Bank Reconciliation Training Guide - CYMA

CYMA Accounting for Windows Training Guide – Bank ReconciliationClick the Continue button to accept the selected company and access the Maintain Banks dialog box.Click the Cancel button to close the Select Company dialog box.Copyright 1999-2018 CYMA Systems Inc.10

CYMA Accounting for Windows Training Guide – Bank ReconciliationMaintain ConfigurationWhen Configuration. is selected from the Bank Reconciliation Maintain menu, the MaintainConfiguration dialog box displays. This allows you to create Bank Control Account records thatrepresent bank accounts for the current company that will be reconciled in the Bank Reconciliationmodule.Each Bank Control Account record links the company or companies, modules, and company bankrecords that will be included in the bank accounts reconciliation. Company bank records are the bankrecords that are created within the Accounts Receivable, Accounts Payable, Payroll, and BankReconciliation modules on the Maintain Banks dialog box.When data is retrieved, check or deposit transactions from the linked company bank records arebrought into the Bank Reconciliation module for the reconciliation to be performed. For example, tocreate a Bank Control Account record for One Bank of Arizona (01ONE) for the companySouthwestern Industries (DEMO):1. Enter the Control ID for the Bank Control Account record: 01ONE.2. Enter the Account No for the bank account: 1221-0117.3. Enter the Bank Name and account Description: One Bank of Arizona, Checking Account.4. Enter the Master GL Company Bank ID from the company bank records that represents thebank account to be reconciled: 01ONE.5. Enter the appropriate Company IDs, Module IDs, and Module Bank IDs to link to the BankControl Account record 01ONE:Company IDModule IDModule Bank IDDEMOAP01ONEDEMOAR01ONEDEMOPR01ONE6. Click the Save button to accept the data and save the Bank Control Account record.This is useful for companies with multiple Accounts Receivable (AR), Accounts Payable (AP),and Payroll (PR) companies posting to the same General Ledger (GL) company. You canspecify any combination of companies, modules, and company bank records to include in abank account's reconciliation. However, only companies who post to the same GL companycan be included in the Bank Control Account record.Maintain Configuration dialog boxCopyright 1999-2018 CYMA Systems Inc.11

CYMA Accounting for Windows Training Guide – Bank ReconciliationRefer to the following field descriptions and requirements.Control IDTo create a new Bank Control Account ID, enter a control ID to represent the new bank account(up to six alphanumeric characters, blanks and special symbols are not permitted).To edit an existing Bank Control Account record, enter the ID or use the Browser to select the ID.Once the record is displayed, click the Edit button.Account NoEnter the bank account number (up to 15 alphanumeric characters).Bank NameEnter the bank name (up to 40 alphanumeric characters).DescriptionEnter the bank account description (up to 40 alphanumeric characters).Bank IDs to Include group boxThis group box allows you to specify the company, modules, and company bank records to link to thecurrent Bank Control Account record. For companies that post multiple AR, AP, and PR companies toCopyright 1999-2018 CYMA Systems Inc.12

CYMA Accounting for Windows Training Guide – Bank Reconciliationone GL company, this allows you to specify the combination of companies, modules, and companybank records that form a single bank account.Master GL Company Bank IDEnter the ID of the company bank record that contains the General Ledger account number to belinked to the current bank control record. The Browser is available to select one. Only a company bankrecord for the current company can be entered.Data Grid Columns and FieldsOn the Data Grid specify the company or companies, modules, and company bank records that willlink to the current Bank Control Account record.Company IDThis column allows you to enter or select from the Browser the company or companies to link tothe current Bank Control Account record. For companies that post multiple AR, AP, and PRcompanies to one GL company, only the companies that post to the current company's GeneralLedger can be entered.Module IDThis column allows you to select from the drop-down list the installed modules from thecorresponding company to link to the current Bank Control Account record.Module Bank IDThis column allows you enter or select from the Browser specific company bank records for thecorresponding company to link to the current Bank Control Account record.CompanyThis view-only text box displays the company name corresponding to the Company IDselected.BankWhen your cursor is on the Module Bank ID column, this view-only text box displays thecompany bank name for the selected Module Bank ID.Maintain Configuration Command ButtonsThe Edit button allows you to make changes to the displayed Bank Control Account record. Click theEdit button once the Control ID has been entered.The Save button validates the data entered on the Bank Control Account record and saves anychanges.The New button prompts you to save any changes to the active record (if applicable) and then clearsthe dialog box. This allows you to create a new Bank Control Account record or select another recordfor viewing or editing.The Delete button permanently removes the displayed Bank Control Account record from the data file.Records can only be deleted providing no reconciliation involving the currently displayed record is inCopyright 1999-2018 CYMA Systems Inc.13

