Beginning balance item options reference
Companion to Stage 7: Beginning Balance Decisions. Product seed balances and load options (as of 2026-09-12). Use this as a decision reference, not a load how-to. Point detailed procedures to Implementation Balance / Tracker articles and the TUDS Stage 7 how-to.
- Balances: 33
- Options: 80
Visibility notes:
january_only/non_january_onlygate some Employee Accumulations and 1099 options by go-live month.- Default options shown with yes in the Default column.
- Estimates are product metadata (
estimated_label), not client SLAs.
Defaults skew toward prerequisite master loads; summary / remaining-balance styles for history; Not Applicable for Projected Cost, JB Progress Billings, and PO/SL change orders unless selected.
Vendors
Vendor Records
Load all active vendors and vendors with calendar-year activity. This is required before any vendor balances can be loaded.
| Option | Default | Est. | Notes |
|---|---|---|---|
| Load Active And Calendar-Year Vendors | yes | 15-30 minutes | Load all active vendors and all vendors with calendar-year activity. This prerequisite is required before loading AP Open Invoices or AP 1099 Totals. |
AP Open Invoices
Load open AP invoices after vendor records are ready. Choose a simple dummy-GL method or a coded method with fuller invoice coding.
| Option | Default | Est. | Notes |
|---|---|---|---|
| Not Applicable | No load | Do not load AP Open Invoices. Use when the company is brand new or has no open vendor invoices to bring forward at go-live. | |
| Simple Open AP Invoices | yes | 15-30 minutes | Load open invoice headers only and post to a dummy GL account. This is the simpler import method when coded invoice detail is not needed. |
| Coded Open AP Invoices | 2-4 hours | Load open invoices with fuller invoice coding, including job and commitment references where needed. |
AP 1099 Totals
Load 1099 balances by type for the current calendar year based on the client's go-live month and year. If go-live is in January, this typically does not need to be loaded because 1099 totals reset each calendar year.
| Option | Default | Est. | Notes |
|---|---|---|---|
| Not Applicable | No load | Do not load AP 1099 Totals. Use when the company is going live in January or when no current calendar year 1099 totals need to be brought forward. | |
| Current Calendar Year 1099 Type Totals | yes | 15-30 minutes | non_january_only; Load 1099 balances by type for the current calendar year based on the client's go-live month and year. If go-live is in January, this typically does not need to be loaded because 1099 totals reset each calendar year. |
Employees
Employee Records
Load all active employees and all employees with calendar-year accumulations required for W-2 filings. This is required before any employee balances can be loaded.
| Option | Default | Est. | Notes |
|---|---|---|---|
| Load Active And Calendar-Year Employees | yes | Load all active employees and all employees with calendar-year accumulations required for W-2 filings. This prerequisite is required before loading Employee Accumulations or Employee Leave Balances. |
Employee Accumulations
Load employee earnings, deductions, and liabilities for the year so W-2 balances and payroll continuity reflect the correct go-live timing.
| Option | Default | Est. | Notes |
|---|---|---|---|
| Not Applicable | No load | january_only; Do not load Employee Accumulations. Use for January go-lives or when no employee accumulations need to be brought forward, while noting some employee-specific deductions or liabilities with limits may still require carryforward. | |
| Current YTD Through Prior Month | yes | 1-2 hours | non_january_only; Load earnings, deductions, and liabilities year-to-date through the month before go-live. Example: if go-live is October 1, load balances through September. |
| Limited Employee-Specific Carryforwards | january_only; Load only the employee-specific deductions or liabilities with limits that still need to carry forward, rather than full employee accumulations. | ||
| Quarter-Sensitive Split Load | 3-4 hours | non_january_only; Load year-to-date balances through the prior quarter-end month, then load the current quarter month separately when needed for cleaner quarterly filing representation. |
Employee Leave Balances
Load PTO and sick balances for each employee either as a simple current balance or with prior year carryover plus current year activity to preserve accrual limit behavior.
