This WIKI will go over the steps on transitioning your Accounts Receivable in three different methods.

1. Explain three methods for transitioning your A/Rs to Control. Choose the method you want to use. Your choices are:
   • Method 1
   • Method 2a
   • Method 2b or
   • Methods 2a and 2b.
2. Activate the Transition Products in Control.
3. Create a transition tax class, only to be used for entering your starting A/Rs. Name it “Exempt Tax Class only for Transitional A/Rs.”
4. Show you the detailed steps to follow for each method.
   • Method 1 Show you how to set your starting A/Rs up in Control using the Bulk A/R method;
   • Method 2a Show you how to set your starting A/Rs up in Control using the Individual Net A/R method; and,
   • Method 2b Show you how to set your starting A/Rs up in Control using the Original A/R method.
5. See all your A/Rs and compare your A/Rs to the old system. Verify they are correct.
6. Deactivate the transition Products in Control.
7. Deactivate the transition Tax Class in Control.

There are two methods for transitioning you’re A/Rs to Control

1. Method 1 - Bulk A/R Method (Maintain Dual Systems): Create a single bulk starting A/R in Control so your balances in the two systems match, but track old A/Rs through your old system.
   • How it works: Total up the A/Rs in your old accounting system. Create a single A/R in Control for this total amount with yourself as the Customer. As you receive payments on those old A/Rs in the future, you’ll process those in both Control and in the old system. Any new orders placed and payments made by those customers on new orders would only be entered in Control.
   • The benefit of this method: This method is easier for companies that have a lot of A/Rs at the time they are transitioning to Control. This lets them avoid the up-front work of recreating all those individual A/Rs.
2. Method 2a - Individual Net A/R Method (Full Switch): Create an A/R in Control for the net amount each of your outstanding A/Rs and use Control solely going forward.
   • How it works: Create each A/R in Control so the Control A/Rs match your old accounting system’s A/Rs. As you receive payments on those old A/Rs, you’ll process those only in Control. Any new orders placed and payment made by those customers would only be in Control.
   • The benefit of this method: This method centralizes the management of A/Rs going forward and avoids a number of challenges from running dual systems. It is especially good for companies that have a small number of A/Rs at the time they are transitioning to Control.
3. Method 2b - Original A/R Method (Full Switch): The same as Method 2a except for the following:
   • The A/Rs you create in Control are for the original amount; and,
   • You enter the payments you’ve already received against those A/Rs.

Note: This is a good time to review your A/Rs to see if they need to be “cleaned up.” Are there old A/Rs that you know you’re extremely unlikely to get paid on? Is it time to write them off? You may want to do the cleanup work in your old system, so you start Control off as clean as possible.

Activate the Transition Products in Control. (just the one(s) they plan to use based on their choice above

1. Click Setup.
2. Click Pricing Setup.
3. Click Adjust Product Information Setup.
4. Check the Show Inactive check box (in the lower left corner of the screen).
5. Click Edit.
6. Click on the Category called Transition Products. Note: This step uses special products in Control. If you don’t see these products in your system, call your point person in the Startup Department.
7. Check the box(es) in front of the A/R Transition product(s) that corresponds to the method(s) you’ve decided to use.
8. Click Save.

Create a transition tax class, only to be used for entering your starting A/Rs. Name it “Exempt Tax Class only for Transitional A/Rs.”

1. To create a tax class for this, follow these steps:
   • Click Setup.
   • Click Accounting Setup.
   • Click Tax Classes.
   • In the center column, click on a tax class in the center column to clone.
   • Click the Clone button on the right toolbar.
   • Change the name of the new tax class that you just created to “Exempt Tax Class only for Transitional A/Rs.”
   • Make sure Tax Exempt is selected. If not, click on the circle in front of it so it then has a dot in it that looks like this:

• Click Save.

Show you the detailed steps to follow for each method.

Method 1: Set up your starting A/Rs in Control using the Bulk A/R Method.

1. First, total up the A/Rs in your old accounting system.
2. Open Control. We recommend you use your own company as the Customer to put the Bulk A/R under. You may need to create the company record. If so, do this to create a company in Control for your company:
   1. Click New.
   2. Click New Company.
   3. Enter your Company Name, Address, Phone Number, and Contacts.
   4. Click Save.
3. Now let’s create a place-holder order to put the Bulk A/R under.
   1. Click New.
   2. Click New Order.
   3. Click on the “+” sign next to the Transition Products folder (product category).
   4. Double click the Transition A/R Method 1 product.
   5. Type in the following information:
      • Item Name: Enter “Receivables from Old System”.
      • Total amount of all A/Rs: Enter the total A/R balance from the old system.
      • Description: Add any notes you like.
      • Click OK.
   6. Choose your own Company to attach this order to.
   7. Enter the Description “Receivables from Old System”.
   8. Click on the Totals tab.
   9. Click on the button to the left of the word Taxes. This will open the Tax Class Selection window.
   10. Check the box that says Tax Exempt and click OK to close that window.
   11. Click Save.
   12. Click Save as Order.
   13. Once it has saved, we need to make it a sale before the balance owed will show up in A/Rs. Click the down-arrow next to the Status button.
   14. Click Sale.
   15. Click the first choices under *Sale called leave as is. You’ll notice the top right of the screen now says Sale.
   16. When the dialog box pops-up confirming that you want to do this, click Yes.

You’ve finished the setting up your starting bulk A/R in Control.

