General Ledger - Opening Balance Workflow

Product: WinTAM V 6.2.0.

This document for entering the general ledger opening balances.

For this procedure all workstations must be logged out of the system.

  1. From the DOS prompt, type G: (or the drive letter that TAM is loaded on).
  2. At the G:> prompt, type CD\TAM.
  3. From the G:\TAM> prompt, type SYS_INST.
  4. Click OK to proceed and choose Y.
  5. Enter the executive user code and password.
  6. The System Installation Menu will appear, select 2: Initial TAM Setup.
  7. Choose 6: Enter General Ledger Account Opening Balances.
  8. Select 1: Enter Opening Balances.
  9. A red warning will appear; Using this program to modify balances after your initial setup is very dangerous! Be certain you know what you are doing!, press Enter to continue.
  10. Enter the agency number (1 will default). This will bring up the agency information regarding the Fiscal Year and Current Accounting Month. When prompted for Any Changes?, type N, and press Enter.  
  11. A list of GL accounts will appear along with a Debit and Credit column. Note: Depending on the number of accounts this list can be several pages/screens in length.
  12. Type R (Revise) and press Enter. The cursor will appear in the debit column of the first GL account. If the figure is a debit, enter it here. If the figure is a credit press the Enter key and the cursor will move to the credit column where the figures can be entered.
  13. Note: The Enter key will move the cursor from the debit to credit column and then down to the next GL account. The Up Arrow Key will allow the user to maneuver back to an account that was passed.

  1. Using the Enter key will allow to movement through the list. If no more entries are needed on this screen press [CTRL] + [W] to complete the page and pull in the option menu at the bottom of the screen.

Option Menu

C (Change): This gives the ability to enter a specific GL account, which will bring up the screen containing this account. In the screen, the requested account will appear as the first account. Note: Enter the Branch Number, Department Number, and then the GL Account Number.

R (Revise): This will move the cursor to the debit column for the first GL account on the screen.

B (Back) : The previous screen will be displayed.

N (Next): The next screen will be displayed, a continuation of the GL accounts.

Z (Zero): This will zero out any figures that have been entered.

P (Print): This allows the GL opening balances to be printed.

E (End): To end and save the data.

  1. When all of the opening balances have been entered, type E to end. The system will then check the figures to see if they are in balance. If they are in balance, the user will be returned to the GL Opening Balances Menu. If they are not in balance, the system will show both the debit and credit totals and not permit to end.  See below of the steps to follow if in balance or not in balance.

In Balance

  1. From the GL Opening Balance Menu, select #1: Enter Opening Balances
  2. Choose P (Print) for the list of opening balances.
  3. Select #2: Run Balance Sheet (Run report and print).
  4. Choose #3: Run Income Statement (Run report and print).

Out of Balance

  1. Review all figures entered to check for a transposed number or if a figure was placed in the wrong column. Note: It is easier to check if the list is printed.
  2. If the error cannot be located, enter the figure for the difference in the last account of the list (this is temporary) and keep note of  the GL account number.
  3. Select E to End, twice, and then choose 5: Chart of Accounts Maintenance.
  4. Choose Enter/Revise Chart of Accounts. Then add another GL account as an offset for the opening balance difference, e.g., 2999 Go Live Balance Difference.
  5. From the Initial TAM Setup Menu, select 6: Enter GL Account Opening Balances and 1: Enter Opening Balances
  6. Enter the figure for the difference in the appropriate column (debit or credit) for the offset account you just created. 
  7. Go to the account where the difference was entered in earlier and change the figure to 0. The accountant will review the offset account and advise what is to be done with the balance in that account, usually at year-end.
  8. Select E to end. Everything should be in balance. Follow the In Balance steps and complete the three reports.
  1. Continue to enter E to end each menu until the G:\TAM> prompt is approached. 
  2. Type Exit. This will close DOS and return to the desktop.

Last Revised: February 19, 2008 02:00 PM