How to Manage Opening Balances

The Opening Balance module allows you to record the initial financial balances for your accounts when setting up your system or beginning a new financial period. This guide will walk you through viewing, filtering, creating, and managing your opening balances.

**[Image: Main dashboard showing navigation to Accounts and Opening Balance]**

1. Navigating to the Opening Balance Page

1. Log in to your AiPSoft dashboard.
2. On the left-hand navigation menu, click on Accounts to expand the section.
3. Select Opening Balance from the dropdown list.

2. Viewing and Filtering Existing Balances

Once on the Opening Balance page, you will see a list of all your recorded opening balances. If you are starting fresh, the table may display "No data available."

**[Image: The Opening Balance list view with filter options highlighted]**

You can use the tools at the top of the screen to find specific records:

• Search Bar: Type keywords or reference numbers to quickly locate a specific entry.
• Status Filter: Filter the list by approval status (e.g., view only approved or pending entries).
• Branch Filter: Select a specific branch from the dropdown to see only the opening balances associated with that location.
• Date/Calendar Filter: Click the calendar icon to filter entries that fall within a specific date range.

3. Creating a New Opening Balance

To record a new opening balance, follow these steps:

1. Click the blue + Add New button in the top right corner of the screen.
2. Fill in the Header Information:
   • Voucher: The system automatically generates concurrent voucher numbers.
   • Branch: Select the relevant branch for this transaction from the dropdown menu.
   • Date: Choose the effective date for this opening balance.
   • Remark: Enter any general comments for the whole voucher (e.g., "Initial setup done by John on April 3rd").

**[Image: The Add New Opening Balance form showing header and account line details]**

3. Add Account Details:
   • Click into the Account Name field and select the specific account head from the dropdown menu (e.g., Round Off, Cash Account).
   • Depending on the nature of the balance, enter the financial amount into either the Debit (+) column or the Credit (-) column.
   • Add specific details in the Notes column for this individual line item if needed.
4. If you need to enter balances for multiple accounts at once, you can continue adding new rows to the grid.

4. Customizing the Entry Grid (Settings Tab)

You can customize which columns are visible when adding an opening balance to make data entry easier.

**[Image: Settings tab showing toggle switches to hide or show specific columns]**

1. While on the Add New Opening Balance screen, click the Settings tab located just above the data entry grid (next to the Accounts tab).
2. You will see a list of parameters and columns. Use the toggle switches on the right to show or hide specific columns from your view.
3. Toggle off any columns you do not need, and click Save to apply your preferences.
4. Click back to the Accounts tab to return to your data entry.

5. Saving and Managing Your Entries

1. Once you have entered all your account balances correctly, click the blue Save button at the bottom of the screen.
2. A success notification stating "Journal Entry Created Successfully" will appear at the top of the screen.
3. You will now see your new entry logged in the main Opening Balance list.

Reviewing Details and Exporting

To view the full details of a saved entry, simply click on the Voucher Number link in the list. This opens a detailed view of the journal entry without allowing accidental edits.

**[Image: Action menu dropdown highlighting Export, Print, and Approval options]**

For additional actions, check the box next to an entry on the left side of the row. This activates several options at the top of the list:

• Print: Print the voucher directly.
• Export to PDF / Export to Excel: Download the record in your preferred format.
• Delete: Remove the entry completely (requires appropriate permissions).

The Approval Workflow

By clicking the More dropdown (either at the top after checking a box, or on the row itself), you access the approval settings:

• Submit for Approval: If the user entering the balance (such as a cashier) does not have the final authority to approve it, they can select this option. It sends the entry to an Administrator for review.
• Approve: If your account has Administrator privileges, you can click this to immediately approve the balance and finalize the entry into the system's active accounts.