Zap All Accounting - General Ledger and Client Transactions: Utility Overview and Procedure

Product: The Agency Manager, Series 7 and above

Warning: This document covers advanced material that significantly alters your system. Read this document completely before following these steps! If you are unsure of any of the workflows, review the help file or training materials or contact Support for assistance.

The Zap All Accounting Activity procedure zaps (deletes) all accounting activity. It deletes every customer, broker, lienholder, and finance company transaction. It also deletes every transaction in your general ledger, including cash receipts, cash disbursements, journal entries, and vouchers. It deletes your entire chart of accounts and agency structure. You will need to set up your month-end options again after running this procedure.

Before beginning the procedure, complete the Zap Worksheets, and run the necessary reports. Double check your opening balances. If you run this utility to clean up errors in accounts receivable, company payables, or the client balances, adjust for differences before entering in the opening balances. If you need assistance with the opening balances, please speak with your CPA. Accounting Support is not responsible for the balances you enter into the system. Be aware that this procedure takes time to complete.

This document is organized with the following sections:

Before the Zap

Applied Systems recommends the following steps. Should you decide that some of the items are not necessary for your agency, you may choose to omit them, but remember that the hard copies of the reports will be all you have to refer to in the future.

  1. Run a complete backup and verify the data.
  2. Run the Aged Receivables report.

    Select Reports - Accounting for the Report Type and Aged Receivables for the Report Choice.

  3. Run the Pending Transaction report.

    Select Reports - Accounting for the Report Type and Pending Transactions for the Report Choice.

  4. Print the Chart of Accounts.

    Select Reports - General Ledger for the Report Type and Chart of Accounts for the Report Choice.

  5. Run the Client History report.

    Select Reports - Accounting for the Report Type and Client History for the Report Choice.

  6. Obtain a list of installed User Defined JEs.

    From Home Base, click Utilities, Accounting, Receivables, User Defined Transactions.

  7. Run a Status Accounts report for all accounts for all years on file.

    Select Reports - General Ledger for the Report Type and Status of Accounts for the Report Choice.

  8. Run Production Report for all years the agency was in TAM.

    Select Reports - Management for the Report Type and Production for the Report Choice.

  9. Run the Producer report.

    Select Reports - Accounting for the Report Type and Producer Report for the Report Choice.

  10. Run the Broker report if you use brokers.

    Select Reports - Accounting for the Report Type and Broker Report for the Report Choice.

  11. Run the Miscellaneous Production report.

    Select Reports - Accounting for the Report Type and Misc. Production Report for the Report Choice.

  12. Run the Month-End In Balance Checks for Accounts Receivable. From the Month-End menu, select Month-End In Balance Checks.
  13. Run the Month-End In Balance Checks for Cash Journals. From the Month-End menu, select Month-End In Balance Checks.
  14. Run the Checkbook Reconciliation Worksheet and verify that you are in balance. From the Reconciliations menu, select Checkbook, select a Cash journal, and select Worksheet.
  15. Print the GL Setup Options.

    From Home Base, click Utilities, Accounting, Setup, and run the GL Setup Report.

  16. Verify that all updates have been installed from the Updates page.
  17. Complete the Zap Worksheets.
  18. Contact Accounting Support if you have any questions about this procedure or if you need assistance in running this utility. Support will let you know if they need any of the above documents faxed to Applied Systems.

Run the Zap Procedure

  1. All users must exit TAM completely.
  2. Click Start, Programs, Applied Systems, Utility Manager.
  3. Select Accounting, GL, Zap, and click the Continue arrow.
  4. Select Zap all Accounting and click Next.  
  5. The system empties the database files. When the utility finishes, the system automatically packs and reindexes all files.

Note: When you run the procedure, it runs for all agencies. You cannot select the agency for which you want this utility run.

After the Zap

You will need the worksheets that you faxed to Support to begin this part of the process. You must complete steps 1-9 before exiting the System Installation menu. If you do not complete those steps, you will receive in startup errors that prevent users from accessing The Agency Manager.

  1. Click to Start, Programs, Applied Systems, System Installation.
  2. Enter the EXECUTIVE USERCODE and PASSWORD or a user code and password that has access to the options listed below. 
  3. Select Install Initial Accounting Month. This defaults to the current month. 
  4. Select Install Month-End Options and go into each suboption on this menu to set up your Month-End information. You should have already filled out this information on the worksheets you filled out before the zap.
  5. Select Install Writeoff Maximum.

    Note:   This is for version 7.0.0 only. If you are on TAM 7.1.0 or above, the write of maximums are located in Security Manager. 

  6. Select Account Maintenance.

    Enter/Revise Chart of Accounts.*

    Enter the Chart of Accounts. If an account is a cash account, select the Cash Journal checkbox to assign it a journal number. 

    Enter/Revise Required Accounts

    Enter the required General Ledger Account Numbers. 

  7. Select Account Maintenance, and Enter Payroll Reports Installation if you use this option. Enter information for the following options:
  8. Select Enter General Ledger Opening Balances. When entering these balances, the debits and credits must equal you can exit the area. 
  9. Select Client Opening Balances.**

    The total of the customer opening balances should equal the opening balance entered for the Accounts Receivable General Ledger Account. You can compare the balances on the Miscellaneous Production report (customer balances) to the Status of Accounts (general ledger balances) to verify that you are in balance: 

    Run the Miscellaneous Production Report

    1. Select  Reports - Accounting for the Report Type and Misc. Production Report for the Report Choice.
    2. Change the parameters to run for a selected transaction type: MSC. Make sure that you use the correct accounting month in the Date parameter.

    Run a Status of Accounts

    1. Select  Reports - Accounting for the Report Type and Status of Accounts for the Report Choice.
    2. The opening balance for the account should equal the total of the MSCs on the Miscellaneous Production report.
  10. Exit the System Installation menu.
  11. Log into TAM.
  12. Run the Month-End In Balance Checks for Accounts Receivable. From the Month End menu, select Month-End In Balance Checks and Accounts Receivable.  Contact Support if there is a difference in your receivables.
  13. Run the Month-End In Balance Checks for Cash Journals. From the Month-End menu, select Month-End In Balance Checks and Cash Journals. Contact Support if there is a difference in your cash journals.
  14. Access Utilities, Accounting, Receivables, User Defined Transactions to re-enter in any account numbers that your transactions may be offset to.
  15. Pack and reindex all files. Click Start, Programs, Applied Systems, Database Maintenance.
  16. Run TAMSTART. Make sure that this successfully runs through. If you receive any errors, contact Applied Systems Support for assistance.

*Note: After the zap, your reconciliation worksheet will not balance to your bank statement until all outstanding items (from before the Zap) clear.

**Note: GL Opening Balances for accounts receivables and the Customer Opening Balances totals must match. If not, you will never balance your accounts receivable. If you were out-of-balance before the aap, re-entering the same customer and GL balances from before the zap as your new opening balances will not put you into balance. Your agency must make any necessary adjustments to the customer balance and/or General Ledger account balance to ensure they match. Applied Systems cannot determine opening balances for you!

Last Revised: October 20, 2010 04:37 PM

SWE36805