Input Accounts Receivable Balance - Documentation Acosys

Used By

sales staff, cashiers, sales admins, or finance

Data Type

transaction

Search Keys

Invoice, Counter Account, Date

When to Use This Form

When the opening receivable balance from the old system needs to be brought into Acosys.
When finance needs to record existing customer receivables before new sales transactions start.
When the receivable balance per customer needs to match the opening report.

Before You Start

Make sure the division, counter account, and customer data are available.
Prepare the list of opening receivable balances per customer, including document numbers and dates if available.
Make sure the counter account has been approved by finance because it affects the opening journal.

Workflow

Open Sales & POS / Customers & Sales Team / Input Accounts Receivable Balance.
Fill in the division, invoice, date, time, counter account, and an opening note if needed.
Enter the Opening Receivable Balance details according to the opening balance per customer.
Match the detail total with the opening receivable report.
Save once the amounts and customers are correct.

Key Fields

Field	Explanation for Users	Status
Division `division`	Division indicates the business unit that owns the opening receivable balance.	Required
Invoice `id`	Invoice is the document number of the opening receivable balance.	Required
Date `transdate`	Date determines the opening period of the receivable balance.	Required
Time `transtime`	Time helps distinguish opening balance entries made on the same date.	Required
Counter Account `accountid`	Counter Account is the opening account used to balance the opening receivable entry.	Required
Opening Receivable Balance `customerbalance`	Opening Receivable Balance contains the opening balance details per customer, which must match the opening report.	Required
Last Modified `updatetimestamp`	Last Modified is audit information filled in automatically by the application.	Optional

Details and Relations

Opening Receivable Balance needs to be checked line by line because every line affects the customer's receivable balance.

What Happens After Saving

The opening receivable balance is saved as the basis of customer receivable reports.
The customer details affect the receivable balance collected in subsequent processes.
The counter account becomes the reference for the opening receivable journal.
If any required data or balance details are not valid, the application rejects the save and shows a validation message.

Common Problems

Opening balance cannot be saved: check the division, invoice, date, counter account, and customer receivable details.
Customer balance is wrong: match the details again with the opening receivable report.
Opening journal is wrong: check the selected counter account.
Data is hard to find: make sure the invoice number and opening date are clear.

Available Fields

The following list summarizes the fields available on the form. Rarely used fields are still listed so they are easy to look up during training or support.

Field	Explanation for Users	Status
Division `division`	Division indicates the business unit that owns the opening receivable balance.	Required
Invoice `id`	Invoice is the document number of the opening receivable balance.	Required
Date `transdate`	Date determines the transaction period and affects report filters.	Required
Time `transtime`	Time determines the transaction period and affects report filters.	Required
Counter Account `accountid`	Counter Account is the opening account used to balance the opening receivable entry.	Required
Opening Receivable Balance `customerbalance`	Opening Receivable Balance contains the opening balance details per customer, which must match the opening report.	Required
Note `memo`	Note is used for additional remarks so the reason for the entry or data change is easy to understand.	Optional
Created By `usercreate`	Created By is audit information filled in automatically by the application.	Optional
Modified By `useredit`	Modified By is audit information filled in automatically by the application.	Optional
Last Modified `updatetimestamp`	Last Modified is audit information filled in automatically by the application.	Optional

User Checklist

Division, invoice, date, and time of the opening balance are correct. The counter account follows finance's instructions. Customer receivable details match the opening report. The opening note is clear enough for audit.

Menu Location

Sales & POS / Customers & Sales Team / Input Accounts Receivable Balance
/form/inputreceivablebal

Quick Add from the Search Field

If the icon + appears next to a search field, you can set up the opening receivable balance account directly from this form without interrupting the opening balance entry.

Account

Available on the account field for opening receivable balance. If the counter account or the opening receivable account does not exist in the COA yet, click + to create it, then continue the same opening receivable balance entry.