In GEM-CAR, we recommend 3 startup steps:
GEM-CAR Startup
The GL chart of accounts must be correct before GoLive (Using GEM-CAR’s chart is free; otherwise, the client will have to pay a $2000 fee for the GEM-FINANCES team to merge their own chart with ours).
Add GL 3520 in the installation profile (Capital: import adjustment – Credit – group account – Non Taxable) if it is not already present.
In the menu Accounting > Chart of Accounts > +Add, you can create a new account.
Complete the following fields in the Info tab:
Internal code
Name
Start Balance
Financial
Type
Currency
Account type
Check or uncheck the following boxes (as needed):
This account is used for payments/receipts
This account is taxable
GO LIVE GEM-CAR
At the Go Live of GEM-CAR, import payables and receivables, then attach the supporting documents to the transaction, either using the tool or a file.
First, associate the adjustment account in Accounting > Configurations > Configurations.
On the Accounting module configurations page, add the account 3520 - Migration GAP in the Adjustments/Importations account field.
If you hover your mouse over Adjustments/importations account, a blue tooltip will appear with the following message:
“This account will be considered as an adjustments account, for example, to enter opening balances for your customers/suppliers”
Importing Payables and Receivables
You can ask an agent to handle the transfer or do it yourself:
-
Via Excel file
Excel transfer from V14 or another system
Manually
Example – Account Receivable
Click on the menu Accounting > Transactions > +Add
In the next page, do the following:
Add the client
Click on the Invoice (D+) button
Use counterpart 3520 as the credit (instead of parts sales)
In Reference, enter the old invoice number
Date: Use the client’s invoice date
Example – Account Payable
Click on the menu Accounting > Transactions > +Add. In the corresponding page, do the following:
Add the supplier
Click on the Invoice (C+) button
Date: One day before GO LIVE, or the real invoice date if entered one by one
In Name: Enter the old invoice number if invoices are entered one by one
Use counterpart 3520 as the Debit, and the receivable amount as the Credit
Accounting Startup
Enter the BV as a transaction
Validate that the GLs from the BV match those in GEM-CAR. You must associate GEM-CAR’s GLs to your BV or create them if they don’t exist (e.g., Truck Depreciation).
Enter the transaction date as that of the BV and attach the supporting documents in the transaction (e.g., the BV).
When entering the transaction, the GLs used for payables and receivables must be changed to 3520 (Migration GAP).
With default GEM-CAR GLs vs the Excel from Simple Accounting.
If payables don’t balance, add an adjustment transaction.
Example: A $1000 Napa invoice was entered in Simple Accounting, but not in GEM-CAR.
Add the accounting transaction with:
Date: Prior to the BV
Reference: Importation Adjustment BV Napa
Name: Importation Adjustment BV Napa
If receivables don’t balance, add an adjustment transaction.
Example: A $1000 office furniture sales invoice was entered in Simple Accounting, but not in GEM-CAR.
Add the accounting transaction with:
Date: Prior to the BV
Reference: Importation Adjustment BV - Client
Name: Importation Adjustment BV - Client's name
Here is the paper transaction breakdown:
Conclusion: The balance of 3520 should be zero at the end of the BV entry.
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