Txeis Bank Reconciliation
TXEIS BANK RECONCILIATION 1 January 2018 Contents Introduction . 2 Options . 2 Bank Reconciliation Tables Options . 2 Bank Account Fund Groups . 3 Bank Reconciliation Tables Bank Account Fund Groups Bank Account Group . 3 Bank Reconciliation Tables Bank Account Fund Groups Bank Account Group Funds . 4 Reconciliation Layout . 5 Bank Reconciliation Tables Reconciliation Layout Categories . 5 Bank Reconciliation Tables Reconciliation Layout Layout . 7 Bank Transactions . 8 Bank Reconciliation Maintenance Bank Transactions Create Transactions. 8 Bank Reconciliation Maintenance Bank Transactions Transaction Maintenance . 10 Bank Reconciliation . 12 Bank Reconciliation Maintenance Bank Reconciliation . 12 Bank Transactions Status Inquiry . 17 Bank Reconciliation Inquiry Bank Transactions Status Inquiry . 17 Mass Delete Transactions . 19 Bank Reconciliation Utilities Mass Delete Transactions . 19 Auto Bank Reconciliation. 20 Bank Reconciliation Utilities Auto Bank Reconciliation . 20 Reports . 21 BBR0100 - Bank Account Fund Groups . 21 BBR0200 - Bank Transactions . 21
2 Introduction With input from the ESCs and reviewing the existing requests and support issues, we are pleased to announce our newest application Bank Reconciliation. When TxEIS 3.2 is installed, the database will be changed as follows: Removal of Finance Tables Bank Account Fund Groups Removal of Finance Maintenance Bank Reconciliation with relocation of Positive Pay Export to Utilities Removal of Human Resources Run Payroll Bank Reconciliation with relocation of Positive Pay Export to Utilities Bank Account Fund Group data will be moved to the new Bank Reconciliation Tables Bank Account Fund Groups with a couple of additions: o The Fiscal Year will be updated with an X, o The Bank Account Group that contains the Payroll Clearing Fund/Fiscal Year from the current fiscal year in Finance will have the ‘Include HR’ option checked, and o The Fund, Fiscal Year, Object, Subobject, Investment Type and Investment Description will be in one table on one screen. Provided the LEA has at least one reconciled item in GL File ID C, unreconciled Cash Receipts and Checks from both Finance and Human Resources will be extracted for GL File ID C for closed accounting periods and the File ID as defined at Previous Year File ID for all accounting periods. Options Bank Reconciliation Tables Options This page allows you to set a bank reconciliation option, which is used on the Bank Reconciliation page. Set option: Under Options: Field Description All Computer Checks to Select to include computer checks in the Bank Account Group that lists the Finance Clearing Finance Clearing Fund Fund/Fiscal Year from Finance Tables District Finance Options Clearing Fund Maintenance. Leave blank to filter computer checks by the bank account group. Cash receipts and district checks posted to funds other than the clearing fund are not affected by this option and are always filtered by the bank account group. Click Save.
3 Bank Account Fund Groups Bank Reconciliation Tables Bank Account Fund Groups Bank Account Group This tab is used to manage bank account group codes that are used for bank reconciliation, positive pay and the auto bank reconciliation processing. Each bank account group has fund codes and fund years associated with that group. Use the Bank Account Group Funds tab to add the applicable funds to the fund groups. Add a bank account group code: Click Add to add a row. By default, the results are sorted in ascending order by fund. You can click each column heading to sort the data in ascending or descending order. - indicates that the column is sorted in ascending order - indicates that the column is sorted in descending order Field Code Description Bank Account Nbr Inactive Extract HR Include Auto JVs Description Type the four-character code for the bank account group. Type the bank account group description. The field can be a maximum of 30 characters. Type the account number for the bank account group. The field can be a maximum of 17 digits. The account number is displayed on the report for the positive pay export in Finance. Select to exclude the group code from being displayed and used throughout the system. Select to include payroll checks and deduction/transfer checks if paid from the payroll check stock in the bank account fund group. This field can only be selected for one bank account group. Select to include the automatically created journal vouchers from the payroll and vendor check processing. Click Save. The code is saved to the grid and is displayed in the Group Code drop-down field on the Bank Account Group Funds tab. Other functions and features: Reset Reset data. Click to clear the data on the page. Delete a row. Click to delete a row. The row is shaded red to indicate that it will be deleted when the record is saved. Click Save. Note: You cannot delete a group code if it has associated transactions.
