Bank Reconciliation

Menu Path: Cash Management $Images\bluerarw.gif$ Reconciliation $Images\bluerarw.gif$ Bank Reconciliation

Purpose

Verify monthly bank statements match deposits and payments in Apprise.

Overview

Use Bank Reconciliation to perform the monthly bank reconciliation process. This process allows you to verify that the balance for cash accounts in Apprise matches the actual bank account balance reflected on a monthly bank statement and to verify that every deposit, payment, and adjustment is accounted for.

If the balances do not match, you can determine the factors that are causing the difference. Common reasons that the balances may not match include the following:

Interest earned that is not recorded in the general ledger
Bank service charges that are not recorded in the general ledger
Deposits recorded in the general ledger, which the bank has not processed
Payments recorded in the general ledger, which were not cashed
NSF payments
Currency exchange gains and/or losses due to fluctuating exchange rates

After you have determined the transactions that are causing the differences, you can take actions to resolve the differences.

Performing the Bank Reconciliation Process

To perform the bank reconciliation process:

Click the New button in the ribbon.
Enter a description of the bank reconciliation record in the Bank Reconciliation Description field.
Enter the date of the bank statement in the Statement Date field.
Enter the general ledger account for the reconciliation in the Cash Account field.
Enter the ending balance displayed on the bank statement in the Ending Balance field in the Bank Statement Totals section.
If possible, enter the deposit, payment, and adjustment totals from the bank statement in the Deposit Amount Total, Payment Amount Total, and Adjustment Amount fields. This will allow you to compare the difference between the cleared amounts and the amounts from the bank statement in the Variance section.
If there is a currency exchange gain or loss for the cash account, verify the correct batch number, period, and year are entered.
Review each deposit or payment in the Deposits grid and verify it is listed on the bank statement, then select the check box in the Cleared column to mark each deposit as reconciled. You can also click the Clear All button in the ribbon to mark all deposits as reconciled, and then clear the check box in the Cleared column for deposits that are not reconciled. If necessary, use buttons in the Other group in the ribbon to account for deposits that you cannot reconcile.
Click the Payments tab, and repeat step 8 for payments.
Click the Adjustments tab, and repeat step 9 for adjustments (general ledger journal entries to the cash account).
Click the Print Options tab, and select options for outputting the Bank Reconciliation Detail report that will output when you complete the bank reconciliation process.
When the bank statement is fully reconciled, click the Complete Bank Reconciliation button in the ribbon.

Note If at this time you cannot fully reconcile the bank statement, click the OK button to save any changes you have made to the bank reconciliation record. You can then continue the process later until it can be completed.

