NOTE: This article refers to the Import Template supported in AV 2013.2 and earlier.  While it continues to be available in later versions of AcctVantage, the Import Wizard is now preferred for imports of this type.

Client records can be entered manually via the Sales ➤ Clients screen or imported using the provided template. When creating a new Client record, the following items are required:

• Client Name
• Client Number
• Phone Number
• Zip Code
• Relation (Client or Prospect)
  • Note: If there is a Default Client Relation entered in System Setup ➤ A/R & A/P, the Relation column is not required on the Import Template. AcctVantage will populate the Client Relation field for each imported Client/Prospect with the Default Client Relation.

The following items will be assigned by default, and can be overridden if desired:

• A/R GL Account Name & Code: This is the “Master” Accounts Receivable account for the Client AR activity. You do not need to create a sub-account; AcctVantage does that automatically. Override the AR Account if desired.
• Deposits GL Account Name & Code: This is the “Master” Client Deposits liability account for Client pre-payments. You do not need to create a sub-account; AcctVantage does that automatically. Override the Deposits account if desired.

*There are many available fields for tracking of Client information that can be entered during Client setup or at any time in the future.

Before you begin:

• Make a Backup of your AcctVantage Data File.
• Download the Client / Prospect Import Template here.

Before Calculating Finance Charges for past due balances, you will need to set up a few supporting items:

• A GL Account for Finance Charges collected will need to be added to the Chart of Accounts.
• Some data will need to be entered in System Setup: A/R & A/P
• Determine which Clients will have Finance Charges applied.

• Purchase Events are recorded each time you receive a Line Item on a Purchase Order.
• A Purchase Event is a detailed list of Product Quantities and Values that were received in a single shipment.
• A single Purchase Order may have many associated Purchasing Event records.
• Whereas a Purchase Order is really just a communication between you and your Vendor, Purchase Events are the transactions that will post to the General Ledger.
• A posted Purchase Event will debit a holding value to Inventory and will credit the Accrued Inventory Payable (i.e. Inventory Holding) account.
• In effect, this is the value of your Inventory pending the entry of the Vendor Invoice during the Voucher Process.
• When you Voucher the Vendor Invoice, (in basic terms) AV will debit the AIP account and credit Accounts Payable. There are more complicated debits & credits that occur when the Vendor's Invoice does not match the Purchase Order.
• If you receive a Purchase Event incorrectly (but it has not yet been posted or Vouchered), you can void the Purchase Event and AV will re-open the PO Line Item so it can be received correctly.

Pop-up lists appear in a number of fields throughout AcctVantage. They are designed to make text entry easy and consistent. AcctVantage allows you to modify these lists by inserting, appending or deleting entries.