4 Bank Reconciliation Tables Bank Account Fund Groups Bank Account Group Funds This tab is used to create multiple group funds for each bank account: For each of the individual funds created, you can have multiple investment and cash object / subobject combinations. You can change between bank groups and edit records. Funds cannot be duplicated. You can add the same fund, year, obj, sobj, investment type in an active group if the same fund, year, obj, sobj and investment type exists in an inactive group. You cannot add the same fund, year, obj, sobj, investment type in an inactive group if the same fund, year, obj, sobj and invest type exists in an active group. Set up a bank account group fund: Field Description Group Code Click to select a bank account group code from the list. All fund codes and years that exist for the group code are displayed. Click Add to add a fund to the selected group code. Fund Fscl Yr Obj Sobj Investment Type Investment Description Click Save. Type the three-digit fund code. Type the one-digit fiscal year. Type the four-digit object code. Type the two-digit subobject code. Click to select the investment type. Type the investment description. The field can be a maximum of of 30 characters. Other functions and features: Add Reset Add a row. Click to add a row to the grid. Reset data. Click to clear the data on the page. Delete a row. Click to delete a row. The row is shaded red to indicate that it will be deleted when the record is saved. Click Save. Note: You cannot delete a group code if it has associated transactions.
5 Reconciliation Layout Bank Reconciliation Tables Reconciliation Layout Categories This tab is used to define the fields shown and used on the Bank Reconciliation screen which will be laid out on the reconciliation layout template, which is managed on the Layout tab. There is a choice of Layout Type: Single: this layout will allow for a single column of fields and operations, and Double: this layout will allow for a System column and a Bank column of fields and separate operations. The Double layout will be the default layout for this initial roll-out and new databases and will mimic the existing TxEIS Bank Reconciliation fields. Add a category: Click Add to add a row. Field Description Operator Statement Type Recon Side Inactive Click Save. Description Type the 30-character category description to be displayed in the bank reconciliation layout. Click to select the operation to be used for the category description. If using a double column layout, only one bank side category and one system side category can be set to Equals. If using a single column layout, only one field can be set to Equals. If the Statement Type field is set to Total, the Operator field must be set to Equals. Click to assign a calculated amount or allow for user entry. The following statement types are calculated amounts: Cleared Deposits Total of cash receipts with the Recon check box selected. Outstanding Deposits Total of cash receipts without the Recon check box selected. Cleared Checks Total of checks with the Recon check box selected. Outstanding Deposits Total of checks without the Recon check box selected Cleared JVs Total of JVs with the Recon check box selected. Outstanding JVs Total of JVs without the Recon check box selected. System Cash The general ledger balance of all cash object/subobject codes associated with the bank account group as of the selected accounting period. Total Total of all fields in the column is displayed. User Input Single Entry An input box is provided that will accept a single dollar amount. User Input Multi Entry When you click in the input box, a pop-up window is displayed allowing you to add multiple pairs of description and amount as needed. Both positive and negative amounts can be entered. Select the category reconciliation side (Bank or System). This field is only displayed if Double Column is selected and saved on the Layout tab. Select to exclude the category from the reconciliation layout. If selected, the category is not displayed on the Layout tab.