Ribbon Home Tab Buttons

Button	Description
Exit	Click this button to close the Bank Reconciliation window.
New	Click this button to create a new bank reconciliation record.
Update	Click this button to update the selected bank reconciliation record. Note You cannot update a bank reconciliation record after it is marked as completed.
Delete	Click this button to delete the selected bank reconciliation record.
First	Click this button to display the first bank reconciliation record.
Prev	Click this button to display the previous bank reconciliation record.
Next	Click this button to display the next bank reconciliation record.
Last	Click this button to display the last bank reconciliation record.
OK	Click this button to accept an action. This button is only available after you click the New, Update, or Delete button in the ribbon. Note When creating a new bank reconciliation record, the status of the record is set to Saved after you click this button.
Cancel	Click this button to cancel an action. This button is only available after you click the New, Update, or Delete button in the ribbon.
Show Data	Click this button to display pending deposits, payments, and adjustments for the selected cash account and statement date. You must enter an account and date in the Cash Account and Statement Date fields before you click this button.
Complete Bank Reconciliation	Click this button to mark the bank reconciliation record as completed. You can only mark a bank reconciliation record as completed if the amount in the Bank Reconciliation Variance field is zero (i.e., the statement is fully reconciled with the general ledger).
Clear All	Click this button to select the Cleared check box for all displayed deposits, payments, or adjustments. This only affects the displayed tab. Example If the Payments tab is displayed and you click this button, the Cleared check box is only selected for displayed payments.
Clear None	Click this button to clear the Cleared check box for all displayed deposits, payments, or adjustments. This only affects the displayed tab. Example If the Payments tab is displayed and you click this button, the Cleared check box is only selected for displayed payments.
Clear Range	Click this button to display Date Range, which allows you to select the Cleared check box for displayed deposits, payments, or adjustments in a range of dates. This only affects the displayed tab. Example If the Payments tab is displayed, you click this button and enter a range of dates, the Cleared check box is only selected for displayed payments in the date range.
Non Sufficient Funds Reverse Deposit	Click this button to display Non Sufficient Funds Reverse Deposit Entry, which allows you to reverse deposits that did not clear due to non-sufficient funds. This button is only available if the Deposits tab is displayed.
Account Receivable Post	Click this button to display Accounts Receivable Post, which allows you to manually post payment transactions. This button is only available if the Deposits tab is displayed.
Accounts Payable Post	Click this button to display Accounts Payable Post, which allows you to manually post accounts payable transactions. This button is only available if the Payments tab is displayed.
Journal Entry	Click this button to display Journal Entry, which allows you to enter general ledger journal entries. This button is only available if the G/L Adjustments tab is displayed.
Journal Entry Post	Click this button to display Journal Entry Post, which allows you to manually post journal entries. This button is only available if the G/L Adjustments tab is displayed.
Miscellaneous Service Charge Entry	Click this button to display Service Charge Entry, which allows you to record service charges for the cash account. This button is only available if the G/L Adjustments tab is displayed.
Bank Reconciliation Date Utility	Click this button to display Bank Reconciliation Date Utility, which allows you to update bank reconciliation dates for journal entries. This button is only available if the G/L Adjustments tab is displayed.
Bank Reconciliation Report	Click this button to display Bank Reconciliation Report, which allows you to output a report of transactions reviewed during the bank reconciliation process. This button is only available if you are not creating, editing, or deleting a bank reconciliation record.

Ribbon Batch Tab Buttons

Button	Description
Select	Click this button to display Select a New Batch, which allows you to select a previously created batch. This button is only enabled if the general ledger account you are reconciling has a currency exchange gain or loss.
Open	Click this button to display Open a New Batch, which allows you to create a new batch. This button is only enabled if the general ledger account you are reconciling has a currency exchange gain or loss.
Close	Click this button to display Close A Batch, which allows you to close a batch. This button is only enabled if the general ledger account you are reconciling has a currency exchange gain or loss.
Edit	Click this button to display Edit A Batch, which allows you to edit an existing batch. This button is only enabled if the general ledger account you are reconciling has a currency exchange gain or loss.

