Validate Migrated Balances & Open Invoices in Yardi Breeze

Validate the migration by reconciling three things in Yardi Breeze: ending balances per bank/GL, owner/tenant (resident) ledger balances, and the open invoice/charge list. If those three match your pre-migration “as of” reports, the migration is correct; if not, isolate the mismatch by date, property, and account, then fix with the smallest correcting entry (not by editing history blindly).

 

Before checking anything (avoid false mismatches)

 

• Confirm the cutover date (the “as of” date your old system stopped). All reports must be run to that same date.
• Confirm what was migrated: open items only vs full history. Open-item migrations will not match historical income/expense reports, only current balances.
• Lock the books (or restrict posting) during validation so numbers don’t move while checking.

 

Step 1: Validate bank and GL balances

 

• Run a Trial Balance (summary of all general ledger accounts) in Breeze for the cutover date.
• Compare to the old system’s Trial Balance for the same date.
• Focus first on Cash/Bank accounts, Accounts Receivable (A/R), Prepaid assessments (if used), and Undeposited funds.
• If cash is off, check whether outstanding checks and deposits in transit were migrated as separate items or expected to be handled via bank reconciliation later.

 

Step 2: Validate resident/owner balances (A/R)

 

• Run an A/R Aging report in Breeze as of the cutover date. This groups unpaid balances by how old they are.
• Compare total A/R and spot-check several accounts: one with a zero balance, one with a credit, one with multiple unpaid charges.
• For each spot-check, open the ledger (the account’s transaction history) and confirm: charges (invoices/assessments), payments, and credits add up to the same ending balance as the old system.

 

Step 3: Validate open invoices/charges list

 

• Pull an Open Invoices or Unpaid Charges list (naming varies by setup) and compare count and totals to the old system’s open items report.
• Verify each open item has the correct date, due date, amount, and charge code (the category that drives reporting).
• Check that late fees were either migrated as separate charges or will be re-calculated going forward; mismatches here are common.

 

Common issues and clean fixes

 

• Balances match but aging buckets don’t: invoice dates or due dates shifted. Fix by correcting dates on the charge (or re-import open items with correct dates).
• Total A/R matches but some accounts are wrong: payments applied to the wrong invoice. Fix by unapplying and reapplying payments, not by adding random credits.
• Credits disappeared: credits may have been imported as negative charges or unapplied payments. Reclassify so the ledger shows a clear credit balance.
• GL matches but bank doesn’t: undeposited funds or outstanding items not represented the same way. Confirm migration approach, then reconcile in Breeze using the bank statement.

 

If everything already matches

 

• Save PDFs of Breeze reports: Trial Balance, A/R Aging, and Open Items as your migration proof pack.
• Do a small live test: post one new assessment, record one payment, and confirm the ledger and GL update correctly.
• Set posting controls: close prior periods and document who can edit charges/payments.

 

When to contact support

 

• Trial Balance is off and the difference cannot be tied to a specific account or import batch.
• Many invoices have wrong dates/codes (usually faster to correct via re-import than manual edits).
• Duplicate residents/units causing split balances.