Importing Opening AR Balances

Step 1

Create a 5 column csv file with no header row and the following column structure (the second row is an example), which contains the aged AR balances from your legacy system as at the last day of the month before your Go Live date with Buz Club Software:

ClubID Current 1 month 2 months 3 months +
1000 2387.59 123.44 25.00 0
  • Each cell must have a value, even if it is zero
  • Negative values should be proceeded by a minus sign (do not use brackets)
  • ensure that there are no extra rows or columns in the file.

Save the file with the name OpeningAR.csv on the file server in the folder C:\Buzsoftware\Imports.  If the folder does not exist, create it.

Verify that the grand total for all of the periods matches the AR balance in your legacy system. If it does not balance and you cannot reconcile and resolve the differences, make a note of the difference as it may have to be written off.

Step 2

In the Billing Manager setup, ensure that all member statuses are turned on.  Once the opening balances have been imported and posted, revert to the default settings, which is typically Active members only.

Step 3

Verify the existence of a sales item with an item_id of OAR, which resides in an inventory category with a sales account number of 99997///.  If the item as described, dose not exist, contact Buz Support (tickets@buzsoftware.com).

Step 4

In Buz Club Manager go to Reporting|Reports|Support and launch Support Utility: Opening AR Reconcilitaion.  Run the report.  It will provide a list of members with opening balances, who do not exist in the member database in Buz Club Manager.  Print the report for reference purposes.  If you cannot find the above referenced report contact Buz Support (tickets@buzsoftware.com).

Step 5

In Buz Club Manager go to Reporting|Reports|Support and launch Support Utility: Post Opening AR Balances.  Run the report.  Select the OpeningDate which is the Go Live date.  Enter the Code which is $golive$ and click update.  If the import is successful, you will get the message: Success - Balances for members have been uploaded for posting.  If you get an error message, contact Buz Support (tickets@buzsoftware.com).

Step 6

In Buz Club Manager, go to Accounts Receivable|Billing Manager and click on the soting button to post the opening balances.  When the list loads, click post.

Congratulations!