| Option | Default | Est. | Notes |
|---|---|---|---|
| Not Applicable | No load | Do not load Employee Leave Balances when leave balances do not need to be converted. | |
| Current Available Balance Only | yes | 30-60 minutes | Load PTO and sick available balances as of the go-live month. This is the easier method for clients using fixed allotments instead of accruals throughout the year. |
| Prior Year Carryover Plus Current Year Activity | 2-3 hours | Load prior year carryover plus current-year accrued hours and used hours so the ending balance is correct and accrual caps or limits still work correctly. |
GL Accounts
GL Account Records
Load the active chart of accounts with posting and reconciliation structures validated. This is required before GL Account Balances can be loaded.
| Option | Default | Est. | Notes |
|---|---|---|---|
| Load Validated GL Accounts | yes | Load the active chart of accounts with posting and reconciliation structures validated. This prerequisite is required before loading GL Account Balances. |
GL Account Balances
Load GL balances either as the go-live month, prior fiscal year ending balance plus all current fiscal year months, or full historical monthly activity in summary or detail form.
| Option | Default | Est. | Notes |
|---|---|---|---|
| Not Applicable | No load | Do not load GL Account Balances when no GL balance history needs to be brought forward. | |
| Go-Live Month Summary | yes | 15-30 minutes | Load GL balances as of the go-live month using one summarized balance per GL account. |
| Go-Live Month Detail | 30-60 minutes | Load GL balances as of the go-live month using detailed entries instead of summary balances. | |
| Prior Fiscal Year Ending Balance Plus Fiscal Year Monthly Activity Summary | 2-4 hours | Load the prior fiscal year ending balance plus all months in the current fiscal year in summary form so the client can produce comparative financials. | |
| Prior Fiscal Year Ending Balance Plus Fiscal Year Monthly Activity Detail | 4-6 hours | Load the prior fiscal year ending balance plus all months in the current fiscal year in detailed-entry form for comparative financials with drilldown. | |
| Full Historical Monthly Summary | 4-8 hours | Load all historical months in summary form for broader comparative financial reporting. | |
| Full Historical Monthly Detail | 8-12 hours | Load all historical months in detailed-entry form for the deepest historical lookback and drilldown. |
CM Accounts
CM Account Records
Load the active CM bank accounts needed for outstanding cash transactions at go-live. This is required before CM Outstanding Entries can be loaded.
| Option | Default | Est. | Notes |
|---|---|---|---|
| Load CM Account Records | yes | Load the active CM bank accounts needed for outstanding cash transactions at go-live. This prerequisite is required before loading CM Outstanding Entries. |
CM Outstanding Entries
Load outstanding CM transactions as of the go-live month when bank and cash reconciling items need to be carried forward.
| Option | Default | Est. | Notes |
|---|---|---|---|
| Not Applicable | No load | Do not load CM Outstanding Entries when there are no outstanding CM transactions to bring forward. | |
| Outstanding Transactions As Of Go-Live Month | yes | 30-60 minutes | Load all outstanding CM transactions as of the go-live month to preserve opening cash continuity and bank reconciliation. |
Inventory
Inventory Records
Load all location materials needed so inventory balances can be loaded at go-live. This is required before Inventory Balances can be loaded.
| Option | Default | Est. | Notes |
|---|---|---|---|
| Load Location Materials | yes | Load all location materials needed so inventory balances can be loaded at go-live. This prerequisite is required before loading Inventory Balances. |
Inventory Balances
Load outstanding inventory counts as of the go-live month when on-hand balances need to be brought forward.
| Option | Default | Est. | Notes |
|---|---|---|---|
| Not Applicable | No load | Do not load Inventory Balances when there are no inventory balances to bring forward. | |
| Outstanding Count As Of Go-Live Month | yes | 30-60 minutes | Load outstanding inventory counts as of the go-live month to preserve opening on-hand balances by location and material. |
Equipment
Equipment Records
Load all active and in-scope equipment records needed so equipment cost, equipment revenue, meter readings, and asset depreciation can be loaded at go-live.
