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

Product: The Agency Manager Series 6

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.

    WinTAM

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

    DOSTAM

    Select RP-19.

  3. Run the Pending Transaction report.

    WinTAM

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

    DOSTAM

    Select RP-25.

  4. Print the Chart of Accounts.

    WinTAM

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

    DOSTAM

    Select UT-6-1-1.

  5. Run the Client History report.

    WinTAM

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

    DOSTAM

    Select RP-18.

  6. Obtain a list of installed User Defined JEs.

    WinTAM and DOSTAM

    Select UT-6-3.

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

    WinTAM

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

    DOSTAM

    Select GL-11-1.

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

    WinTAM

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

    DOSTAM

    Select RP-2-1.

  9. Run the Producer report.

    WinTAM

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

    DOSTAM

    Select RP-27.

  10. Run the Broker report if you use brokers.

    WinTAM

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

    DOSTAM

    Select RP-28.

  11. Run the Miscellaneous Production report.

    WinTAM

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

    DOSTAM

    Select RP-29.

  12. Run the Stay in Balance Checks for Accounts Receivable. From the Month-End menu, select In Balance Checks.
  13. Run the Stay in Balance Checks for Cash Journals. From the Month-End menu, select 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.

    WinTAM and DOSTAM

    Select UT-6-8.

  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. Access DOSTAM UT-3 Support Utilities.
  3. Enter the Support Technicianís Name and the Access Code (the Support technician provides the correct code).
  4. Select 4-1 Zap All Accounting. This removes all client and general ledger transactions from the system. The chart of accounts and agency structure are also deleted.
  5. The system proceeds and empties the database files. When the utility finishes, the system suggests that you reindex all files (DOSTAM-UT-2-1-1-1 ).

Note: When you run the zap all 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.

Note: Users on versions 6.0.3 and below will need the Code of the Day and their technician's name to complete all steps.

  1. Open a command prompt, access your TAM drive, and access the \TAM directory.
  2. Type SYS_INST and [Enter].
  3. Select Yes to proceed.
  4. Enter the EXECUTIVE USERCODE and PASSWORD.
  5. Select 2-1 Install Initial Accounting Month. This defaults to the current month.
  6. Select 3-Month-End Information and go into each suboption on this menu to set up your month-end information. You should have this information on the worksheets you completed before the zap.
  7. Select 10-Install Writeoff Maximum.
  8. Select 5-Chart of Accounts Maintenance.
  9. Select 6-Enter General Ledger Opening Balances.

    Note:  To exit this area, the debits and credits must equal.

  10. Select 7-Enter Payroll Reports Installation (if you use this option).
  11. Select 4-Enter Customer 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:

    1. Run the Miscellaneous Production report.

      WinTAM

      Select  Reports - Accounting for the Report Type and Misc. Production Report for the Report Choice. Change the parameter to run for a selected transaction typeóMSC. Make sure that you use the correct accounting month in the date parameter.

      DOSTAM

      Select RP-29. Change the parameter to run for a selected transaction typeóMSC. Make sure that you use the correct accounting month in the date parameter.

    2. Run a Status of Accounts report.

      WinTAM

      Select  Reports - General Ledger for the Report Type and Status of Accounts for the Report Choice. The opening balance for the account should equal the total of the MSCs on the Miscellaneous Production report.

      DOSTAM

      Select GL-11-1. The opening balance for the account should equal the total of the MSCs on the Miscellaneous Production report.

  12. End all the way out back to the TAM prompt.
  13. Re-enter TAM and access DOSTAM-UT-6-3 and enter any of the User-Defined Transactions that you want to use.
  14. Pack and reindex all files through DOSTAM-UT-2-1-1-2.
  15. Run Start Up. Make sure that this successfully runs through. If you receive any errors contact Applied Systems Support for assistance.

Note: The GL Opening Balance for Accounts Receivables and the total of the Customer Opening Balances must match. If not, you will never be able to balance your Accounts Receivable. If you were out of balance before the zap, re-entering the same customer and GL balances from before the zap as your new opening balances does 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

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

Last Revised: June 23, 2009 11:23 AM

SWE1894