AR onboarding

What this does

A shop that imported its invoice history (from TRACS or QuickBooks) has open invoices but no receivables in the ledger, because those invoices were never issued through the app. AR onboarding posts one opening entry for the total of what's still owed, so the ledger agrees with the invoice list from that day forward, and turns on the nightly check that keeps them agreeing.

Run it once. A shop that already posts receivables must not run it; the screen refuses.

Before you start

AR Account must be set under Accounting → Settings. Pick an opening date: the day before the ledger starts being real. The cutoff can't be on or before the lock date.

Steps

1. Accounting → Settings → Receivables Onboarding (also offered by an import that created invoices).
2. Enter the Opening date. The screen shows the census: every open invoice as of that date, the open invoice balances total, and the all non-draft balances total. Nothing is written yet.
3. Read the paid/void rows still carrying a balance list. These are stale rows from the import: an invoice marked paid whose balance never cleared. The flow zeroes the ones whose own arithmetic says they're settled; a paid row whose total minus payments isn't zero is a real discrepancy and is left for you.
4. Confirm. One journal entry posts: Dr Accounts Receivable, Cr Opening Balance Equity, for the census total, with a memo listing every invoice. If the totals don't match to the cent, it refuses.
5. The tie-out check turns on and runs immediately; First tie-out result shows Balanced or NOT balanced with the difference.

What happens in the books

Only the opening entry. The historical invoices themselves stay unposted; their revenue belongs to the old system's books. From the opening date, new invoices post the normal way and the tie-out watches the two sides.

Common problems

"This shop already posts receivables to the ledger." AR lines exist. Onboarding would double-count; the ledger is already live.

"The first tie-out will NOT be zero." Stale rows the flow couldn't settle. Fix each one (void, or record the missing payment) and the nightly check clears.

I ran it with the wrong date. Void the opening entry from Journal Entries, fix the invoices, run again.