Creating Beginning Balance Journal Entries (Subsidiary Ledger)

This topic shows you how to take the system account detail from your previous agency management system, and enter that same level of detail into your new AMS360 system. The accounts that have supporting detail are called subsidiary ledgers: the sum of their individual totals must match the total of one general ledger account.

In other words, some account totals in a general ledger need to be backed up by a detailed ledger (subsidiary ledger) that divides the account into manageable pieces by customer/policy/invoice.

From your prior management system, be sure to run the subsidiary ledger reports (in bullets below) and your general ledger report as of the last day of the prior month before your AMS360 "Live" date.

Before you begin data entry, be sure that all of your subsidiary ledgers are in balance with their specific accounts in the general ledger. Any discrepancies should be resolved prior to entering the subsidiary beginning balances and the general ledger beginning balances. Please work with your agency's bookkeeper, accountant, system administrator or prior system support department to achieve balanced reports.

  • Customer Accounts Receivables
  • Broker Accounts Receivables
  • Finance Company Receivables
  • Broker Commission Payables
  • Insurance Company Net Payables
  • Brokerage Company Net Payables
  • Fee Company Net Payables (tax and fee agencies)
  • Employee Commission Payables

However, if your "old"management system does not have this level of detail for the above accounts OR if you do not want to re-enter this level of detail into AMS360, you can re-enter the totals to the appropriate conversion accounts, or just by Customer, by Customer/Policy, or by the full detail of Customer/Policy/Invoice. However, AMS360 does recommend that at the very least, you re-enter your receivables to the Customer level. Please read this entire topic to make this procedure a successful one.

The date of your journal entry should equal the last day of the prior month before your AMS360 "Live" date. Entering this date, rather than the first day of the "Live" month, allows you to reprint financial reports at any time isolating the conversion data from the new system data.

  • Be sure to activate the Conversion Accounts you need in the GL Chart of Accounts before you begin adding balances.
  • Consult this help topic for all beginning balances except General Ledger Beginning Balances.

Once the General Ledger Beginning Balances and all other Beginning Balance Journal Entries (subsidiary ledgers) are entered, run a report to verify that there is a zero balance in general ledger accounts #11290000, #21113000, #21114000, #21118000, #21134000, and #21138000. Several reports are available to check these amounts:

Balance Sheet

Trial Balance

General Ledger

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