1. Bank Reconciliation
1.1. Prerequisites for Bank Reconciliation

Users MUST have full rights to the "Bank Reconcilliation" in Accounting Security .   Users with “Accounting Security Supervisor” rights will automatically have access.



The Bank Account must be setup in the Bank Setup module
1.2. Fields & Descriptions for Bank Reconciliation
1.2.1. New Statement Information

 
Bank Reconciliation Enter New Statement Information Field and Definitions:
 
Bank Name The name of the bank which is being reconciled
Account Number The number that the bank has for this account
Account Title The G/L title for this bank
Last Statement Reconciled The date of the last reconciliation for this bank will default into this field. This field is editable when the users process a Bank Statement for the first time, but will only allow you to enter a date that is earlier than the Statement Date that is being processed. This will prevent the user from accidentally entering in the exact same date or later than the Statement Date being processed.
Beginning Balance Beginning Balance for this account
Statement Date  The date of the bank statement
Ending Balance The ending balance per the bank statement
Deposits Cleared per Bank This is the total of all of the cleared deposits per the bank statement
Checks Cleared per Bank This is the total of all of the cleared checks per the bank statement
Interest Earned per Bank This is the amount of any interest credited to the bank account by the bank. Upon the final save after the reconciliation is complete, the appropriate journal entry is created
Service Charges per Bank This is the amount of any charges debited to the bank account by the bank. Upon the final save after the reconciliation is complete, the appropriate journal entry is created.
Calculated Balance per Bank This amount is the opening balance + deposits cleared – checks cleared + interest earned – service charges and should equal the exact amount of the ending balance per the bank statement
Difference This would be any difference between the New Ending Balance per Bank and the Calculated Balance per Bank. This amount should be zero.

                              

        

1.2.2. Deposits Tab
 
 
Field Defintions - Bank Reconciliation Deposits tab:

NOTE:  Users have the ability to sort by all the grids.  If you click on the same header twice the sort order will switch from ascending to descending.


Statement Date

The date of the bank statement
Reconciliation Status

The status of this reconciliation – In Process, Reconciled
If Displayed in RED, there is an existing note pertaining to the Reconciliation, entered by the user
Depressing this button will bring up the Enter New Statement Information screen
Depress this button when the Unreconciled Difference is zero to reconcile the Bank Account
If the user wants all of the deposits checks as cleared, this button is used.
The user highlights the first deposit to be checked and then uses this button to check all of the rest.
 
AR Deposits
 
Date Original date the deposit was created 
Amount Total Dollar Amount of the Deposit
Customer Name of Customer Deposit was received from
Invoice Invoice number deposit was applied to
Check/Advice # Customer Check Number
Cleared Check if Cleared from Bank Account
 
AR Non Sufficient Funds
 
Date Original date the Non-Sufficient Fund record was created
Amount Total Dollar Amount of the AR Non-Sufficient Fund Record
Customer Name of Customer for Non Sufficient Funds
Check/Advice # Check Number that the Non Sufficient Funds are applied against 
Cleared Check if Cleared from Bank Account
Depress this button to add a new NSF
 
Journal Entries (Debits)
 
Date Orginal date the JE was Created
Amount Total Dollar Amount of the Journal Entry
Journal Entry Journal Entry Number
Reason Reason for the Journal Entry
Cleared Check if Cleared from Bank Account
Depress this button to add a New Journal Entry
 
 
 
 
Deposits Cleared per Bank This information will be defaulted in from the New Statement Information 
Deposits Marked as Cleared This is the sum of all deposits that were marked as cleared
Difference in Deposits This is the difference between the Deposits Cleared per Bank and the Deposits Marked as Cleared. This should be zero
Un-Cleared Deposits This is the sum of all of the deposits listed which were not marked as cleared 
 
 
Checks Cleared per Bank This information will be defaulted in from the New Statement Information
Checks Marked as Cleared This is the sum of all checks that were marked as cleared
Difference  This is the difference between the Checks Cleared per Bank and the Checks Marked as Cleared. This should be zero
Un-Cleared Checks This is the sum of all of the checks listed which were not marked as cleared
 
 
Beginning Balance

Beginning Balance for this account
Ending Balance

The ending balance per the bank statement
Unreconciled Difference

This would be any difference between the New Ending Balance per Bank and the Calculated Balance per Bank. This amount should be zero

 
 
 
1.2.3. Checks Tab
 
Field Defintions - Bank Reconciliation Checks tab:

NOTE: Users have the ability to sort by all the grids.  If you click on the same header twice the sort order will switch from ascending to descending.


Statement Date

The date of the bank statement
Reconciliation Status

The status of this reconciliation – In Process, Reconciled
If Displayed in RED, there is an existing note pertaining to the Reconciliation, entered by the user
Depressing this button will bring up the Enter New Statement Information screen
Depress this button when the Unreconciled Difference is zero to reconcile the Bank Account
If the user wants all of the deposits checks as cleared, this button is used.
The user highlights the first deposit to be checked and then uses this button to check all of the rest.
 