6 The default Categories are (description – statement type): Cleared Deposits – Cleared Deposits Cleared Checks – Cleared Checks Cleared JVs – Cleared JVs Banking Fees/Charges – User Input Single Entry Previous Balance – User Input Single Entry Statement Balance – User Input Single Entry Bank Dividends/Interest – User Input Single Entry System Cash – System Cash Outstanding Deposits – Outstanding Deposits Outstanding Checks – Outstanding Checks Outstanding JVs – Outstanding JVs Statement Balance – User Input Single Entry Miscellaneous Adjustment – User Input Single Entry Unreconciled Difference – Total Other functions and features: Add Reset Add a row. Click to add a row to the grid. Reset data. Click to clear the data on the page. Delete a row. Click to delete a row. The row is shaded red to indicate that it will be deleted when the record is saved. Click Save.
7 Bank Reconciliation Tables Reconciliation Layout Layout This tab is used to design the bank reconciliation layout template that displays the reconciliation summary information. A list of the category descriptions with the operator type from the Categories tab is displayed. If Inactive is selected for any category on the Categories tab, the category description is not displayed on this tab. Set the reconciliation layout: Field Description Reconciliation Layout Type Click to select the number of columns to be included in the layout. If Double Column is selected, the Bank and System columns are displayed. The category reconciliation side can be selected in the Recon Side field on the Categories tab, which is only displayed if Double Column is selected and saved on this tab. If Single Column is selected, all active categories are displayed in a single column. The drag and drop feature is available on this tab, which allows you to change the category order in a column. Hover over a category until the category box color turns a darker blue, and the mouse pointer changes to four arrows, and then hold down the left mouse button and drag and drop the category to the desired location within the column. Click Save. Other functions and features: Reset Reset data. Click to clear the data on the page. Double layout example (default layout) Single layout example:
8 Bank Transactions Bank Reconciliation Maintenance Bank Transactions Create Transactions This tab is used to extract transactions from the Finance and Human Resources tables for bank reconciliation. Notes: Multiple transactions are summarized as follows: o Cash Receipts – cash receipt number, date and description o Checks – vendor number, check number, check date, check void flag (voids will extract) o Payroll Checks – employee number, pay frequency, pay date, adjustment number (voids will extract) o Journal Vouchers – JV number, JV description (the earliest date will be extracted) EFT payments are extracted as a JV with the following JV number (description for all is EFT Total): o Vendor EFT: EFT-mmddyy where mmddyy is the month/day/year of the check date o Payroll EFT: PAY EFT-mmddyy where mmddyy is the month/day/year of the pay date Payroll Transfer Transactions are extracted as a JV An additional extract for the same Bank Account Group, Accounting Period and/or Pay Date range will not create duplicate entries Modify a record: Field Description Bank Account Grp Type the bank account group code to be used. This field is required. If the bank account group code is not known, click . The Bank Account Grp lookup is displayed. To narrow the search for a bank account group code, type data in the Search field. A list of codes matching the search criteria is displayed. Select a bank account group code from the list. Otherwise, click Cancel. GL File ID Type the general ledger file ID. This field is required. Accounting Period Type the accounting period to be used. The leading zero is not required. Or, click to select an accounting period. Only one accounting can be used at a time. If this field is not populated, Finance data is not retrieved.
9 Pay Date From and Type the from and to pay dates to be used. You can enter the same to and from date to retrieve data for To fields a single date. If the pay date fields are not populated, Human Resources data is not retrieved. Execute Click to execute the process. All reports are displayed by the transaction category (Checks, Cash Receipts, and Journal Vouchers). If there are errors, an error report is displayed. You can toggle between the summary and error report. Click Summary Report to view the Summary Report. Or, click Error Report to view the error report. If no errors are encountered, the Error Report and Summary Report buttons are not displayed. Review the report. Review the report using the following buttons: Click Click Click Click to go to the first page of the report. to go back one page. to go forward one page. to go to the last page of the report. The report can be viewed and saved in various file formats. Click to save and print the report in PDF format. Click to save and print the report in CSV format. (This option is not available for all reports.) When a report is exported to the CSV format, the report headers may not be included. Click Process to close the report window. Some reports may have a Close Report or Exit button instead. Click to import the transactions listed on the Summary Report to the Maintenance Bank Reconciliation page. The Process button is disabled until valid transactions are retrieved. Cancel Click to cancel the process and clear the data on the tab.
