When your service first transitions to using AcornCloud for invoicing, you’ll need to enter opening balances for each child’s account.
This step should be done once only, before your first invoices are generated in AcornCloud. It brings forward any credits or outstanding amounts from your previous accounting system (for example, Excel spreadsheets).
If a child’s account is already fully up to date, no action is required — their opening balance will simply remain at €0.00.
Go to Bulk Add ChargesFrom the left-hand menu, open Finance → Invoices.
Click Bulk Add Charges at the top-right of the screen.
Separate Your GroupsBefore adding balances, identify:
Children with credit balances (the service owes money to the parent)
Children with outstanding balances (the parent owes money to the service)
You’ll process these two groups separately to ensure accuracy.
Choose the Charge TypeAt the top of the pop-up, select the correct charge type:
Credit for children with a credit balance
Adjustment for children with an outstanding balance
Choose the date you’ll begin invoicing (e.g. Monday’s date).
As amounts likely vary, enter €0.00 as the placeholder amount.
In the Comment field, add a clear note — e.g. “Opening Balance.”
Select ChildrenTick the checkbox beside each child you want to include.
Make sure to keep credits and outstanding balances in separate batches.
Apply Details in BulkClick Bulk Modify to apply your chosen date and comment to all selected children.
Then, manually update each child’s Amount field to reflect their true opening balance.
Save and PostOnce all balances are entered, click Save Charges as Draft.
Go back to the Invoices list.
Highlight the newly created draft invoices and click Post Invoices at the top right to finalise.
Best Practice TipsThis step is only done once — before your first AcornCloud invoices are created.
Enter balances carefully; once posted, they become part of your service’s financial history.
Always double-check entries before posting — it’s easier to correct a draft than a posted invoice.
Keep “Opening Balance” as your standard description for clear reporting later.
Once finished, confirm totals by reviewing your Invoices screen.
