---
title: User Guide - Beginning Balance Setup Guide
description: Step-by-step guide to setting up beginning balances in Smartwebs. Learn the correct order for entering homeowner balances, AP transactions, and General Ledger trials.
---
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November 6, 2026
# User Guide - Beginning Balance Setup Guide
**Introduction**
Setting up beginning balances is an important part of transitioning your association's accounting records into Smartwebs. This process establishes your starting financial position while ensuring that homeowner balances, Accounts Payable transactions, and General Ledger balances are accurately reflected.
This guide walks you through the recommended order for entering beginning balances and verifying your information throughout the process.
> **Important:** The order of these steps is essential. Homeowner balances and Accounts Payable transactions must be entered before the beginning General Ledger balances. This helps prevent duplicate activity in your General Ledger.
---
**Before You Begin**
Before entering beginning balances, gather the necessary reports from your previous accounting software or management company.
**Required Reports**
| **Report** | **Purpose** |
| --- | --- |
| Homeowner Delinquency Report | Identifies outstanding homeowner charges and balances. |
| Homeowner Prepaid Report | Identifies homeowner credits and unapplied payments. |
| AP Open Items Report | Identifies invoices that remain unpaid. |
| Outstanding Checks Report | Identifies checks issued but not yet cleared by the bank. |
| Trial Balance | Provides the ending balances for your General Ledger accounts. |
**Determine Your Beginning Balance Date**
Your beginning balance date should be the last day of the month before you begin processing transactions in Smartwebs.
For example:
- Previous accounting system cutoff: September 30, 2026
- Smartwebs go-live date: October 1, 2026
- Beginning balance date: September 30, 2026
Use this date consistently for your homeowner beginning balance transactions, reversing journal entries, and beginning General Ledger journal entry.
> **Note:** Outstanding AP invoices and payments should retain their original invoice and payment dates, as applicable.
#### **Step 1: Enter Homeowner Delinquent Balances**
The first step is to establish the outstanding balances on homeowner accounts.
**1.1 Review Your Homeowner Delinquency Report**
Obtain a delinquency report from your previous accounting system.
Review the report to identify:
- Homeowner name
- Account number
- Property address
- Outstanding balance
- Individual charge codes associated with the balance
It is important to identify how each homeowner's outstanding balance is distributed among your charge codes.
**Example:**
A homeowner has an outstanding balance of $200:
| **Charge Code** | **Amount** |
| --- | --- |
| Assessments | $100 |
| Violation Fines | $100 |
| **Total** | **$200** |
If your report only provides a total homeowner balance, you may need to obtain additional transaction detail to determine the appropriate charge code amounts.
**1.2 Prepare Your Import Spreadsheet**
For multiple homeowner balances, you can use the Import Balances feature in Smartwebs.
Prepare your spreadsheet with one row for each individual charge code balance.
Include the following information:
- Owner first name
- Owner last name
- Property address
- City, state, and ZIP code
- Account number
- Charge code
- Charge code amount
- Post date
**Helpful Tip:** Export your homeowner list from Smartwebs and use it as the starting point for your spreadsheet. This can help ensure that homeowner names, account numbers, and addresses match your existing Smartwebs records.
Before importing, verify that the spreadsheet totals match your previous system's delinquency report.
**1.3 Import Homeowner Balances**
Navigate to:
**Accounting → Receivables → Homeowners →Tools → Show Unit Tools → Import Balances**
1. Select your prepared import spreadsheet.
2. Complete the column mapping by matching the spreadsheet columns to the appropriate Smartwebs fields.
3. Review the mapping carefully, paying particular attention to Charge Code, Charge Code Amount, and Post Date. 
4. Select **Run** to process the file.
5. Review the **Matched** tab to identify records associated with existing homeowner accounts.
6. Review the **Unmatched** tab and resolve any records that could not be matched. 
7. Once you have reviewed the records, select the matched records and choose Import Selected. 
**1.4 Review and Post Imported Charges**
Navigate to:
**Accounting → Receivables → Charges & Credits**
1. Locate the pending batch created by your import.
2. Review the batch total.
3. Verify that the correct homeowner accounts and charge codes were selected.
4. Confirm that the total matches your import spreadsheet.
5. Post the batch.
**Verification:** Run a **Delinquent Summary Aging** report in Smartwebs and compare it to the report from your previous system. The total outstanding balances should match.
