Zap the General Ledger - With or Without the Chart of Accounts: 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.

This document provides instructions to zap the general ledger. There are several reasons to run this utility:

Before you start this procedure, complete the Zap Worksheets, and run the necessary reports. Double check the opening balances before this utility is run. If this utility is being run to clean up errors in the accounts receivable balances or company payable balances make sure that you adjust for the differences before you enter in your opening balances into the system. If you need assistance with the opening balances please speak with your CPA. Accounting support is not responsible for the balances that you enter into the system.

This process takes time to complete.

You have two choices when you zap the general ledger:

This document is organized with the following sections:

Before the Zap 

Applied Systems recommends that you run following reports. These reports provide paper copies of what was in your system. They also show any items and/or differences that may need attention before finishing the zap. Should you decide that some of the items are not necessary for your agency, you may choose to omit them. Remember, though, 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 it.
  2. Run two Aged Receivables reports: 
  3. WinTAM

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

    DOSTAM

    Select RP-19.

  4. Print the Company Payables report, using the report mode balance to last month end.

    WinTAM

    Select Reports - Accounting for the Report Type and Company Payables for the Report Choice.

    DOSTAM

    Select RP-24.

  5. 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.

  6. Obtain a list of installed User Defined JEs.

    WINTAM

    From Home Base, click Utilities, Accounting, Receivables, and open the User Defined Transactions utility.

    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 the Binder Bill Payables Balancing report.

    WinTAM

    Select Reports - General Ledger for the Report Type and Binder Bill Payables Balancing for the Report Choice.

  9. Run the Stay in Balance Checks for Accounts Receivable. From the Month End menu, select In-balance checks and Accounts Receivable.
  10. Run the Stay in Balance Checks for Cash Journals. From the Month End menu, select In-balance checks and Cash Journals.
  11. Run the GL Balances Report. From the Month End menu, select In-balance checks and Accounts Payable.
  12. Run the Checkbook Reconciliation Worksheet and verify that you are in balance.
    1. From the Reconciliations menu, select Checkbook.
    2. Select a cash journal.
    3. Select worksheet.
  13. Print the GL Setup Options.

    WINTAM

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

    DOSTAM

    Select UT-6-8.

  14. Complete the Zap Worksheets
  15. Verify that all updates have been installed from the Updates page. 
  16. 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 to be faxed in. 

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 Empty Files/Zero Balances.
  5. Select 2 Zap General Ledger and Leave Chart of Accounts (to keep the chart of accounts) or 3 Zap General Ledger Including Chart of Accounts (to zap the chart of accounts). 
  6. The system empties the Database files. When the utility is complete, the system suggests that you pack and reindex all files.

    WINTAM

    Click Start, Programs, Applied Systems, Database Maintenance.

    DOSTAM

    Select UT-2-1-1-2.

After the Zap

You need the Zap worksheets that you completed to begin this part of the process.

Note: you must complete steps 1-7 before exiting the system installation menu. If you do not, you will receive startup errors, and nobody can access The Agency Manager.

  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 5 Chart of Accounts Maintenance. Complete this option only if you select to zap the chart of accounts.
  7. Select 6-Enter General Ledger Opening Balances.
  8. Select 7-Enter Payroll Reports Installation if you use this option. Enter accounts for Required Payroll Withholding, Wage Expense Account, Additional Withholding Accounts, and Subtract Tax Deferred from Gross.
  9. End all the way out back to the TAM prompt and re-enter TAM.
  10. Run the Stay in Balance Checks for Accounts Receivable. From the Month End menu, select In-balance checks and Accounts Receivable.
  11. Access UT-6-3 (if you zapped and removed the chart of accounts) to re-enter any account numbers to which your transactions may offset.
  12. Pack and reindex all files.

    Access DOSTAM-UT-2-1-1-2 (Version 6.03-6.2)

    Click Start, Programs, Applied Systems, Database Maintenance (Version 6.3)

  13. Run StartUp. Make sure that this successfully runs through. If you receive any errors contact Applied Systems Support for assistance.

Notes:

Last Revised: June 23, 2009 11:24 AM

SWE1893