10 Bank Reconciliation Maintenance Bank Transactions Transaction Maintenance This tab is used to create, edit, and delete unreconciled data from the bank reconciliation transactions table. Retrieve data: Field Description Group Code Click to select a group code from the drop-down. After you select a group code, the associated transactions (Cash Receipts, Checks, and Journal Vouchers) are displayed in accordion style sections. The group codes are populated from the Tables Bank Account Fund Groups Bank Account Group tab. Cash Receipts This section is expanded by default if cash receipts exist for the selected group code. Click Cash Receipts to collapse the section. The following cash receipt information is displayed and can be modified: Receipt Nbr – cash receipt number Amount – total cash receipt amount Date – cash receipt date Description – cash receipt description By default, the results are sorted in ascending order by cash receipt number. Click a column heading to sort the data in ascending or descending order. Checks - indicates that the column is sorted in ascending order - indicates that the column is sorted in descending order Click to expand the section and view the checks associated with the selected group code. Click Checks to collapse the section. The following check information is displayed and can be modified: Freq – payroll frequency (if applicable) Micr – check number correction Check Nbr – check number from Finance or Payroll Amount – total check amount Date – check date Payee Nbr – vendor number or employee number Payee Name – vendor name or employee name
11 By default, the results are sorted in ascending order by check number. Click a column heading to sort the data in ascending or descending order. Journal Vouchers - indicates that the column is sorted in ascending order - indicates that the column is sorted in descending order Click Journal Vouchers to expand the section and view the journal associated with the selected group code. Click Journal Vouchers to collapse the section. The following journal voucher information is displayed and can be modified: Freq – payroll frequency (if applicable) JV Nbr – journal voucher number Amount – total JV amount Date – JV date (earliest date if multiple exist) Description – JV Number Description By default, the results are sorted in ascending order by check number. Click a column heading to sort the data in ascending or descending order. - indicates that the column is sorted in ascending order - indicates that the column is sorted in descending order Click Save. After the transaction maintenance is completed, you can reconcile the transactions. Other functions and features: Add Add a row. Click to add a row to the grid. Reset Reset data. Click to clear the data on the page. Delete a row. Click to delete a row. The row is shaded red to indicate that it will be deleted when the record is saved. Click Save.
12 Bank Reconciliation Bank Reconciliation Maintenance Bank Reconciliation This page is used to reconcile unreconciled bank transactions from the bank reconciliation transaction table. Review the Categories tab for more information on the Totals section layout. Retrieve a reconciliation record: Recon Title Type a bank reconciliation title or press the SPACEBAR to select from a list of unreconciled records. Reconciled records are not displayed in the drop down, and can only be selected from the reconciliation directory. Click required. to select an existing reconciliation record from the Reconciliation Search. This field is The transactions associated with the selected bank account group are displayed under the respective drop-down sections (Cash Receipts, Checks, Journal Vouchers). If the reconciliation record is in a pending status, the layout in the Totals section remains as it was saved even if the layout changed on the Tables Reconciliation Layout page. The corresponding unreconciled transactions are retrieved, recalculated, and saved. If the reconciliation record is reconciled: The layout for the Totals section is retrieved and the totals are not recalculated. The Recon Title, Bank Account Grp, GL File ID, and Accounting Period fields are disabled. The Add, Save As Pending, and Reconcile buttons are disabled. You can print the Reconciled Report. You can view and add comments. Add a bank reconciliation: Field Description Recon Title Type a bank reconciliation title. This field is required. Bank Account Grp Type a bank account group for which you want to reconcile transactions. This field is required. If the bank account group code is not known, click . The Bank Account Grp lookup is displayed. To narrow the search for a bank account group code, type data in the Search field. A list of codes matching the search criteria is displayed. Select a bank account group code from the list. Otherwise, click Cancel. Note: Only one pending reconciliation is allowed per bank account at a time. GL File ID Type the general ledger file ID. This field is optional when adding a reconciliation record; however, is required when processing a reconciliation record. Accounting Period Type the accounting period to be used. The leading zero is not required. Or, click to select an accounting period. Only one accounting can be used at a time. If this field is not populated, Finance data is not retrieved. This field is optional when adding a reconciliation record; however, it is required when processing a reconciliation record. Click Add. An add successful message is displayed. The reconciliation record is available in the Reconciliation Search directory. The Add button is disabled. The order, layout, and statement types are retrieved from the Tables Reconciliation Layout. Unreconciled (i.e. status not R) transactions that correspond to the selected Bank Account Grp are displayed. Totals are calculated and saved with the reconciliation Totals.