#### **Step 2: Enter Homeowner Prepaid Balances**
After entering delinquent balances, the next step is to establish homeowner prepaid balances. Prepaids represent payments or credits that homeowners have already made but that have not yet been applied to outstanding charges
**2.1 Review Your Prepaid Report**
Obtain a prepaid homeowner report from your previous accounting system.
Review the following:
- Homeowner name
- Account number
- Property address
- Prepaid balance
Make sure the report reflects the same beginning balance date used for your delinquent balances.
**2.2 Enter Prepaid Balances in Smartwebs**
The training process demonstrated entering homeowner prepaids individually through the homeowner account.
To enter a prepaid as a deposit:
1. Navigate to the homeowner's account.
2. Select **Receive a Payment**.
3. Select the appropriate payment method.
4. Enter a description, such as *Beginning Balance*.
5. Enter the beginning balance date.
6. Enter the prepaid amount.
7. Save the transaction.
Repeat this process for each homeowner with a prepaid balance. **Alternative:** Homeowner prepaids may also be entered as credits
**2.3 Verify Prepaid Balances**
Run a **Prepaid Summary Report** in Smartwebs.
Compare the report to your previous system and verify that:
- The individual homeowner balances match.
- The total prepaid balance matches. 
#### **Step 3: Reverse General Ledger Activity from Homeowner Balances**
When homeowner charges and prepaid deposits are entered into Smartwebs, the system automatically creates corresponding General Ledger activity.
Because these amounts are already included in your previous accounting system's ending General Ledger balances, this activity must be reversed before entering your actual beginning General Ledger balances.
**Important:** This step removes the General Ledger impact of the beginning homeowner transactions without removing the transactions from the homeowner ledgers.
**3.1 Run a General Ledger Report**
Run a **General Ledger Report** for the beginning balance period.
Review the activity created by:
- Homeowner delinquent charges
- Homeowner prepaid deposits
Identify the GL accounts and amounts impacted by these transactions.
**3.2 Create a Reversing Journal Entry**
Navigate to:
**Accounting → GL → Journal Entries → Add Journal Entry**
1. Create a new journal entry using your beginning balance date.
2. Enter a description such as *Reverse Homeowner Beginning Balance Entries*.
3. Review the General Ledger report and identify each account impacted by the homeowner transactions.
4. Enter the opposite debit or credit for each transaction.
5. Verify that the journal entry balances.
6. Save and post the journal entry.
For example, an original debit of $3,500 would be reversed with a credit of $3,500.
**3.3 Verify the Reversal**
Run the General Ledger report again for the same period.
Confirm that the GL activity created by your homeowner beginning balance entries has been reversed.
Your homeowner ledgers should still reflect their outstanding and prepaid balances.
#### **Step 4: Enter Outstanding Accounts Payable Invoices**
Once homeowner balances have been entered and their corresponding General Ledger activity reversed, you can move on to Accounts Payable.
Begin by entering invoices that were recorded in your previous accounting system but have not yet been paid.
**4.1 Review Your AP Open Items Report**
Obtain an AP Open Items report from your previous accounting system.
This report should identify all outstanding invoices as of your beginning balance date.
