Trial Balance Opening Balances Template

Before you start

• Understanding the Configuration Worksheet: Configuration Worksheet.
• Understanding Excel templates: Excel Template Data Migration.
• Understanding how financial opening balance imports work: Bevica Select - Finance Data Migration Overview.

Map G/L accounts

You will need to map the G/L Account number from your old system to the relevant G/L Account number in Bevica. In addition to this, you will need to switch the following accounts to be the migration control account (in the ZZ99XX range):

• Sales Ledger Control Account - do not post to 2310, post to ZZ9910 instead
• Purchase Ledger Control Account - do not post to 5410, post to ZZ9920 instead
• Bank Control Accounts - do not post to accounts in the 2900..2990 range if they are linked to a bank account, post to ZZ9930 instead
• Stock Control Account - do not post to 2120, post to ZZ9950 instead

Once the TB has been loaded in, accounts ZZ9910 to ZZ9950 should all equal zero. If any have a balance, then the entries brought over as part of the SL, PL, Stock, or Bank data migration didn't equal the total of the ledger control accounts in your old system.

VAT amounts

If you are going live part way through a VAT quarter and have opening input and output VAT values on your trial balance, post these values to the VAT input and output accounts in Bevica. Note that you will need to switch on Direct Posting for the journal to post. Remember to switch it back after the journal has been posted.

For more information see Opening VAT Balances

Create a manual journal

If you would prefer to create the opening trial balance journal manually rather than importing a template, navigate to the General Journal and open the ZZ-DM journal batch. Populate the columns listed below except for:

• Journal Template Name
• Journal Batch Name
• Line No.

Template

The template is a pre-formatted spreadsheet with the fields you need to create your opening trial balance transactions within Bevica.

You will need a list of opening balances per G/L Account from your old finance system. This may be one value per G/L Account or the balance may be broken down by Dimension combinations.

The template has the following fields:

Field ID / Field Name	Related Table	FieldType	Note
1 Journal Template Name	(82) Gen. Journal Template	Code 20 (Mandatory)	Enter GENERAL
51 Journal Batch Name	(232) Gen. Journal Batch	Code 20 (Mandatory)	Enter ZZ-DM
2 Line No.		Integer (Mandatory)	Must be a unique number per line. Line numbers normally start with 10000 and increment by 10000, for example 10000, 20000, 30000.
5 Posting Date		Date (Mandatory)	Set all Posting Dates to the date before go-live. For example, if you are going live 01/01/22 then you should have all posting dates set to 31/12/21.
76 Document Date		Date (Mandatory)	Set this to be the same as the Posting Date.
6 Document Type		Option (Leave Blank)	Leave this blank.
7 Document No.		Code 20 (Mandatory)	The whole journal should have the same document number, for example OPENBAL.
77 External Document No.		Code 35 (Optional)	Populate this if you have another reference to bring across
3 Account Type		Option (Mandatory)	Enter G/L Account
4 Account No.	(15) G/L Account	Code 20 (Mandatory)	The G/L Account in Bevica. Any value entered here must already exist in its related table.
8 Description		Text 100 (Mandatory)	Enter a relevant description.
13 Amount		Decimal (Mandatory)	Enter the Amount.
11 Bal. Account Type		Option (Mandatory)	Enter G/L Account
63 Bal. Account No.	(15) G/L Account	Code 20 (Mandatory)	Enter ZZ9940
Dimensions		(Optional)	Enter the relevant dimensions. Any value entered here must already exist in its related table.

Upload the journal

Once the template has been applied, navigate to the General Journal ZZ-DM 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 (with the exception of Journal Template Name, Journal Batch Name, and Line No.).
• Have all the lines been imported?
• Select a number of lines at random. Are they all correct and the values both correct?
• Export the journal lines to Excel and make sure the details look correct, including dates and values.
• Select Post/Print then Preview Posting. Check the entries that will be posted look correct.

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 General Journal has been posted. See Bevica Select - Creating new Bevica companies for information on how to do this.

Reconcile

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

• Balance on G/L Accounts. Check that the figures on your old system and Bevica match. On the Chart of Accounts page, set a Date Filter to be the Posting Date of the journal imported. You will see the Balance field which will be the total for each G/L Account.
• Check the data migration control accounts in the ZZ9910 to ZZ9950 range equal 0.

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.