> For the complete documentation index, see [llms.txt](https://kb.bevica.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://kb.bevica.com/bevica-select/opening-balances-inventory/bevica_select_-_paid_reserves_opening_balances_template.md).

# Paid Reserves Opening Balances Template

The Paid Reserve opening balances template lets you import your paid reserves directly into the **Paid Reserve Journal**, where they can be posted.

### Before you start

* Understanding the Configuration Worksheet: [Configuration Worksheet](/bevica-select/bevica_select_training/bevica_select_-_excel_template_data_migration.md#configuration-worksheet).
* Understanding Excel templates: [Excel Template Data Migration](/bevica-select/bevica_select_training/bevica_select_-_excel_template_data_migration.md#excel-template-data-migration).
* Items & Customers must exist.
* Inventory Posting Setup must be set up.

### Paid reserves open items template

The template is a pre-formatted spreadsheet with the fields you need to create your opening inventory paid reserve balances within Bevica.

You will need to prepare your Paid Reserve records by: Customer / Item / Location / Duty Status / Unit of Measure.

If Paid Reserves within this grouping have different condition, provenance, rotation number, etc., you may want to split those into multiple lines and assign each line its correct details.

The template has the following fields:

<table data-header-hidden="false" data-header-sticky><thead><tr><th width="147">Field ID / Name</th><th width="124">Related Table</th><th width="135">FieldType</th><th>Note</th></tr></thead><tbody><tr><td>1 <code>Journal Template Name</code></td><td>(82) Item Journal Template</td><td>Code 20 (Mandatory)</td><td>Set to PRSTD. Any value entered here must already exist in its related table.</td></tr><tr><td>41 <code>Journal Batch Name</code></td><td>(233) Item Journal Batch</td><td>Code 10 (Mandatory)</td><td>Set to Z_DATA MIG. Any value entered here must already exist in its related table. For large datasets, it is advised the <code>Commit Per Line</code> tickbox is enabled.</td></tr><tr><td>2 <code>Line No.</code></td><td></td><td>Integer (Mandatory)</td><td>Must be a unique number per line. Line numbers normally start with 10000 and increment by 10000, for example 10000, 20000, 30000.</td></tr><tr><td>4 <code>Posting Date</code></td><td></td><td>Date (Mandatory)</td><td>Enter a date here, typically the day before the go-live date.</td></tr><tr><td>34 <code>Source No.</code></td><td></td><td>Code 20 (Mandatory)</td><td>The No. for the customer that owns the paid reserve. Any value entered here must already exist in its related table.</td></tr><tr><td>3 <code>Item No.</code></td><td>(27) Item</td><td>Code 20 (Mandatory)</td><td>Any value entered here must already exist in its related table.</td></tr><tr><td>9 <code>Location Code</code></td><td>(14) Location</td><td>Code 10 (Mandatory)</td><td>Any value entered here must already exist in its related table.</td></tr><tr><td>5402 <code>Variant Code</code></td><td>5401 Item Variant</td><td>Code 10 (Mandatory)</td><td>Enter either DUTY PAID or DUTY FREE. Any value entered here must already exist in its related table.</td></tr><tr><td>5407 <code>Unit of Measure Code</code></td><td>5404 Item Unit of Measure</td><td>Code 10 (Mandatory)</td><td>Any value entered here must already exist in its related table.</td></tr><tr><td>13 <code>Quantity</code></td><td></td><td>Decimal (Mandatory)</td><td>The quantity in the Unit of Measure.</td></tr><tr><td>16 <code>Unit Price</code></td><td></td><td>Decimal (Mandatory)</td><td>The Price the customer paid for the stock in local currency. This may be used later to calculate VAT.</td></tr><tr><td>7 <code>Document No.</code></td><td></td><td>Code 20</td><td>An internal reference.</td></tr><tr><td>60 <code>Document Date</code></td><td></td><td>Date</td><td>An internal reference.</td></tr><tr><td>51 <code>Provenance/Source</code></td><td></td><td>Text 100</td><td>An internal reference.</td></tr><tr><td>52 <code>Condition</code></td><td></td><td>Text 100</td><td>An internal reference.</td></tr><tr><td>62 <code>External Document No.</code></td><td></td><td>Text 35</td><td>An internal reference.</td></tr><tr><td>58 <code>Internal Information</code></td><td></td><td>Text 100</td><td>An internal reference.</td></tr><tr><td>200 <code>Rotation No.</code></td><td></td><td>Code 20</td><td>An internal reference.</td></tr><tr><td>230 <code>Rotation Ref.</code></td><td></td><td>Code 20</td><td>An internal reference.</td></tr></tbody></table>

### Upload the journal

Once the template has been applied, navigate to the Paid Reserve Journal batch and check that the journal holds the same information as the data migration template used.

* Ensure all columns you have imported data into are visible.
* Have all the lines been imported?
* Select a number of lines at random, are they all correct and `Total Price` calculated correctly.
* You may want to export the journal lines to Excel and make sure the total quantities and amounts are what you expect.

### Post the journal

Before posting any opening balances, it is a good idea to copy the company as a backup, so you have a point to return to if there are problems once the **Paid Reserve Journal** has been posted. See [Bevica Select - Creating new Bevica companies](/bevica-select/bevica-select-data-migration/bevica_select_-_creating_new_bevica_companies.md) for information on how to do this.

### Reconcile

Once **Posted**, the entries need to be reconciled with the values from your old system and Bevica. The following should be checked:

* Quantity by Item/Customer (by Location, Variant, Unit of Measure)
* Value by Item/Customer (by Location, Variant, Unit of Measure)

Another trusted user, rather than the person who created and posted the opening balance, should perform these checks. They should do this using their own data source from your previous system and not rely on the migration files you used in case there were errors on those.


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