13 The transactions associated with the selected bank account group are displayed under the respective drop-down sections (Cash Receipts, Checks, Journal Vouchers). Select the transactions to be reconciled. Note: transactions can be selected one-by-one, using the Select All / Unselect All links or via click-and-drag to select multiple transactions. Cash Receipts This section is expanded by default. Click Cash Receipts to collapse the section. Select the Recon check box for each cash receipt transaction to be reconciled. The following cash receipt information is displayed: Receipt Nbr Amount Date Description By default, the results are sorted in ascending order by cash receipt number. Click a column heading to sort the data in ascending or descending order. Checks - indicates that the column is sorted in ascending order - indicates that the column is sorted in descending order Click to expand the section and view the checks associated with the selected group code. Click Checks to collapse the section. Select the Recon check box for each check transaction to be reconciled. The following check information is displayed: Freq Micr Check Nbr Amount Date Payee Nbr Payee Name By default, the results are sorted in ascending order by check number. Click a column heading to sort the data in ascending or descending order. - indicates that the column is sorted in ascending order - indicates that the column is sorted in descending order
14 Journal Vouchers Click Journal Vouchers to expand the section and view the journal associated with the selected group code. Click Journal Vouchers to collapse the section. Select the Recon check box for each journal voucher transaction to be reconciled. The following journal voucher information is displayed: Freq JV Nbr Amount Date Description By default, the results are sorted in ascending order by check number. Click a column heading to sort the data in ascending or descending order. Totals - indicates that the column is sorted in ascending order - indicates that the column is sorted in descending order Click to display the bank reconciliation total fields as defined on the Categories tab. Based on the Categories tab, some of the fields are automatically calculated and cannot be edited. The totals are updated as transactions are selected and cleared. The Unreconciled Difference amount is displayed on the Totals header if the Totals accordion is collapsed, which allows you to see the updated unreconciled difference amount as transactions are selected and cleared. If the Totals accordion is expanded, the unreconciled difference amount is not displayed on the header. If the Statement Type for a category is set to User Input: Multi Entry on the Tables Reconciliation Layout Categories tab, a multi-entry pop-up window is displayed when you click in the category field allowing you to add user-defined rows of descriptions and amounts to be included in the total calculations. In the Description field, type a user-defined description for the entry. In the Amount field, type a dollar amount for the entry. Click Add to add a row. Or, a new row is added when you type a description in a row and press TAB. Click OK. The multi-entry pop-up window is closed, and the entered amounts are totaled and displayed in the corresponding category field. Click Cancel to close the pop-up window without adding additional entries. Click to delete a row. Click Save As Pending. The Totals are recalculated to include the multi-entries. If the Statement Type for a category is set to User Input: Single Entry on the Tables Reconciliation Layout Categories tab, type the amount in the field.
