Opening Balances and Your First Bank Reconciliation

Overview

When your agency moves to Keyhook, the money already sitting in your trust account has to come across as opening balances, and your first bank feed is then worked against them.

Start with the Held in Trust or Trust Trial Balance report from your old software, taken after your final month end.

Enter each line from that report under Agency → Balance Migrations.

Check the total against Keyhook's own Held in Trust report before you reconcile anything.

Work your first bank feed: receipt the money coming in, and archive the payments your old software already made.

Finish by downloading the Daily Reconciliation report and keeping it as your record.

Before you start
1
Close off your old software
Run your final month end and reconcile your old software to the bank, so the figures you bring across are final.
2
Get your breakdown of the trust balance
From your old software, take the Held in Trust or Trust Trial Balance report. It splits your trust balance into who the money belongs to: overpaid rent for each tenant, funds held for each owner, water credits, bonds and so on.
3
Check who can enter the balances
Opening balances are entered by a user with principal rights, and only while Keyhook has your agency set up for a migration. If that isn't you, ask your principal or contact Keyhook support.
Enter your opening balances
1
Open Balance Migrations
From the left menu, click Agency, then under Financials click Balance Migrations.
2
Start a balance
Click the Actions button and choose Create balance migration.
3
Say what the money sits against
Set the Type to Agency, Property, Tenancy or Supplier. For anything other than Agency, pick the property, tenancy or supplier underneath.
4
Choose the account and enter the amount
Pick the Account the money belongs in and type the Amount. Tenancy offers Tenancy Overpaid Rent, Tenancy Credit, Tenancy Water Credit, Tenancy Payable and Tenancy Bond Payable. Property offers Property Payable, Supplier offers Supplier Payable, and Agency offers your fee accounts and GST.
5
Add every line, then save
Add a row for each line on your report, then save. Every balance you enter appears in the table, where you can change one with the pencil or remove it with the bin.

Note: If the page says your agency is not currently accepting modifications to balance migrations, Keyhook either hasn't set your agency up for a migration or has already closed it off. Contact Keyhook support.

Check the balances match
1
Download Keyhook's Held in Trust report
From the left menu, open Financials → Trust Accounting Reports and click Download Report under Held in Trust.
2
Compare it with your old report and the bank
The Held in Trust figure in Keyhook should match the report from your old software, and both should agree with your closing bank balance once any payments still to go out are allowed for.
3
Fix any difference before you go on
Go back to Agency → Balance Migrations, correct the line and download the report again. Don't start reconciling until the figures agree.
Work your first bank feed
1
Open the bank feed
From the left menu, open Financials → Bank Feeds and stay on the To Review tab.
2
Receipt the money coming in
Match and reconcile each incoming transaction as you normally would.
3
Archive the payments your old software made
Open the transaction's actions menu (the … button) and choose Archive. A reason is required, so enter one, then click Archive Transaction. The transaction moves to the Archived tab and your balances are left alone.
4
Clear the tab down to zero
Work through the rest until the To Review tab reconciles to 0.00.

Important: Archive is for payments your old software has already made, and for money that came in and went straight back out again because it was never meant to be in the account. Everything else gets reconciled.

Record the reconciliation
1
Download the Daily Reconciliation report
From the left menu, open Financials → Trust Accounting Reports and click Download Report under Daily Reconciliation.
2
Enter your closing balance
The first time you run this report, Keyhook asks for the previous day's closing balance. Take it from your bank statement and enter it.
3
Check the report and keep it
Check the balances on the report, then save it wherever your agency keeps its reconciliation records.

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