Review:
- Vendor name
- Invoice number
- Invoice date
- Due date
- Expense GL account
- Invoice amount
**4.2 Enter Unpaid Invoices**
Navigate to:
**Accounting → Payables → Invoices → Add an Invoice**
For each outstanding invoice:
1. Select the appropriate vendor.
2. Enter the original invoice number.
3. Enter the original invoice date.
4. Enter the appropriate GL date.
5. Enter the due date.
6. Select the appropriate expense GL account.
7. Enter the invoice amount.
8. Attach supporting invoice documentation, when available.
9. Select **Create and Post**.
Repeat this process for each outstanding invoice.
**Important:** Use the actual invoice date rather than automatically substituting your beginning balance date.
**4.3 Verify AP Open Items**
Run the AP Open Items report in Smartwebs.
Compare the report to your previous system's AP Open Items report.
Verify that:
- All outstanding invoices have been entered.
- Vendor information is correct.
- Invoice amounts match.
The total outstanding AP balance matches your previous system.
#### **Step 5: Enter Outstanding Checks**
Outstanding checks are payments that were issued in your previous accounting system but have not yet cleared the bank.
These transactions need to be entered into Smartwebs so they can be identified during your first bank reconciliation.
**5.1 Review Your Outstanding Check Report**
Obtain an outstanding check report from your previous accounting system.
Review:
- Vendor
- Invoice number
- Invoice date
- Original payment date
- Original check number
- Check amount 
**5.2 Enter the Original Invoice**
Navigate to:
**Accounting → Payables → Invoices → Add an Invoice**
Enter the original invoice information, including:
- Vendor
- Invoice number
- Original invoice date
- Appropriate GL date
- Due date
- Expense GL account
- Invoice amount
Post the invoice.
**5.3 Record the Original Payment**
Once the invoice has been posted:
1. Locate and open/select the invoice in Smartwebs.
2. Select the option to pay the invoice.
3. Enter the original payment date.
4. Confirm the payment amount.
5. Save the payment.
**5.4 Enter the Original Check Number**
Navigate to:
**Accounting → Payables → Checks**
Select one check to be printed at a time
Select the “Print Selected Checks” button and enter the original check number from your previous accounting system.
For example, if the original check number was 566, enter 566 in Smartwebs.
**Important:** Make sure the payment date and check number match the original transaction. This information will be important when completing your first bank reconciliation.
#### **Step 6: Reverse General Ledger Activity from AP Transactions**
Entering AP invoices and payments creates additional General Ledger activity in Smartwebs.
Since these transactions are already included in your previous accounting system's ending balances, this activity must also be reversed before entering your actual beginning General Ledger balances.
**6.1 Run a General Ledger Report**
Run a General Ledger report for the beginning balance period.
Review the activity created by:
- Outstanding unpaid invoices
- Outstanding checks entered and paid in Smartwebs
Identify all GL accounts and amounts impacted by these transactions.
**6.2 Create a Reversing Journal Entry**
Navigate to:
**Accounting → GL → Journal Entries → Add Journal Entry**
1. Create a new journal entry using your beginning balance date.
2. Enter a description such as *Reverse AP Beginning Balance Entries*.
3. Identify each GL account impacted by the AP transactions.
4. Enter the opposite debit or credit for each transaction.
5. Verify that the journal entry balances.
Save and post the journal entry.
**6.3 Verify the Reversal**
Run the General Ledger report again.
Confirm that the GL activity created by your AP beginning balance entries has been reversed.
Your AP records should continue to reflect the correct outstanding invoices and payments. This is the General Ledger Report after reversing entries have been posted to the Bank Account GL:
Every GL should now have a zero balance
#### **Step 7: Enter Beginning General Ledger Balances**
Once homeowner balances and AP transactions have been entered and their corresponding General Ledger activity reversed, you are ready to enter your actual beginning General Ledger balances.
**Account Types**
**Assets**
- Owned by the association.
- Banking accounts (Cash), Inventory, Accounts Receivable, and Fixed Assets.
- Entered as a debit in the Journal Entry (unless the account has a negative balance).
**Liabilities**
- Owed by the association.
- Accounts Payable, Loans, Capital, Retained Earnings, Prepaid Assessments.