CYMA Accounting for Windows Training Guide – Bank Reconciliationprogress and no retrieved data for the currently displayed record resides in the current transaction filewaiting to be cleared. If there are transactions for the Bank Control Account record, before you candelete this record, you must perform a reconciliation that will clear all open transactions.When a record is deleted, only the Bank Control Account record is deleted. The company bankrecords contained in the Bank Control Account are not affected.The Close button closes the dialog box and prompts you to save any changes (if applicable). Pressingthe ESC key has the same function.Copyright 1999-2018 CYMA Systems Inc.14

CYMA Accounting for Windows Training Guide – Bank ReconciliationEnter MenuSelecting the Enter menu from the Bank Reconciliation menu bar drops down a submenu that enablesyou to select the data to retrieve for use during the reconciliation process, mark cleared transactions,and enter adjusting entries.From the Enter menu you can select:Retrieve DataImport Transaction FileMark Cleared TransactionsEnter AdjustmentsCopyright 1999-2018 CYMA Systems Inc.15

CYMA Accounting for Windows Training Guide – Bank ReconciliationEnter Retrieve DataWhen Retrieve Data. is selected from the Bank Reconciliation Enter menu the Retrieve Data dialogbox displays. This allows you to selectively retrieve transactions from other modules to include in areconciliation. Transactions can be retrieved for multiple banks, companies, and modules. When thefirst retrieval is being performed, specify a starting date that will include transactions from and includingthat date. The starting date allows you to limit the number of transactions that are retrieved andprevents having to reconcile transactions previously reconciled by other means. After the first End ofProcess Update is performed for a Bank Control Account, the Starting Date field is no longeravailable. Thereafter, this operation will only retrieve transactions added to the data files since the lastretrieval was performed.This date is only used for the first retrieval and cannot be reset so be sure to use the oldest datepossible.This operation must be performed at least once before a reconciliation can be performed. Thereafter,you can retrieve transactions as often as needed; each transaction is only retrieved once. Forexample, you retrieved the transactions for a reconciliation and then discover that you need to go toAccounts Payable and write or void a check. After you print the check, you can Retrieve Data onceagain to include that transaction in the current reconciliation.If you imported data from PAS for multiple modules (GL, AR, AP, PR), refer to the followingrecommendation for retrieving data for the first time:1. First retrieve data from the GL module only, setting the Starting Date to include the imported data.2. After the GL data is retrieved, perform a second retrieval for the subsidiary modules (AR, AP, PR)only, setting the Starting Date after the date of the imported data.This method allows you to set the Starting Date to retrieve the imported data from GL and eliminate itfrom also being retrieved from the subsidiary modules. Otherwise, imported data will be retrievedtwice, once from GL and again from the subsidiary module(s) and require adjustments to be entered toclear the duplicate data.Retrieve Data dialog boxCopyright 1999-2018 CYMA Systems Inc.17