Fields and Buttons

Field or Button	Description
Bank Reconciliation Description	Enter a description of the bank reconciliation record, or click the Lookup button to select a previously created bank reconciliation record by the bank reconciliation description.
Statement Date	Enter the date of the statement received from the bank, or click the drop-down arrow to select a date.
Reconciliation Status	This field displays the status of the bank reconciliation record. This field displays one of the following statuses: Saved - The bank reconciliation record was saved (the OK button in the ribbon was clicked). Completed - The bank reconciliation record was marked as completed (the Complete Bank Reconciliation button in the ribbon was clicked).
Cash Account	Enter a general ledger cash account for which you want to perform the reconciliation process, or click the Lookup button to select a cash account.
Bank Account Currency	This field displays the currency of the general ledger account entered in the Cash Account field.
G/L Currency	This field displays the default general ledger currency.
Ending Balance (Apprise Calculated)	After you click the Show Data button in the ribbon, this field displays the ending balance of the general ledger account entered in the Cash Account field as of the statement date entered in the Statement Date field. This balance is calculated as follows: (posted deposits to the cash account with a deposit date equal to or before the statement date) - (posted payments (and voids) to the cash account with a payment date equal to or before the statement date) + (posted general ledger journal entry debits to the cash account with a bank reconciliation date equal to or before the statement date) - (posted general ledger journal entry credits to the cash account with a bank reconciliation date equal to or before the statement date)
Unreconciled Deposits	This field displays the total amount of pending deposits, which is equal to the total amount of deposits in the Deposits grid for which the check box in the Cleared column is cleared. As you mark deposits as cleared, this amount decreases.
Unreconciled Payments	This field displays the total amount of pending payments, which is equal to the total amount of payments in the Payments grid for which the check box in the Cleared column is cleared. As you mark payments as cleared, this amount decreases.
Unreconciled G/L Adjustments	This field displays the total amount of pending adjustments, which is equal to the total amount of adjustments in the Adjustments grid for which the check box in the Cleared column is cleared. As you mark adjustment as cleared, this amount increases or decreases (depending on whether the adjustment was a credit or debit).
Currency Exchange Gain/Loss	This field displays the total currency exchange gain or loss.
Adjusted Balance	This field displays the sum of the account balance and pending payments minus the pending deposits and general ledger adjustments.
Bank Reconciliation Variance	This field displays the statement balance entered in the Ending Balance field in the Bank Statement Totals section minus the adjusted balance. When this value is zero, you can complete the bank reconciliation process.
Prior Ending Balance (Bank Statement Totals)	This field displays the bank statement ending balance from the last bank reconciliation for the cash account.
Deposit Amount Total	Enter the total amount of deposits listed on the bank statement (in the bank account currency).
Payment Amount Total	Enter the total amount of payments listed on the bank statement (in the bank account currency).
Adjustment Amount	Enter the total amount of adjustments listed on the bank statement (in the bank account currency).
Ending Balance (Bank Statement Totals)	Enter the ending balance of the cash account listed on the bank statement (in the bank account currency).
Prior Ending Balance (Cleared)	This field displays the bank statement ending balance from the last bank reconciliation for the cash account.
Deposits (Cleared)	This field displays the total amount of cleared deposits, which is equal to the total amount of deposits in the Deposits grid for which the check box in the Cleared column is selected. As you mark deposits as cleared, this amount increases.
Payments (Cleared)	This field displays the total amount of cleared payments, which is equal to the total amount of payments in the Payments grid for which the check box in the Cleared column is selected. As you mark payments as cleared, this amount increases.
G/L Adjustments	This field displays the total amount of cleared adjustments, which is equal to the total amount of adjustments in the Adjustments grid for which the check box in the Cleared column is selected. As you mark adjustments as cleared, this amount increases or decreases (depending on whether the adjustment was a credit or debit).
Total (Cleared)	This field displays the sum of cleared deposits, payments, and adjustments. It is calculated as deposits + adjustments - payments.
Deposits (Variance)	This field displays the total amount of deposits listed on the bank statement (entered in the Deposit Amount Total field) minus the total cleared deposits.
Payments (Variance)	This field displays the total amount of payments listed on the bank statement (entered in the Payment Amount Total field) minus the total cleared payments.
Adjustments	This field displays the total amount of adjustments listed on the bank statement (entered in the Adjustment Amount Total field) minus the total cleared adjustments.
Total (Variance)	This field displays the sum of the variance for deposits, payments, and adjustments. It is calculated as deposit variance + adjustment variance - payment variance.
Batch #	This field displays the selected batch number. You must specify a batch number if there is a currency exchange gain or loss amount. You can use the Select, Open, Edit, and Close buttons on the Batch tab in the ribbon to work with batches.
Period	Click the Lookup button to select a posting period. This button is only enabled if the general ledger account you are reconciling has a currency exchange gain or loss.
Year	Click the Lookup button to select a posting year. This button is only enabled if the general ledger account you are reconciling has a currency exchange gain or loss.