15 After the applicable transactions are selected and the totals are reviewed: Click Save as Pending to save all of the selected transactions and totals as pending. You can retrieve the reconciliation record at a later time to resume the reconciliation process. OR Click Reconcile to begin finalizing the reconciliation process for the selected transactions. The totals and transactions are saved as pending, and a preview report is displayed. Review the report Review the report using the following buttons: Click to go to the first page of the report. Click to go back one page. Click to go forward one page. Click to go to the last page of the report. The report can be viewed and saved in various file formats. Click to save and print the report in PDF format. Click to save and print the report in CSV format. (This option is not available for all reports.) When a report is exported to the CSV format, the report headers may not be included. Click to close the report window. Some reports may have a Close Report or Exit button instead. Click Process to continue the reconciliation process. The Reconciliation Report is displayed with a list of the transaction statuses and totals. Review the report Review the report using the following buttons: Click to go to the first page of the report. Click to go back one page. Click to go forward one page. Click to go to the last page of the report. The report can be viewed and saved in various file formats. Click to save and print the report in PDF format. Click to save and print the report in CSV format. (This option is not available for all reports.) When a report is exported to the CSV format, the report headers may not be included. Click to close the report window. Some reports may have a Close Report or Exit button instead. Click Cancel to return to the Bank Reconciliation page. Other functions and features: Reset Comments Print Reset data. Click to clear the data on the page. Add comments. Click to add comments to the reconciliation record. A comments pop-up window is displayed. Type your comments and click Save. Otherwise, click Cancel to return to the Bank Reconciliation page. A paperclip icon is displayed on the Comments button if comments exist. Print data. Click to print data. If the reconciliation record is in a pending status, the Pending Reconciliation Report is displayed.
16 If the reconciliation record is in a reconciled status, the Reconciliation Report is displayed. Review the report. Review the report using the following buttons: Click to go to the first page of the report. Click to go back one page. Click to go forward one page. Click to go to the last page of the report. The report can be viewed and saved in various file formats. Click to save and print the report in PDF format. Click to save and print the report in CSV format. (This option is not available for all reports.) When a report is exported to the CSV format, the report headers may not be included. Click to close the report window. Some reports may have a Close Report or Exit button instead. Delete a reconciliation record. Click to delete the selected reconciliation record. A message is displayed prompting you to delete the reconciliation record. Click OK to delete the record. A message is displayed indicating that the record was successfully deleted. Errors Click Cancel to return to the Bank Reconciliation page without deleting the r
Bank Reconciliation Tables Options This page allows you to set a bank reconciliation option, which is used on the Bank Reconciliation page. Set option: Under . Options: Click . Save. Field Description All Computer Checks to Finance Clearing Fund Select to include computer checks in the Bank Account Group that lists the Finance Clearing
User Guide - Bank Reconciliation Manager Page 12 of 21 5. Bank Reconciliation This chapter describes how to use Bank Reconciliation Manager to reconcile the bank statement csv files with the transactions in Sage Accpac ERP. Automating the reconciliation process can save you a lot of time, especially, if you have a lot of transactions. (Please .
Hence, the Bank Reconciliation Statement will commence with the balance as per closing balance of the Bank Statement. This means that the Bank Reconciliation Statement is a continuation of the Bank Statement. It must be pointed out to learners that entries recorded in the Bank Reconciliation Statement are recorded from the Bank ˇs point of view.
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files directly into the system to expedite the reconciliation process. Bank Reconciliation Interaction The following diagram illustrates the interaction between Bank Reconciliation and various modules. More information on module interaction can be found in "Concepts: How This Module Works" on page 3. Figure 1: Bank Reconciliation interaction
The Bank Reconciliation window will close, and a new entry will appear in the . Bank Reconciliations grid. If you would like to view the Bank Reconciliation report (the list of items cleared on this reconciliation), click Yes. Note You can Undothe reconciliation if a mistake has been made.
Bank Reconciliation Statement is a statement prepared, periodically with a view to enlist the reasons for difference between the balances as per the bank column of the cashbook and pass book/bank statement on any given date. Need of preparing Bank Reconciliation Statement A Bank Reconciliation
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appointment issued by the Bank Group, the terms and conditions of the letter of appointment will prevail. . Before accepting an assignment, STC/STT are required to acquaint themselves with the restrictions on relatives’ employment contained in SR 4.01, par. 5.03 and report to HR Operations (Bank and MIGA appointments) or Client Services (IFC appointments) any close relatives working for .