CYMA Accounting for Windows Training Guide – Bank ReconciliationRefer to the following field descriptions and requirements.Banks to Retrieve group boxThis group box allows you to specify the Bank Control Account record from which to retrieve data.All BanksWhen selected, the All Banks radio button will retrieve data from all the Bank Control Accountrecords created on the Maintain Configuration main dialog box. This radio button will beselected as the default and can be overridden.Specific BankWhen selected, the Specific Bank radio button allows you to specify the Bank Control Accountrecord from which to retrieve data. When this radio button is selected, the Bank Control ID textbox is enabled. This allows you to enter the Bank Control Account record.Bank Control IDThis text box is enabled when the Specific Bank radio button is selected. Enter the BankControl Account ID to retrieve data from. The Browser is available to select the ID. When theSpecific Bank radio button is selected, you can specify the type of transactions to retrieve forthe selected Bank Control Account in the Type of Transactions to Retrieve group box.AccountThis view-only text box will display the corresponding Bank Control Account record's accountnumber.NameCopyright 1999-2018 CYMA Systems Inc.18

CYMA Accounting for Windows Training Guide – Bank ReconciliationThis view-only text box will display the corresponding Bank Control Account record's name.DescriptionThis view-only text box will display the corresponding Bank Control Account record's accountdescription.Type of Transactions to Retrieve group boxThis group box allows you to specify the types of transactions to retrieve. When the All Banks radiobutton is selected the check boxes are enabled for all installed modules. You can select the modulesand companies to retrieve data for. For each module, the drop-down list will display the company orcompanies associated with all the Bank Control Account records for the current company.When the Specific Bank radio button is selected and a valid Bank Control ID is entered, the checkboxes are enabled according the module IDs contained in the selected Bank Control Account record.For each enabled module, the drop-down list will display the company or companies associated withthe selected Bank Control Account record.The following check boxes are enabled if the module is installed and the current Bank ControlAccount record or records being used contains at least one company with the module ID.GL Journal EntriesThis check box allows you to retrieve journal entries from the current company's GeneralLedger. If the All Banks radio button is selected, journal entries will be retrieved from each GLaccount associated with the Master GL Company Bank ID in each Bank Control Accountrecord for the current company.If the Specific Bank radio button is selected, journal entries will be retrieved from the GLaccount associated with the Master GL Company Bank ID for the selected Bank ControlAccount record.Journal entries must be posted in order to be retrieved.AR DepositsThis check box allows you to retrieve Deposits and NSF transactions from the AccountsReceivable module. The drop-down list will display the corresponding company or companiesthat transactions can be retrieved from. The default will be All Companies and can beoverridden.All Deposits must be posted to AR before any records will be retrieved.It is recommended that you select the Post Deposits to GL in Detail check box on the ARMaintain Configuration dialog box. This will post deposits to GL with the original deposit date.Otherwise, if deposits are posted in summary to GL, deposits are posted with the period enddate. This will affect the AR ledger if the bank statement end date is before the period end date,a ledger printed with the bank statement cut off date will not include deposits.Payroll ChecksThis check box allows you to retrieve Payroll checks and voided Payroll checks from the Payrollmodule. The drop-down list will display the corresponding company or companies thattransactions can be retrieved from. The default will be All Companies and can be overridden.Copyright 1999-2018 CYMA Systems Inc.19

CYMA Accounting for Windows Training Guide – Bank ReconciliationPayroll checks must be printed and any manual checks entered. It is not necessary to postchecks to GL prior to retrieving them.AP Vendor ChecksThis check box allows you to retrieve Vendor checks and voided Vendor checks from theAccounts Payable module. The drop-down list will display the corresponding company orcompanies that transactions can be retrieved from. The default will be All Companies and canbe overridden.Vendor checks must be printed and any manual checks entered. It is not necessary to postchecks to GL prior to retrieving them.After-the-Fact CD ChecksThis check box allows you to retrieve Cash Disbursement checks from the General Ledger

Bank Reconciliation module for use on a day-to-day basis. When you access Bank Reconciliation for the first time, or if you have not yet completed the necessary steps to set up Bank Reconciliation, you will get a message dialog asking if you would like to view the checklist.