Deposits Tab Fields and Buttons

Field or Button	Description
All Dates Prior to Statement Date	Select this check box to display all posted and unreconciled deposits with dates prior to the statement date in the Deposits grid. This check box is selected by default.
From	Enter the first date in a range of deposit dates for which to display posted and unreconciled deposits, or click the drop-down arrow to select a date. This field is only enabled if you clear the All Dates Prior to Statement Date check box.
To	Enter the last date in a range of deposit dates for which to display posted and unreconciled deposits, or click the drop-down arrow to select a date. This field is only enabled if you clear the All Dates Prior to Statement Date check box.
Summarize by Batch	Select this check box to display deposits in the Deposits grid by deposit batch. If this check box is cleared, the deposits in the grid are displayed by deposit date. This check box is cleared by default, and is only enabled if no deposits have been cleared for the bank reconciliation.
Deposits	This grid displays posted and unreconciled deposits for a range of deposit dates or all dates. If the payment batch is not set up to reconcile individual payments, each row represents the total deposit amount for a deposit date or batch. To drill down to the details of the individual deposits for a deposit date, double-click the total deposit, or click the down arrow button. If the payment batch is set up to reconcile individual payments, each row represents a single payment. Select the check box in the Cleared column to mark a deposit as reconciled with the bank statement. When you select this check box, the deposit date is entered in the Cleared Date field, but you can change this date. If a different amount appears on the bank statement for a deposit, enter the bank statement amount in the Statement Amount column.

Payments Tab Fields and Buttons

Field or Button	Description
All Dates Prior to Statement Date	Select this check box to display all posted and unreconciled payments with dates prior to the statement date in the Payments grid. This check box is selected by default.
From	Enter the first date in a range of payment dates for which to display posted and unreconciled payments, or click the drop-down arrow to select a date. This field is only enabled if you clear the All Dates Prior to Statement Date check box.
To	Enter the last date in a range of payment dates for which to display posted and unreconciled payments, or click the drop-down arrow to select a date. This field is only enabled if you clear the All Dates Prior to Statement Date check box.
Payments	This grid displays posted and unreconciled payments for a range of payment dates or all dates. Double-click a payment to display A/P Payment Breakdown, which allows you to view detailed payment information. Select the check box in the Cleared column to mark a payment as reconciled with the bank statement. When you select this check box, the payment date is entered in the Cleared Date field, but you can change this date. If a different amount appears on the bank statement for a payment, enter the bank statement amount in the Statement Amount column.

G/L Adjustments Tab Fields and Buttons

Field or Button	Description
All Dates Prior to Statement Date	Select this check box to display all posted and unreconciled adjustments with dates prior to the statement date in the Adjustments grid. This check box is selected by default.
From	Enter the first date in a range of bank reconciliation dates for which to display posted and unreconciled adjustments, or click the drop-down arrow to select a date. This field is only enabled if you clear the All Dates Prior to Statement Date check box.
To	Enter the last date in a range of bank reconciliation dates for which to display posted and unreconciled adjustments, or click the drop-down arrow to select a date. This field is only enabled if you clear the All Dates Prior to Statement Date check box.
Adjustments	This grid displays posted and unreconciled adjustments for a range of bank reconciliation dates or all dates. These adjustments are general ledger journal entries created in Journal Entry or Service Charge Entry. Select the check box in the Cleared column to mark an adjustment as reconciled with the bank statement. When you select this check box, the bank reconciliation date is entered in the Cleared Date field, but you can change this date. If a different amount appears on the bank statement for an adjustment, enter the bank statement amount in the Statement Amount column.