| Option | Default | Est. | Notes |
|---|---|---|---|
| Load Active And In-Scope Equipment Records | yes | 30-60 minutes | Load all active and in-scope equipment records needed before loading Equipment Cost, Equipment Revenue, Meter Readings, or Asset Depreciation. |
Equipment Cost
Load equipment cost balances as summary records or detailed history after equipment records are ready.
| Option | Default | Est. | Notes |
|---|---|---|---|
| Not Applicable | No load | Do not load Equipment Cost when no equipment cost balances or history need to be brought forward. | |
| Summary | yes | 30-60 minutes | Load summarized equipment cost balances as of the go-live month. This is the simpler and recommended option when detailed cost history is not needed. |
| Detailed | 2-4 hours | Load detailed equipment cost history when deeper reporting and transaction drilldown are needed after go-live. |
Equipment Revenue
Load equipment revenue balances as summary records or detailed history after equipment records are ready.
| Option | Default | Est. | Notes |
|---|---|---|---|
| Not Applicable | No load | Do not load Equipment Revenue when no equipment revenue balances or history need to be brought forward. | |
| Summary | yes | 30-60 minutes | Load summarized equipment revenue balances as of the go-live month. This is the simpler and recommended option when detailed revenue history is not needed. |
| Detailed | 2-4 hours | Load detailed equipment revenue history when deeper profitability, utilization, and transaction drilldown are needed after go-live. |
Meter Readings
Load current meter readings for each piece of equipment when opening usage baselines need to be carried forward at go-live.
| Option | Default | Est. | Notes |
|---|---|---|---|
| Not Applicable | No load | Do not load Meter Readings when no opening hour or odometer values need to be brought forward. | |
| Load Current Meter Readings | yes | 15-30 minutes | Load the current hour meter and or odometer reading for each in-scope piece of equipment as of the go-live month. |
Asset Depreciation
Load equipment asset depreciation using a simple accumulated balance or fuller fiscal-year activity patterns depending on reporting needs.
| Option | Default | Est. | Notes |
|---|---|---|---|
| Not Applicable | No load | Do not load Asset Depreciation when no equipment asset depreciation continuity needs to be brought forward. | |
| Accumulated Depreciation As Of Go-Live Month | 1-2 hours | Load the accumulated depreciation per asset as of the go-live month. This is the simpler option when only the accumulated position is needed. | |
| Prior Fiscal Year Ending Accumulation Plus Current Fiscal Year YTD Activity | 2-3 hours | Load the previous fiscal year ending accumulation plus current fiscal year year-to-date activity as of the go-live month so YTD Depreciation can be reported. | |
| Prior Fiscal Year Ending Accumulation Plus Current Fiscal Year Monthly Activity | yes | 3-4 hours | Load the previous fiscal year ending accumulation plus monthly activity for the current fiscal year through the go-live month. This is the recommended option for more accurate depreciation reporting. |
Jobs
Job Records
Load open jobs and the job phases and cost types needed for Job Cost and Projected Cost. This is required before any job balances can be loaded.
| Option | Default | Est. | Notes |
|---|---|---|---|
| Load Open Jobs With Phases And Cost Types | yes | 30-60 minutes | Load the open jobs and the job phases and cost types needed before loading Job Cost or Projected Cost. |
Job Cost
Load job cost either as summarized or detailed balances as of the go-live month, or as separate monthly history for more accurate reporting continuity.
