Opening Balance Entry Grid Guide

A practical grid-entry guide for users who need to load or review beginning balances carefully during implementation or data migration.

Accounting & Closing Migration and Setup End-User Guide

Overview

Beginning-balance entry is often one of the most sensitive implementation tasks, and the grid format helps users review multiple rows more carefully.

Where To Find It

Customer / Vendor Details › Details tab › Opening Balance › Edit…

For customers and vendors, this beginning-balance grid is opened per partner: open the Customer Details or Vendor Details record, go to the Details tab, and click the Edit… button next to Opening Balance. The window that appears is titled “Enter Beginning Balances”.

Use the grid when loading or reviewing opening balances during implementation, migration, or controlled correction work. For the full step-by-step workflow, see the Opening Balances Guide.

How It Works

QBM provides a row-based balance entry grid with date, amount, number, reference, description, and — where applicable — currency and rate columns. Each row becomes one posted opening document.

  • Number is optional — leave it blank and QBM assigns a document number automatically.
  • Amount drives the document type: a positive amount becomes an invoice (customers) or bill (vendors); a negative amount becomes a credit memo.
  • Rows with a blank or zero amount are ignored when you click OK.
  • Date sets the posting period; the earliest date is checked against closed periods and may require the closing password.
  • OK saves; Cancel discards (you are asked to confirm if there are unsaved changes).

Main Areas

Area What It Means When To Use It
Balance entry rows Capture the opening-balance records line by line. Use it when multiple opening balances must be loaded or reviewed together.
Date and reference control Supports traceability of the opening-balance rows. Use it when the implementation team wants cleaner audit support.
Currency and rate Supports multi-currency beginning-balance entry where the system uses it. Use it when opening balances are not all in the base currency.

Recommended Workflow

  1. Prepare the opening-balance information before entering anything.
  2. Enter the rows carefully with date, amount, and reference values.
  3. Review all rows before saving, especially if multi-currency values are involved.
  4. Validate the resulting balances through the normal review process afterward.

Best Practice

  • Treat opening-balance entry as controlled implementation work.
  • Review imported or manually entered balances twice before final acceptance.
  • Use clear references so later review is easier.