Method 2a: Set up your starting A/Rs in Control using the Individual Net A/R Method.

1. First, print out a list of the A/Rs from your old accounting system. Make sure you have a breakdown of the pre-tax amount, taxes, and total amount, payments made, and balance outstanding on the report.
2. Open Control.
3. Now let’s create an order to put the first individual A/R under. (These instructions assume that the customers that have A/Rs on your list have been imported earlier in the set up process. If not, then follow steps B2a) to B2d) above to create those companies in Control.)
   1. Click New.
   2. Click New Order.
   3. Click on the “+” sign next to the Transition Products folder (product category).
   4. Double click the Transition A/R Method 2a & 2b product.
   5. Type in the following information:
      • Item Name: Enter “Receivable from Old System”.
      • Net A/R Amount Due: Input the net amount that is outstanding for that A/R.

• Description. This is a great place to reference things like:

1. Click OK.
2. Choose the Company to attach this order to. If the company doesn't exist, you can create it at this time:

1. Enter the Order Description.
2. Click on the Totals tab.
3. Click on the button to the right of the word Taxes. This will open the Tax Class Selection window.
4. Make sure the Tax Class box that says Exempt Tax Class only for Transitional A/Rs. If not, change it to Exempt Tax Class only for Transitional A/Rs.
5. Click OK to close that window.
6. Click Save.
7. Click Save as Order.
8. Once it has saved, we need to make it a sale before the balance owed will show up in A/Rs. Click the down-arrow next to the Status button.
9. Click Sale.
10. Click the first choice under Sale called leave as is. You’ll notice the top right of the screen now says Sale.
11. Repeat the above step for Each A/R.

You’ve finished the setting up your starting individual A/Rs in Control.

Method 2b: Set up your starting A/Rs in Control using the Original A/R Method.

1. First, print out a list of the A/Rs from your old accounting system. Make sure you have a breakdown of the pre-tax amount, taxes, and total amount, payments made, and balance outstanding on the report.
2. Open Control.
3. Now let’s create an order to put the first individual A/R under.
   1. Click New.
   2. Click New Order.
   3. Click on the “+” sign next to the Transition Products folder (product category).
   4. Double click the Transition A/R Method 2a & 2b product.
   5. Type in the following information:
      • Method Type for this A/R (Order): Enter “Receivables from Old System”.
      • Original Order Sale Price: Input the total sales price of the original order amount.

• Description. This is a great place to reference things like:

1. Click OK.
2. Choose the Company to attach this order to. If the company doesn't exist, you can create it at this time:
3. Click on the Company tab.
4. Click the New Company button. This will open a new company entry screen in another window.
5. Enter the company information, including the default tax information for the company as well as primary and billing contacts.
6. Click Save on the toolbar on the right. It will save the company, close the window, and fill in the information for that order.
7. Enter the order Description.
8. Click on the Totals tab.
9. Click on the button to the right of the word Taxes. This will open the Tax Class Selection window.
10. Make sure the Tax Class box that says Exempt Tax Class only for Transitional A/Rs. If not, change it to Exempt Tax Class only for Transitional A/Rs.
11. Click OK to close that window.
12. Click Save.
13. Click Save as Order.
14. When the popup appears asking if you’d like to post a deposit, click No.
15. Now we need to make it a sale before the balance owed will show up in A/Rs. On the tool bar on the right, click the down-arrow next to the Status button.
16. Click Sale, then click the first choices under Sale called leave as is. You’ll notice the top right of the screen now says Sale.
17. Now let’s process the deposits and/or payments received on this order. Click on the Payments tab.
18. Click Edit.
19. Click the Payments Account you want to use for the payment. Note: If you have purchased the online credit card module, make sure you do NOT reprocess those cards here. Consult with Cyrious support about creating an alternate, temporary, payment method to post these charges against without running the payment.
20. In the Deposits/Payments field, enter the total of all the deposits and payments received for this order as of the transition date.
21. Click Save.
22. A pop-up window will ask you for a reason for the information you’re saving. Type in something like: “Payment for transition (A/R).”
23. Control will give you a message confirming that the payment has been posted. Click OK.
24. Repeat the above step for each A/R that you want to record the original sale price and payments for.

You’ve finished the setting up your starting individual A/Rs in Control.

To verify your A/R totals:

1. Click on Reports.
2. Click on Customers and Receivables.
3. Click on A/R Reports.
4. Click on A/R Summary report or the A/R Detail Report depending on the detail you want.
5. When the pop-up window appears, click Preview.
6. Compare the total balance due to make sure it matches your old system. Compare the balance due for each A/R.

Deactivate the transition Products in Control.

Now that you’ve finished transitioning you’re A/Rs, you need to deactivate the Transition Product(s). To do this, follow these steps:

1. Click Setup.
2. Click Pricing Setup.
3. Click Adjust Product Information Setup.
4. Click Edit.
5. Click on the Category called Transition Products.
6. UNCHECK the box(es) in front of the Transition product(s) that you used.
7. Click Save.

Deactivate the transition Tax Class in Control.

Now that you’ve finished transitioning you’re A/Rs, you need to deactivate the Transition Tax Class. To do this, follow these steps:

1. Click Setup.
2. Click Accounting Setup.
3. Click Tax Classes in the left column.
4. Click on the transition tax class in the center column.
5. Click Edit.
6. UNCHECK the box to the right of the Tax Class Name.
7. Click Save.

Great job! You just finished the toughest part of the transition tasks. Now you’re ready for the next transition task.