| Option | Default | Est. | Notes |
|---|---|---|---|
| Not Applicable | No load | Do not load Job Cost when no job cost balances or history need to be brought forward. | |
| As Of Go-Live Month Summary | yes | 1-2 hours | Load summarized job cost balances as of the go-live month. This is the simpler and recommended option when separate monthly history is not needed. |
| As Of Go-Live Month Detail | 2-4 hours | Load detailed job cost balances as of the go-live month when transaction-level drilldown is needed without separate monthly history. | |
| Separate Monthly Summary | 3-5 hours | Load summarized job cost balances in separate months for more accurate reporting continuity across the converted period. | |
| Separate Monthly Detail | 6-10 hours | Load detailed job cost balances in separate months for the deepest reporting accuracy and drilldown after go-live. |
Projected Cost
Load projected cost by job, phase, and cost type when current forecasts need to continue after go-live.
| Option | Default | Est. | Notes |
|---|---|---|---|
| Not Applicable | yes | No load | Do not load Projected Cost when no projected job cost forecasts need to continue after go-live. |
| Load Projected Cost | 1-2 hours | Load projected cost by job, phase, and cost type so current forecasts and estimate-at-completion values continue after go-live. |
Contracts
Contract Records
Load open and in-scope contract records, including schedule of values items and billing setup, before any contract billing continuity can be loaded.
| Option | Default | Est. | Notes |
|---|---|---|---|
| Load Contracts And SOV Items | yes | 1-2 hours | Load the contract records, schedule of values items, and billing setup needed before loading any contract billing continuity. |
Contract Billed / Received
Load contract billed and received continuity either in summary form or as invoice detail with dummy cash receipts when deeper billing history is needed.
| Option | Default | Est. | Notes |
|---|---|---|---|
| Not Applicable | No load | Do not load Contract Billed / Received when no prior billed or received continuity needs to be preserved. | |
| Summary | yes | 1-2 hours | Load contract billed and received balances in summary form. This is the recommended option when contract-level continuity is needed without invoice-level reconstruction. |
| Detail | 4-8 hours | Load invoice detail and create dummy cash receipts to mark invoices as received. Use when invoice-level contract billing history must be preserved. |
Contract Open AR Invoices
Load open AR invoices tied to contracts either as simple invoices coded to a GL account or as coded invoices tied to the correct SOV items.
| Option | Default | Est. | Notes |
|---|---|---|---|
| Not Applicable | No load | Do not load Contract Open AR Invoices when no outstanding contract receivables need to be brought forward. | |
| Simple Open AR Invoices Coded To A GL Account | yes | 1-2 hours | Load open contract AR invoices using a simple receivable load coded to a GL account. This is the recommended option when detailed SOV coding is not required. |
| Coded Open AR Invoices To The Correct SOV Items | 3-6 hours | Load open contract AR invoices coded to the correct schedule of values items when item-level billing continuity is required. |
JB Progress Billings
Load JB progress billing placeholders when prior billed and retainage amounts must appear correctly on future schedule-of-values billings.
| Option | Default | Est. | Notes |
|---|---|---|---|
| Not Applicable | yes | No load | Do not load JB Progress Billings when the client does not intend to track SOV progress billing in the new system. |
| Yes - Track SOV Progress | 1-2 hours | Load JB Progress Billings so previous billed and retainage amounts appear correctly on future schedule-of-values billings. |
Purchase Orders
PO Balance / Commitment
Choose whether open purchase orders should be loaded as remaining balances only or reconstructed at original amounts with proper coding.
| Option | Default | Est. | Notes |
|---|---|---|---|
| Not Applicable | No load | Do not load Purchase Order balances when no open purchase order commitments need to be preserved at go-live. | |
| Remaining Balances With Proper Coding | yes | 1-2 hours | Load only the remaining open purchase order balances with proper coding. This is the recommended option when original purchase order amounts do not need to be preserved. |
| Original Balances With Proper Coding | 4-8 hours | Reconstruct the original purchase order amounts with proper coding. This usually requires representing invoiced and paid-to-date activity, either in summary or invoice detail, and is not recommended unless original amounts are truly needed. |
PO Change Orders
Load purchase order change orders in summary or detail form when open purchase orders need change order continuity after go-live.