- Entered as a credit in the Journal Entry.
**Equity**
- Money you have invested in the association.
- Entered as a debit or credit in the Journal Entry
**Revenue/Income**
- Funds received by the association.
- Assessments, Fees, Parking, Amenity Reservations, etc.
- Entered as a debit or credit in the Journal Entry.
**Expenses**
- Funds spent by the association for operation.
- Repairs, Utilities, Tax Preparations, Meeting Expenses, Landscaping, etc.
- Entered as a debit or credit in the Journal Entry.
**7.1 Obtain Your Trial Balance**
Obtain a Trial Balance from your previous accounting system as of your beginning balance date.
The Trial Balance should include:
- GL account number
- GL account description
- Ending debit balance
- Ending credit balance
Review the report to ensure that all accounts with balances are included.
Partial Example:
**7.2 Prepare Your Beginning GL Import Spreadsheet**
Prepare your spreadsheet with the appropriate GL account information and corresponding debit or credit amounts.
Before importing, verify:
- All GL accounts exist in Smartwebs.
- Each account is mapped correctly.
- Debit and credit amounts are entered on the correct sides.
- Total debits equal total credits.
Partial Example:
**7.3 Import the Beginning GL Journal Entry**
Navigate to:
**Accounting → GL → Journal Entries → Import Journal Entry from File**
1. Select your beginning balance date.
2. Enter a description such as *Beginning Balance Entries*.
3. Select your completed import spreadsheet.
4. Review the information before proceeding.
5. Confirm that the journal entry balances.
6. Post the journal entry.
**7.4 Verify Your Trial Balance**
After posting, run the Trial Balance report in Smartwebs.
Compare the Smartwebs Trial Balance to the report from your previous accounting system.
Verify:
- All GL accounts are present.
- Account balances match.
- Debit and credit balances are correct.
- Total debits equal total credits.
- The overall Trial Balance matches your previous accounting system.
Save a copy of both reports for your records. Your trial balance report should net 0.00
#### **Step 8: Review Your Chart of Accounts and Complete Your First Bank Reconciliation**
After your beginning GL balances have been entered, review your Chart of Accounts to confirm that the starting balances are reflected appropriately.
We recommend completing your first bank reconciliation as soon as possible after entering your beginning balances.
This will help identify any discrepancies early in the transition process.
During your first reconciliation, pay particular attention to:
- Outstanding checks
- Original check numbers
- Payment dates
- Deposits
- Bank account balances
- Transactions that do not match your bank statement
- **You will need to match any beginning balance journal entries created in previous steps to reconcile.**
Identifying discrepancies early will make it easier to investigate and resolve them.
**Final Beginning Balance Checklist**
Before considering your beginning balance setup complete, review the following:
- Homeowner delinquent balances have been entered and verified.
- Homeowner prepaid balances have been entered and verified.
- General Ledger activity from homeowner transactions has been reversed.
- All outstanding AP invoices have been entered.
- All outstanding checks have been entered with their original check numbers and payment dates.
- General Ledger activity from AP transactions has been reversed.
- Beginning General Ledger balances have been entered.
- Smartwebs Trial Balance has been compared to the previous system.
- Chart of Accounts balances have been reviewed.
- First bank reconciliation has been completed or scheduled.
**Important Accounting Considerations**
Beginning balance setup requires careful attention to transaction dates, GL account mapping, and the accuracy of the information provided by your previous accounting system.
***Smartwebs training can assist you with navigating the software and demonstrating how to enter transactions. However, determining the correct balances, GL accounts, accounting treatment, and journal entry amounts is the responsibility of your association and its accounting professionals.***
***If you are unsure how a balance should be classified or what information should be entered, consult your accountant or an outside accounting professional before proceeding.***
**Congratulations!** Once these steps have been completed and verified, your association will have established its beginning balances in Smartwebs and can move forward with its regular accounting operations.
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