a check number if it is in the prior year outstanding list.

Payee 

Payees are remembered by the system, which allows for quick, as-you-type, lookup of the payee similar to QuickBooks. The last-used account number for each payee is auto-filled, if available. Payees can be deleted using Delete Payees from the Writeup tab of the ribbon.

Acct No

When entering an account number you can search for an account number by entering a few characters from the account name followed by the enter key. The Account Number field will be recalled from the most recent transaction for the payee, except when the transaction is a split check.

Debit (Credit)

Both positive (debit) and negative (credit) numbers are allowed for the CD amount.

History

History for the selected account is available via the History  button or F2.

Del CD Line 

Use the Del CD Line button or F10 to delete the selected disbursement detail line.

Import CD

A cash disbursement journal will be created from the import. Existing disbursements will not be altered. A bank account and transaction date are required on the Import Disbursements form. Account numbers will be added to the chart as needed.

The column headings must be as shown in Row 1 on the illustration below. There can be additional columns on the spreadsheet which will be ignored. Elimination of unwanted rows is recommended to avoid extraneous data which may create strange results. The worksheet to be imported must be the first tab of a multi-sheet workbook.

Import Disbursements Form

As with all imports, the account column must be formatted as text. After importing, remember to assign Statement Sections to new accounts.

Cash Disbursements Import Template

After completing and saving the Excel import workbook, return to the BalanceWare import form and click on Proceed and a Windows Explorer will open. To complete the process, select the import workbook.

Import Cleared Charges 

Many clients will have online banking with the ability to download cleared charges. BalanceWare can import this data and as a result, the bank reconciliation is almost completely automatic. Clearing discrepancies may exist and BalanceWare locates all discrepancies on the Bank Rec Dashboard, making it a simple task to finish the reconciliation.

The column headings must be as shown in Row 1 on the illustration below. There can be additional columns on the spreadsheet which will be ignored. Elimination of unwanted rows is recommended to avoid extraneous data which may create strange results. The worksheet to be imported must be the first tab of a multi-sheet workbook.

Import Cleared Charges Form

Cleared Checks & Charges Import Template

After completing and saving the Excel import workbook, return to the BalanceWare import form and click on Proceed and a Windows Explorer will open. To complete the process, select the import workbook.

Journal Entries

Both Adjusting Journal Entries and Tax Entries are entered on the Journal Entry Form. There is also an option to automatically reverse a Journal Entry. The reversal occurs during the year-end close procedure.

The Journal Entry Header 

The header portion of the Journal Entry form contains the JE Number, Reference, Description, Notes, Tax Entry flag and Reverse flag. 

Journal Entry Number

Journal Entry numbers are assigned by BalanceWare.

Reference

Any meaningful reference for the journal entry.

Date

Date of the journal entry.

Preparer Notes

Double-click on preparer notes for the Engagement Documentation dashboard.

Prior Year JE's

List prior year journal entries and copy to current year; with or without amounts and an option to reverse.

   

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):

• Any journal entry (no icon, double click on preparer notes instead)
• Any cash disbursement batch (no icon, double click on preparer notes instead)
• Any other document (using the Documents button from the Client tab)
• Any BalanceWare form (using the icon, below)

 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)

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.

Income Tax Adjustment Flag 

Income Tax Adjustments are so indicated by clicking on the Income Tax Adjust checkbox or pressing F11.

Reverse Next Year Flag 

Journal Entries flagged Reverse Next Year will be processed during the year-end closing procedure; F12.

Delete 

The Delete button in the header portion of the journal entry will delete the entire journal entry. A JE delete is also accomplished with the F9 key. 

Journal Entry Form

Copy Prior Year Journal Entries

If BalanceWare is able to locate your prior year client file, an option to copy a journal entry from the prior year is available by clicking on the "Prior Year JE's" label. A report listing all the journal entries from the prior year will be displayed. Click on any of the journal entries to copy them to the current year. Options to reverse or copy accounts only, but not amounts is also available when copying. 

Prior Year Journal Entries

Journal Entry Detail 

Account Number

When entering an account number you can search for an account number by entering a few characters from the account name followed by the enter key.

Debit (Credit)  

The journal entry detail amount field is repopulated with the amount required to balance the journal entry, with all characters selected; therefore any character will replace the pre-populated amount. Debits are added as positive numbers, credits are either pre pended or appended with a minus sign.

History 

Account history is available for the selected account via the F2 function-key. 

Delete CD Line 

Press F10 or the Del CD Line button to delete the current entry on the detail continuous form. 

Bank Feed Dashboard

The Bank Feed Dashboard provides the ability to import transactions from a client bank feed, in either Excel or CSV format. Most bank feeds are CSV file, but some banks provide Excel files as well. If given a choice, the CSV file format is the best because it is void of extraneous information.