Print Options Tab Fields and Buttons

Field or Button	Description
Output Option	Select one of the following output options: Screen - Output to a PDF so you can immediately view the report. If you select this option, you cannot output using Scheduling Assistant. File - Output to a PDF, Excel, Access, or delimited file to be stored for later use. If you select this option, specify the file type and either the output folder or file name. Printer - Output to a selected printer. If you select this option, specify a printer in the Printer field and the number of copies to print in the Number of Copies field. Email - Output to your default email application. If you select this option, you are prompted to select recipients for the email, then an email is created with the report attached as a PDF file. Excel - Output directly to Excel. You can specify the location of the Excel application in the Spreadsheet File field in User Profile Maintenance. If you output to Excel, the report may include additional information. If you select this option and select to output to Scheduling Assistant, you are prompted to select recipients for an email, and Scheduling Assistant sends an email with the report attached as an Excel file.
Save Report File	Select this check box to save the Crystal Reports report (.rpt) file for the report to the folder entered in the Report Working Directory field for your user ID in User Profile Maintenance. You can use the report file to customize the report. For more information, see Crystal Reports FAQ. This check box is only available if you select the Screen radio button.
Save Access Database File	Select this check box to save the Access database (.mdb) file for the report to the folder entered in the Report Working Directory field for your user ID in User Profile Maintenance. You can use the Access database file to customize the report. For more information, see Crystal Reports FAQ. This check box is only available if you select the Screen radio button.
Output File Type	Select whether to output to a PDF, Excel, Access, or delimited (CSV, DAT, or TXT) file. These radio buttons are only available if you select the File radio button.
Specify File Name	Select this check box to specify the file name of the output report. This check box is only available if you select the File radio button.
Output Directory	Enter the location for the output report, or click the Lookup button to navigate to and select a location. This field is only available if the Specify File Name check box is cleared.
Output File Name	Enter a location and file name for the output report, or click the Lookup button to navigate to and select a location and file name. The file extension of the file name should match the selected output file type. This field is only available if you select the Specify File Name check box.
Excel Format Name	Enter an Excel format name, or click the Lookup button to select an Excel format name. Excel formats can be set up to specify which fields are output to Excel, and the order and sort order of the fields. This field is only available if you select the Excel radio button.
Format Maintenance	Click this button to display Excel Format Maintenance, which allows you to set up Excel formats. This button is only available if you select the Excel radio button.
Save As Type	Click the Lookup button to select whether to save the delimited file as a CSV, DAT, or TXT file. This field is only available if you select the Delimited radio button, and only enabled if the Specify File Name check box is cleared.
Include header	Select this check box to include a row of header information in the exported delimited file, which labels the data. This check box is only available if you select the Delimited radio button.
Delimiter	Enter a comma (,), caret (^), or vertical bar (\|) as a delimiter for the exported delimited file. This field is only available if you select the Delimited radio button.
Enclosing Character	If you want to use single or double quotation marks around data exported to a delimited file, enter ' or " in this field. Even if this field is left blank, text fields that have commas or carriage returns are enclosed in quotes. This field is only available if you select the Delimited radio button.
Printer	Click the Lookup button to select a printer. This field is only available if you select the Printer radio button.
Subject	Enter a subject for the report email. This field is only available if you select the Email radio button. If you leave this field blank, the subject is the report title.
Report File Prefix	Enter a prefix for the report file name. This field is only available if you select the Email radio button.
Add Additional Comments	Select this check box if you want to include additional comments with the emailed report. If you select this check box, the Additional Comments window appears after you click the Print button in the ribbon, and allows you to enter the comments. This check box is only available if you select the Email radio button.
Print Full Heading on All Pages	Select this check box to include the entire heading from the first page of the report on all pages of the report. This check box is cleared by default, and only enabled if you select the Screen, File, Printer, or Email radio button.
Print Title Line on All Pages	Select this check box to include the report title, page number, and printed date/time on all pages of the report. This check box is selected by default and only enabled if you select the Screen, File, Printer, or Email radio button, and if the Print Full Heading on All Pages check box is cleared.
Report Language 1	Enter the first language for the report, or click the Lookup button to select a language.
