--- title: "Enter a Beginning Balance Transaction" slug: "entering-beginning-balance-transactions" description: "Create opening balance records for GL accounts, AP, and AR transactions in R365." updated: 2025-09-29T19:32:26Z published: 2025-09-29T19:32:26Z canonical: "docs.restaurant365.com/entering-beginning-balance-transactions" --- > ## Documentation Index > Fetch the complete documentation index at: https://docs.restaurant365.com/llms.txt > Use this file to discover all available pages before exploring further. # Enter a Beginning Balance Transaction Beginning balance transactions establish opening balances for GL accounts, open AP transactions open AR transactions, and unreconciled bank transactions during implementation. Most beginning balances are imported before the go-live date, but additional entries may be needed afterward to resolve discrepancies. Beginning balance transactions can be added through manually or using the import tool. --- ## Security Users must have the following permission to create beginning balance transactions: - Administration → Beginning Balance Transactions → Create Beginning Balance Transactions These permissions can be added to [custom user roles](https://restaurant365.us.document360.io/doc/docs/custom-user-roles) or [individual users](https://restaurant365.us.document360.io/doc/docs/users-overview-and-security). The [Permission Access report](https://restaurant365.us.document360.io/doc/docs/generating-a-permissions-access-report) can be used to determine which user roles or users already have these permissions assigned. For more information, see [User Setup and Security](/doc/docs/user-setup-security-and-location-access). --- ## Enter a Beginning Balance Transaction The beginning balance records are similar to their standard counterparts, but they do not include a details grid for line items. Beginning balance transactions do not impact the general ledger and are entered only to record historical balances. Beginning balance transactions display a status of ‘Beginning Balance’. To enter a beginning balance transaction, follow these steps: *Click steps to expand for additional information and images.* ****1)** Navigate to the desired **beginning balance record.**** A. Open the **Admin** application. B. Expand the **Accounting** category. C. Select the desired **beginning balance record**. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-KR6LRT1V.png?sv=2026-02-06&spr=https&st=2026-11-10T16%3A58%3A14Z&se=2026-11-10T17%3A58%3A14Z&sr=c&sp=r&sig=UHbSbg2i39gwqDINIFUHll6dv%2ByFMfkZqibkBbYrJFk%3D) The beginning balance options include: - **AP Invoice** - Any AP invoices not fully applied to AP payments or AP credit memos - **AP Credit Memo** - Any AP credit memos not fully applied to AP invoices - **AP Payment** - Any AP payments not fully applied to AP invoices - **AR Invoice** - Any AR invoices not fully applied to AR payments or AR credit memos - **AR Credit Memo** - Any AR credit memos not fully applied to AR invoices - **AR Payment** - Any AR payments not fully applied to AR invoices - **journal entry** - For inputting GL Historical Balances - **Bank Withdrawal** - Any unreconciled Bank Withdrawals (Expenses) - **Bank Deposit** - Any unreconciled deposits ****2)** Enter the required **transaction details**.** Required fields are indicated with a red asterisk. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-39801DLR.png?sv=2026-02-06&spr=https&st=2026-11-10T16%3A58%3A14Z&se=2026-11-10T17%3A58%3A14Z&sr=c&sp=r&sig=UHbSbg2i39gwqDINIFUHll6dv%2ByFMfkZqibkBbYrJFk%3D) ****3)** Click **save** or **approve** to complete the transaction.