The importing process consists of a few steps, as follows:

1. Choose and bank account and an import file.
2. Map imported fields to BalanceWare fields.
3. Perform the import.
4. Edit transactions.
5. Update the import

The dashboard consists of 4-tabs, as follows: 

1. Configure Tab - Choose a bank, map fields, and import (steps 1-3)
2. Disbursements Tab - for editing cash disbursements (step 4)
3. Deposits Tab - for editing deposits (step 4)
4. Results Tab - for reviewing  the results of the update (after step 5)

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

Configure Tab 

Features 

• The import file can consist of one column for all amounts, or two columns; one column for deposits and another column for checks. 
• If there is one column for amounts, checks can be positive or negative, and deposits the opposite.
• Required field mapping
  • Transaction Date
  • Payee/Memo/Description
  • Amount (option)
  • If not using Amount, then both Deposits and Checks are required fields.
• Optional field mapping
  • Account Number
  • Check Number
• The dashboard will remember the field mappings for each bank account.

The Import Button

When configuring an import, the Import button will activate when the required information of the Configure tab is provided. This button will load the import into the dashboard for editing purposes. 

Configuration Tab

Disbursements Tab

The editable fields on the Disbursements tab are: 

• Date
• Check number
• Account number
• Payee

Transactions that will not be imported. 

• Dated beyond the client's fiscal year.
• Check numbers already entered into a Cash Disbursements journal.
• Missing account numbers

Many transactions do not have a check, or reference number, such as bank service charges or ACH transfers. In this instance, you can manually assign a check number, or use the AutoAssign Check #'s button to handle this task automatically, for all transactions without a check number already present.

Missing account numbers are AutoFilled if BalanceWare can find a similar transaction, previously imported using the Bank Feed Dashboard. Therefore it is best to start a client with an import of perhaps, one month. This will enable the auto fill feature to be utilized with subsequent imports.

Disbursements Tab

Deposits Tab 

The editable fields on the Deposits tab are: 

• Date
• Reference
• Account
• Memo 

Transactions that will not be imported.

• Dated beyond the client's fiscal year.
• Missing account numbers.

As with checks, BalanceWare will attempt to assign account numbers to deposits but will probably be unsuccessful with most deposit transactions. Since most deposits will be to one, or perhaps a few, different accounts, the dashboard provides the ability to assign a selected account to a transaction with a simple button click.  

Deposits Tab

Results Tab 

After all transactions edits, pressing the Update button will create journal entries and cash disbursement batches, by month.

The results tab will provide the following:

• Number of transactions in the bank feed
• Number of transactions recorded with the Update button
• Number and amount of deposit transactions recorded
• Number and amount of disbursement transactions recorded 
• A clickable list of journals created by the update

Results Tab

QB Transactions Dashboard

Import transactions from QuickBooks Online and/or QuickBooks Desktop using this flexible dashboard, found in the entries section of the Writeup tab. The basic steps are the same regardless of QuickBooks version, as follows:

1. Export a report from QuickBooks to Excel.
2. Import the Excel file into the QB Transactions dashboard
3. Assign QuickBooks accounts to BalanceWare accounts, as required
4. Record the import in BalanceWare
5. Edit recorded (posted) transactions as required, with flexible filtering.

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

Step 1 - Export a report from QuickBooks to Excel

The export procedure is the same regardless of the QuickBooks version (Online vs. Desktop), with one exception - the report used for the QuickBooks export. If using the Online version, a standard "Journal" report is exported. In the Desktop version, a standard "Custom Transaction Detail" report is exported.

When preparing the reports, the only customization required for the standard reports, are the starting and ending dates.

If using the Desktop version of QuickBooks, when exporting to Excel, all "Advanced" features on the QuickBooks/Excel export screen must be turned-off. Please see our 3-Minute Video for complete details.

Advanced Export Features

Step 2 - Import the Excel file into the QB Transactions dashboard

Select the "Quick Books" tab, and then click on the "Import" button in the form footer. Select the file that was created in Step 1. The number of valid transactions found, within the confines of the current fiscal year, are displayed upon completion of the import. These transactions are not "posted" or recorded, until the next steps are completed.

QuickBooks Import Tab

Step 3 - Assign QuickBooks accounts to BalanceWare accounts, as required,  and Step 4 - Record the import in BalanceWare

Select the "Chart of Accounts" tab, and  assign account numbers to QuickBooks accounts. Assignments are remembered for future imports. Once all assignments have been completed, the "Record this Import" button will be enabled. Click on the "Record this Import" button to "post" the import to client accounting.

Chart of Accounts Assignments Tab

Step 5 -  Edit recorded (posted) transactions as required, with flexible filtering.

The dashboard can be opened anytime to edit the imported transactions, using the various filtering controls found on the "Edit Recorded Transactions" tab. Account numbers can be changed based on filters, or on an individual transaction.

Transactions are deleted in a similar manner. To delete one or more transactions, filter the transaction list and deselect any "residual" records to be retained.  

Edit Recorded Transactions Tab

The "Edit Recorded Transactions" tab includes controls in the footer of the dashboard to print and export recorded transactions.

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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