Report Language 2	Enter the second language for the report, or click the Lookup button to select a language. If you enter a language in this field, the report is printed in this language and the language entered in the Report Language 1 field.
Horizontal Shading	Select this check box to include horizontal shading on alternate lines of the report to make it easier to read report data. This check box is cleared by default, and is only enabled if you select the Screen, File, Printer, or Email radio button.
Collate	Select this check box to collate the printed copies of the report (if you are printing multiple copies of the report). This check box is cleared by default, and is only enabled if you select the Printer radio button and enter a value greater than 1 in the Number of Copies field. Example You are printing five copies of a 20 page report to distribute to five different people. Leave this check box selected, so that pages 1-20 of the first copy prints, then pages 1-20 of the second copy, etc. If you clear this check box, five copies of page 1 prints, then five copies of page 2, etc.
Horizontal Shading Color	Click the Lookup button to select the color of horizontal shading on the report. This Lookup button is only enabled if you select the Horizontal Shading check box.
Number of Copies	Enter the number of copies of the report to print. This field is only enabled if you select the Printer radio button.
Process	Select whether the task is run now or run by Scheduling Assistant. If you select the Schedule radio button, you can specify when the task occurs, and optionally set up an alert to be created when the task completes. These radio buttons are only enabled if the Disable Scheduling Assistant check box is cleared for your user ID in User Profile Maintenance. Note If you select the Schedule radio button, you cannot output to the screen.
Time	Enter the time to output or process, and select AM or PM. These fields are only enabled if the Schedule radio button is selected, and only available if the Once or Every radio button is selected.
Date	Enter the date (or first date) to output or process. This field is only enabled if the Schedule radio button is selected, and only available if the Once or Every radio button is selected.
Task Occurs	Select one of the following options: Once - Output or process at a specified date and time. Every - Output or process on a recurring basis. You can select to output/process at a specific time: every week on specified days after a specified number of days on the first or last day of each month after a specified number of minutes After - Output/process after a specified task is completed. These radio buttons are only enabled if you select the Schedule radio button.
Frequency	Select one of the following: Day of Week - Output or process every week on the selected days. Days - Output or process after a specified number of days, starting on a specified date. Month - Output or process on the first or last day of each month, starting on a specified date. Time - Output or process after a specified number of minutes, starting on a specified date. These radio buttons are only available if you select the Every radio button.
Day of Week	Select the day(s) of the week to output or process. These check boxes are only enabled if you select the Schedule radio button, and select the Every and Day of Week radio buttons.
Repeat Every X Days	Enter a number of days after which to output or process. This field is only available if you select the Days radio button.
Repeat On	Click the Lookup button and select whether to output or process on the first or last day of the month. This field is only available if you select the Month radio button.
Repeat Every X Minutes	Enter a number of minutes after which to output or process. This field is only available if you select the Time radio button.
Triggering Task Id	Click the Lookup button to select a task ID that will trigger the task. This field is only available if the After radio button is selected.
Triggering Task Name	This field displays the name of the triggering task. This field is only available if the After radio button is selected.
Triggering Task Description	This field displays the description of the triggering task. This field is only available if the After radio button is selected.
Task Description	Enter a description of the task. This can help users understand the purpose of a recurring task.
Scheduling Assistant Queue	Enter an active Scheduling Assistant queue for the task, or click the Lookup button to select a Scheduling Assistant queue. This defaults to the default queue for your user ID. This field is only enabled if you select the Schedule radio button, and you are assigned to a queue other than the Default queue.
External Email	Select this check box to send an email (outside of Apprise, using SMTP) when the task is completed.
Screen Alert	Select this check box to display an alert when the task is completed.
Internal Email	Select this check box to send an internal Apprise email when the task is completed.
Report Files	This grid displays report files set up for the report, and is only available if report files are set up for the program in Report File Maintenance. This grid includes the following columns: Print - Select the check box in this column to output the report file. Number of Copies - Enter the number of copies of the report file to print. This column is only available if you select the Printer radio button. Report Description - This column displays the description of each report file. Report Filename - This column displays the .rpt file name for each report file. Report Name - This column displays the name of each report file.