AP Check
 
 
Payee The Name of the Payee
Date The date the Check was created
Check No The Number on the Check  
Amount Total Dollar Amount on the Check 
Cleared Check if this check has cleared the bank account
 
 
Journal Entries (Credits)
 
Date Orginal date the JE was Created
Amount Total Dollar Amount of the Journal Entry
Journal Entry Journal Entry Number
Reason Reason for the Journal Entry
Cleared Check if Cleared from Bank Account
Depress this button to add a New Journal Entry
 
 
Deposits Cleared per Bank This information will be defaulted in from the New Statement Information
Deposits Marked as Cleared This is the sum of all deposits that were marked as cleared
Difference in Deposits This is the difference between the Deposits Cleared per Bank and the Deposits Marked as Cleared. This should be zero
Un-Cleared Deposits This is the sum of all of the deposits listed which were not marked as cleared
 
 
Checks Cleared per Bank This information will be defaulted in from the New Statement Information
Checks Marked as Cleared This is the sum of all checks that were marked as cleared
Difference This is the difference between the Checks Cleared per Bank and the Checks Marked as Cleared. This should be zero
Un-Cleared Checks This is the sum of all of the checks listed which were not marked as cleared
 
 
Beginning Balance

Beginning Balance for this account
Ending Balance

The ending balance per the bank statement
Unreconciled Difference

This would be any difference between the New Ending Balance per Bank and the Calculated Balance per Bank. This amount should be zero

 
1.2.4. Generate Automatic Deductions Tab
 
Bank Name The name of the bank which is being reconciled.
Account Title The G/L title for this bank.
Account Number The number that the bank has for this account
Current Bank Balance The current bank balance.
 
Automatic Bank Deductions
 
If the user wants none of the automatic bank deductions generated, this button is used.
The user highlights the first check and then uses this button to uncheck all of the rest.
Charge Account Y/N to Generate Auto Deductions.
Descriptions  Description of Automatic Bank Deductions 
Sch Date Bank deduction scheduled date
Amount Amount of Deduction
Generate To   Enter date to Generate Automatic Bank Deductions to
Depress this button to Generate the Auto Deductions
1.3. How To .... for Bank Reconciliation
1.3.1. Add a New Bank Reconciliation
Creating a New Bank Reconciliation
 
Enter SQLMANEX.EXE
Accounting/Bank Reconciliation

 

The following screen will appear:
 
 
 
Depress the Add button to add a New Bank Reconciliation, enter password and the following screen will be displayed: 


 
Select the Bank of your Choice from the Pull Down and the Bank Account Info will default in along with the Last Stmt Reconciled date and Beginning Balance:
 
 
User will then need to enter in the Statement Date and Ending Balance from their Bank Statement.  They may enter data into the other fields for their information only if applicable.
 
 
Depress Save
 
 
Generate any Automatic Deductions you want to include in this Bank Reconciliation and these will be displayed on the checks tab as shown below:
 
 
 
Check the Deposits, AR Non_Sufficient Funds and Journal Entries you want to clear
 
 
Check the AP Checks, Auto Ded, and Journal Entries you want to clear
 
 
Depress the Reconcile button and the following warning will be displayed (notice in the screen above that I have an Unreconciled Difference of -92.70):
 
 
Depress the "Add New Journal Entry" button to Create a Journal Entry of $92.70 to Balance Checking
 
 
Save and Approve JE
 
 
When exiting the JE screen the following message will be displayed:
 
 
Select "Yes" to continue.
 
To refresh Bank Reconciliation screen so the Journal Entry created will be displayed,  user must first Save then Edit
 
 
 
Once the Journal Entry has been cleared and the Unreconciled Difference = 0
 
Account can be Reconciled
 
 
 
 
If a Bank Reconcilitation record is In-Process for the Bank selected the following message will be displayed:
 
 
You will then have the choice of editing the last statement or statement that has a status of In-Process, or cancelling this session.  If you select "Yes" the Statement information for the Bank Account that is In-Process will be displayed:  
 
 
User may edit some of the information within this screen if applicable then depress the Save button or abandon changes button. 
 
 
 
 


 
1.3.2. Find and Edit a In-Process Bank Reconciliation
Subsequent Bank Reconcilliations 
 
Enter SQLMANEX.EXE Accounting/Bank Reconciliation

 

The following screen will appear:

 
Depress the Edit button, enter password and the following screen will be displayed:
 
 
 
Highlight the bank of your choice:
 
If no Records are found the following message will be displayed:
 
 
If records are found the following Information will be displayed:
 
 
Click on the record In-Process and all All of the pertinent information will automatically load. 


 
 
 
1.3.3. Generate Automatic Deductions

 

Enter SQLMANEX.EXE/Accounting/Bank Reconciliation
 
This is the companion screen to the Automatic Bank Deduction tab in the Check Payment Scheduling module.  In this screen, the automatic deductions which were set up previously will be generated. Upon generation, the appropriate journal entry will generate and the outstanding check list will display the automatic deduction.

Upon entering the Bank Reconciliation module, the following screen will display: 
 
 
 

Note that the Generate Automatic Deductions tab is enabled. 

 

Click on the Generate Automatic Deductions tab and the following screen will appear:

 

 

To generate an automatic deduction, depress the Add button and enter your password.   

 

Depress the down arrow next to the Bank Name field.  Select the appropriate bank.  The Account Title, Account Number and Current Bank Balance will fill in automatically.  Enter in the date you want to generate to and depress the Generate Automatic Deductions bar. 
 
The list of all of the automatic bank deduction will appear.  In the Y/N field, check the ones you want to be generated. 





Depress the Save button.