Setup & Configuration

Open Balances

The Open Balances screen is used during initial setup to enter starting balances for customers, vendors, inventory items, and GL accounts. Balances can be entered manually or imported from an XML file. Each balance type has its own tab. When posted, offsetting entries are created against the Historical Balancing account defined in the Store Master. For a complete walkthrough, see the Quasar Guide. Access from Setup › System › Open Balances.

General

Store

The store to post opening balances against. Changing the store resets the station and employee lookups to that store’s context.

Station

The POS station associated with the posting.

Employee

The employee associated with the posting.

Account

The Historical Balancing GL account. All offsetting entries post to this account. Defaults to the account defined on the Store Master.

Total

Running total of all entered balances (read-only).

Customers Tab

Customers Table

Enter outstanding customer receivable balances as of the go-live date. When posted, a Card Adjustment is created for each customer with an offsetting entry to the Historical Balancing account.

Customer

Select the customer by name or number.

Date

The date of the opening balance (defaults to today).

Amount

The outstanding balance amount.

Vendors Tab

Vendors Table

Enter outstanding vendor payable balances. When posted, a Card Adjustment is created for each vendor with an offsetting entry to the Historical Balancing account.

Vendor

Select the vendor by name or number.

Date

The date of the opening balance (defaults to today).

Amount

The outstanding balance amount.

Items Tab

Items Table

Enter opening inventory quantities and costs. Only inventoried items that are stocked in the selected store can be entered. When posted, an Item Adjustment is created for each line with an offsetting entry to the Historical Balancing account.

Item

Select the item by number or scan code. Only inventoried items appear.

Description

Auto-populated from the item record (read-only).

Size

The unit size for the quantity (drop-down of available sizes).

Quantity

The on-hand quantity to set as the opening balance.

Total Cost

The total inventory cost for this quantity.

Accounts Tab

Accounts Table

Enter opening balances for GL accounts. When posted, a General Journal entry is created for each account with an offsetting entry to the Historical Balancing account.

Account

Select the GL account by name or number.

Debit

Opening debit balance.

Credit

Opening credit balance.

Import from XML

Click Import to load balances from an XML file. The file must have a BALANCES doctype and can contain any combination of <customer>, <vendor>, <item>, and <account> elements. Each element is matched by name or number to existing records in the database.

Customers and vendors match by name first, then by number. Items match by item number only. Accounts match by name first, then by number.

After import, all four tabs are populated with the imported data. Review the entries before clicking Post.

Buttons

Import

Opens a file dialog to select an XML balances file for import.

Post

Posts all entered balances. Creates Card Adjustments for customers and vendors, Item Adjustments for inventory, and General Journal entries for accounts. All offsetting entries post to the Historical Balancing account.

Cancel

Close the screen without posting.

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