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-XV9GMN90.png?sv=2026-02-06&spr=https&st=2026-11-10T16%3A58%3A14Z&se=2026-11-10T17%3A58%3A14Z&sr=c&sp=r&sig=UHbSbg2i39gwqDINIFUHll6dv%2ByFMfkZqibkBbYrJFk%3D) --- ## Import Tool To import a beginning balance transaction, follow these steps: *Click steps to expand for additional information and images.* ****1)** Navigate to the **Import Tool.**** A. Open the **Admin** application. B. Expand the **Import** category. C. Click **Import.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-SPZ3ZMO3.png?sv=2026-02-06&spr=https&st=2026-11-10T16%3A58%3A14Z&se=2026-11-10T17%3A58%3A14Z&sr=c&sp=r&sig=UHbSbg2i39gwqDINIFUHll6dv%2ByFMfkZqibkBbYrJFk%3D) ****2)** Search **‘beg’** in the **options field**, then select the desired transaction type.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-V5ZRS74L.png?sv=2026-02-06&spr=https&st=2026-11-10T16%3A58%3A14Z&se=2026-11-10T17%3A58%3A14Z&sr=c&sp=r&sig=UHbSbg2i39gwqDINIFUHll6dv%2ByFMfkZqibkBbYrJFk%3D) ****3)** In the **type dropdown,** select **Create New.**** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-3I54D7ML.png?sv=2026-02-06&spr=https&st=2026-11-10T16%3A58%3A14Z&se=2026-11-10T17%3A58%3A14Z&sr=c&sp=r&sig=UHbSbg2i39gwqDINIFUHll6dv%2ByFMfkZqibkBbYrJFk%3D) ****4)** Click **Download Template.**** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-G1NV3PPB.png?sv=2026-02-06&spr=https&st=2026-11-10T16%3A58%3A14Z&se=2026-11-10T17%3A58%3A14Z&sr=c&sp=r&sig=UHbSbg2i39gwqDINIFUHll6dv%2ByFMfkZqibkBbYrJFk%3D) ****5)** Locate and **open the template** from the file explorer.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-FE2CXT53.png?sv=2026-02-06&spr=https&st=2026-11-10T16%3A58%3A14Z&se=2026-11-10T17%3A58%3A14Z&sr=c&sp=r&sig=UHbSbg2i39gwqDINIFUHll6dv%2ByFMfkZqibkBbYrJFk%3D) ****6)** Fill out the transaction template then save the file.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-R17U57U0.png?sv=2026-02-06&spr=https&st=2026-11-10T16%3A58%3A14Z&se=2026-11-10T17%3A58%3A14Z&sr=c&sp=r&sig=UHbSbg2i39gwqDINIFUHll6dv%2ByFMfkZqibkBbYrJFk%3D) ****7)** Click **Upload File**.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-X4YCYDPS.png?sv=2026-02-06&spr=https&st=2026-11-10T16%3A58%3A14Z&se=2026-11-10T17%3A58%3A14Z&sr=c&sp=r&sig=UHbSbg2i39gwqDINIFUHll6dv%2ByFMfkZqibkBbYrJFk%3D) ****8)** Click **Select Files.**** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-VIVP01YS.png?sv=2026-02-06&spr=https&st=2026-11-10T16%3A58%3A14Z&se=2026-11-10T17%3A58%3A14Z&sr=c&sp=r&sig=UHbSbg2i39gwqDINIFUHll6dv%2ByFMfkZqibkBbYrJFk%3D) ****9)** Select the completed **template**.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-3TWU6N6S.png?sv=2026-02-06&spr=https&st=2026-11-10T16%3A58%3A14Z&se=2026-11-10T17%3A58%3A14Z&sr=c&sp=r&sig=UHbSbg2i39gwqDINIFUHll6dv%2ByFMfkZqibkBbYrJFk%3D) ****10)** Click **Next.**** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-QKONE4CM.png?sv=2026-02-06&spr=https&st=2026-11-10T16%3A58%3A14Z&se=2026-11-10T17%3A58%3A14Z&sr=c&sp=r&sig=UHbSbg2i39gwqDINIFUHll6dv%2ByFMfkZqibkBbYrJFk%3D) ****11)** Map the **field names** to the **column headers**.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-OTV1J9C6.png?sv=2026-02-06&spr=https&st=2026-11-10T16%3A58%3A14Z&se=2026-11-10T17%3A58%3A14Z&sr=c&sp=r&sig=UHbSbg2i39gwqDINIFUHll6dv%2ByFMfkZqibkBbYrJFk%3D) ****12)** Click **Next**.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-XEO51FSS.png?sv=2026-02-06&spr=https&st=2026-11-10T16%3A58%3A14Z&se=2026-11-10T17%3A58%3A14Z&sr=c&sp=r&sig=UHbSbg2i39gwqDINIFUHll6dv%2ByFMfkZqibkBbYrJFk%3D) ****13)** Click **import**.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-EYZOI96T.png?sv=2026-02-06&spr=https&st=2026-11-10T16%3A58%3A14Z&se=2026-11-10T17%3A58%3A14Z&sr=c&sp=r&sig=UHbSbg2i39gwqDINIFUHll6dv%2ByFMfkZqibkBbYrJFk%3D) Journal entry (JE) Record posted to the General Ledger to document financial activity.