| Option | Default | Est. | Notes |
|---|---|---|---|
| Not Applicable | yes | No load | Do not load PO Change Orders when no purchase order change order continuity needs to be preserved. |
| Summary | 30-60 minutes | Load one summarized purchase order change order amount when only total changes need to be preserved. | |
| Detail | 2-4 hours | Load individual purchase order change orders when detailed change order continuity is required. |
Subcontracts
Subcontract Balance / Commitment
Choose whether open subcontracts should be loaded as remaining balances only or reconstructed at original amounts with proper coding.
| Option | Default | Est. | Notes |
|---|---|---|---|
| Not Applicable | No load | Do not load Subcontract balances when no open subcontract commitments need to be preserved at go-live. | |
| Remaining Balances With Proper Coding | yes | 1-2 hours | Load only the remaining open subcontract balances with proper coding. This is the recommended option when original subcontract amounts do not need to be preserved. |
| Original Balances With Proper Coding | 4-8 hours | Reconstruct the original subcontract amounts with proper coding. This usually requires representing invoiced and paid-to-date activity, either in summary or invoice detail, and is not recommended unless original amounts are truly needed. |
Subcontract Change Orders
Load subcontract change orders in summary or detail form when open subcontracts need change order continuity after go-live.
| Option | Default | Est. | Notes |
|---|---|---|---|
| Not Applicable | yes | No load | Do not load Subcontract Change Orders when no subcontract change order continuity needs to be preserved. |
| Summary | 30-60 minutes | Load one summarized subcontract change order amount when only total changes need to be preserved. | |
| Detail | 2-4 hours | Load individual subcontract change orders when detailed change order continuity is required. |
Service Work Orders
Open Work Orders
Load open service work orders before any service work order cost or revenue balances can be loaded.
| Option | Default | Est. | Notes |
|---|---|---|---|
| Load Open Work Orders | yes | 30-60 minutes | Load the open service work orders needed before loading Work Order Cost or Work Order Revenue. |
Work Order Cost
Load service work order cost either as summary balances by cost type or as detailed cost records with descriptions.
| Option | Default | Est. | Notes |
|---|---|---|---|
| Not Applicable | No load | Do not load Work Order Cost when no service work order cost balances need to be brought forward. | |
| Summary Records For Total Cost By Cost Type | yes | 1-2 hours | Load summarized service work order cost balances by cost type. This is the simpler and recommended option when detailed cost descriptions are not needed. |
| Detail Cost Records With Detailed Descriptions | 3-6 hours | Load detailed service work order cost records with descriptions when deeper cost history and operational detail are required. |
Work Order Revenue
Load summarized service work order revenue when open service billing value needs to continue after go-live.
| Option | Default | Est. | Notes |
|---|---|---|---|
| Not Applicable | No load | Do not load Work Order Revenue when no service work order revenue balances need to be brought forward. | |
| Summary Records For Total Revenue | yes | 30-60 minutes | Load summarized service work order revenue balances when open service billing value needs to continue after go-live. |
Customers
Customer Records
Load all active customers before any non-contract open AR invoices can be loaded.
| Option | Default | Est. | Notes |
|---|---|---|---|
| Load Active Customers | yes | 15-30 minutes | Load all active customers before loading any open non-contract AR invoices. |
Open AR (Non-Contract)
Load open AR invoices for overhead, service, and other non-contract receivables using either a simple or coded invoice method after active customers are ready.
| Option | Default | Est. | Notes |
|---|---|---|---|
| Not Applicable | No load | Do not load Open AR (Non-Contract) when no open overhead, service, or other non-contract receivables need to be brought forward. | |
| Simple Open AR | yes | 30-60 minutes | Load open non-contract AR invoices using a simple receivable load. This is the recommended option when fuller invoice coding is not required. |
| Coded Open AR | 2-4 hours | Load open non-contract AR invoices with fuller coding when more detailed receivable continuity is required. |