Zap the General Ledger - With or Without the Chart of Accounts: 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.
This document provides instructions to zap the general ledger. There are
several reasons to run this utility:
- You have not used the
accounting system in TAM and want to start using it.
- You entered a small portion of accounting data and want to start using
the accounting system fully.
- You used the
accounting system, but you have not kept the information up-to-date. Now, the account
balances are off, and you would like them to be what they should be.
- You want to
change the fiscal year to a different one in the system. If
this is the reason you need to zap the general ledger and you want
to keep your general ledger history, please contact Sales at 1-800-999-5368 to see what other
options are available.
Before you start this procedure,
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:
- Zap General Ledger and Leave Chart of Accounts:
This procedure removes every entry in your
general ledger, including cash receipts, cash disbursements, journal entries,
and vouchers. It leaves your chart of accounts and resets all balances to
zero. Customer transactions and balances are left intact.
- Zap General Ledger Including Chart of Accounts:
This option removes every entry in your general
ledger, including cash receipts, cash disbursements, journal entries, and
vouchers. It deletes your entire chart of accounts. Customer balances and
transactions are left intact.
This document contains the following sections:
Before the Zap includes steps that prepare for the zap and items that must be faxed
to your assigned accounting support technician.
Run the Zap includes instructions for running the
After the Zap includes steps to reset the system after the
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.
- Run a complete backup and verify it.
- Run two Aged
- Use the report
mode J/E Between items. This report shows you any open client
items that you can apply together.
- Use the report
mode Balance to Month End.
Select Reports - Accounting for the Report Type and Aged
Receivables for the Report Choice.
Company Payables report, using the report mode balance to last
Select Reports - Accounting for the Report Type and
Company Payables for the Report Choice.
Print the Chart of Accounts.
Select Reports -
General Ledger for the Report Type and Chart of
Accounts for the Report Choice.
Obtain a list of installed User Defined JEs.
From Home Base, click Utilities, Accounting, Receivables,
and open the User Defined Transactions utility.
Run a Status Accounts report for all accounts for all
years on file.
Run the Binder Bill Payables Balancing report.
Select Reports - General Ledger for the Report Type and
Binder Bill Payables Balancing for the Report Choice.
Run Stay in Balance Checks for Accounts Receivable. From
the Month End menu, select In-balance checks and
Run Stay in Balance Checks for Cash Journals. From the
Month End menu, select In-balance checks and
Run the GL Balances Report. From the Month End
menu, select In-balance checks and Accounts Payable.
Run the Checkbook Reconciliation Worksheet and verify that
you are in balance.
Print the GL Setup Options.
- From the
Reconciliations menu, select Checkbook.
- Select a cash
- Select worksheet.
From Home Base, click Utilities, Accounting, Setup,
and run the GL Setup Report.
- All users must exit TAM completely.
- Access Start, Programs, Applied
Systems, Utility Manager.
- Select the Accounting folder, GL folder,
and click the Continue arrow.
- Select that zap option that you wish to run and click Next:
Select the agency for which you want the zap and click Run.
The system proceeds and empties the database files. When the
utility finishes, the system automatically packs and reindexes all files.
- General Ledger
and Leave Chart of Accounts
(Keep the chart of accounts.)
- Zap General
Ledger Including Chart of Accounts
(Zap the chart of accounts.)
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.
- Click Start, Programs, Applied
Systems, System Installation.
- Enter the EXECUTIVE USERCODE and PASSWORD.
- Select Install Initial Accounting Month. This
defaults to the current month.
- Select Account Maintenance, Enter/Revise Chart
of Accounts. Complete this option only if you zapped the
chart of accounts.
Select Account Maintenance, Enter Payroll
Reports Installation (if you use this option). Required accounts
Withholding, Wage Expense Account, Additional Withholding Accounts, and Subtract
Tax Deferred from Gross.
Select Enter General Ledger Opening Balances. When
entering these balances, the debits and credits must equal to exit this area.
Exit out of the System Installation menu.
Log into TAM.
Run the Month-End In-Balance Checks for Accounts Receivable. From the
Month End menu, select Month-End In-balance Checks,
If you zapped and removed the chart of accounts,
access Utilities, Accounting,
Receivables, User Defined Transactions to re-enter any account numbers
to which your transactions may offset.
Pack and reindex all files.
- Enter the Chart of
Accounts. If an account is a cash account put a check mark in the box for
Cash Journal to assign it a journal number. Click on the journal tab and
make sure that you enter in your last check number and last check printed
number in to make sure that your check numbers match the sequence that you
are using with your bank.
- Enter the required
General Ledger Account Numbers.
- Click Start, Programs, Applied Systems, Database Maintenance.
- Run TAMSTART. Make sure that this successfully runs through. If you receive any errors
contact Applied Systems Support for assistance.
- After the GL Zap, your
reconciliation worksheet will not balance to your bank statement until all
of the outstanding items (from prior to the Zap) have cleared.
- It is imperative that
the GL Opening Balance for Accounts Receivables and the total of the
Customer Opening Balances match. If not, you will never be able to balance
your Accounts Receivable. If you were out of balance prior to the Zap,
reentering the same customer and GL balances from before the Zap as your new
opening balances does not put you into balance. The agency must make any
necessary adjustments to the customer balance and/or General Ledger Account
balance to ensure that they match. Applied Systems cannot determine
opening balances for you.
June 23, 2009 11:24 AM