Accounts Payable Check Reconciliation

3 Options

 | Auto Reconcile from Bank File | Export Checks to Bank File | Adding Check to Reconciliation File | Mass Changing Statement Dates | Viewing Invoices | Posting Checks | Individually Reconciling Checks |

The Check Reconciliation Options allow you to perform tasks related to the reconciliation of your checks:

• Auto Reconcile from Bank File – allows you to import a file provided by your bank to reconcile checks.

• Export Checks to Bank File – WESPaC Financial Management uses the Create Information for County Treasurer option for this process.

• Add Check to File – allow users to add information to the reconciliation file for checks that were generated outside the WESPaC Financial Management system.

• Mass Change Statement Date – allows you to change the statement date on a range of checks.

• Invoices – allows you to view the invoices attached to a particular check. You have the ability to view the individual history invoices to verify information regarding the selected check.

• Post Checks – is a mass processing routine that allows you to mark a range of checks as having cleared the bank.

Auto Reconcile from Bank File

The Auto Reconcile From Bank File option allows you to import a file from the bank that contains the reconciliation information for checks you have issued.

You may work with your county treasurer to see if they have an electronic file format of the checks that they have reconciled and summarized on the F 197 report.

Auto Reconcile Format Setup

Before you can use the Auto Reconcile option, you need to set up the Format of the electronic import file.

Menu Path: Financial Mngmnt / A/P / Check Rec.

1. On the Check Reconciliation screen, click the Options button.

2. Select Auto Reconcile From Bank File. The Auto Check Reconciliation screen opens.

3. Click the Format button. The Auto Check Rec Import Format screen opens.

4. To the right of the Current Auto Reconciliation Bank Formats list, click the Add button. The Add/Edit Import Bank Format screen opens.

5. Enter the Bank Format Code. For example, the bank’s name.

6. Enter the Bank Format Description.

7. Click the OK button to save and return to the Auto Check Rec Import Format screen.

8. Below the Current Auto Reconciliation Bank Formats list, select a Primary Bank.

• Begin typing the Bank code in the Bank EEL. Select the Bank from the list that appears.

• Click on the Bank button. The Bank Cash Accounts List screen opens:

1. From the Available Cash Accounts list, highlight the Code you want to use.

2. Click the Select button.

9. If necessary, click the Secondary Bank check box. The Secondary Bank option is active. Use this if you have another bank that uses the same format. The Secondary Bank option is now active.

• Begin typing the Bank code in the Bank EEL. Select the Bank from the list that appears.

• Click on the Bank button.

The Bank Cash Accounts List screen opens.

1. 1. From the Available Cash Accounts list, highlight the Code you want to use.

   2. Click the Select button.

10. From the drop down list, select the Processing Method that defines what file records in the bank’s file to include:

• • 1 – Use all records

  • 2 – Skip records with non-numeric check #s

  • 3 – Skip non-numeric check #s (without quotes); switch amount sign

  • 4 – Skip header and trailer records; use all other records

  • 5 – Use multiple checks per record

11. To the right of File Type, click the Edit button to determine whether the file type to be imported. The Edit Auto Check Rec File Type screen opens.

12. From the File type drop down list, select the file’s type:

• Fixed length

• Delimited

If you select Delimited, in the Field Delimiter field identify the delimiter used on the file from the bank.

13. Click the OK button to return to the Auto Check Rec Import Format screen.

14. To the right of the Import Format Fields list, click the Add button to set up the Import Format Fields. The ASCII Import Detail Field Information screen opens.

15. Select the Import Field Desc you want to import. Only fields that appear on the bank’s file need to be defined.

Depending on the Field Type you select, there may be additional fields you will need to define such as Decimal Position or Date Format.

• Begin typing the Import Field Desc code in the EEL. Select the code from the list that appears.

16. Click the OK button.

17. Repeat the Import Format Fields steps for each of the following:

• For Import Field Desc code Amount 004, from the Field Type drop down list, select the import field type:

• Numeric Integer

• Numeric Fixed Decimal

• Numeric Implied Decimal

• In the Start Position field, enter the sequence number or start position of the field in the bank’s file that contains the data.

• In the Size field, enter the length of the field in the bank’s file that contains the data. The Max Size field displays the maximum number of characters that can be used.

• When using Numeric fixed decimal or Numeric implied decimal enter the decimal position within the Import field.

• For Import Field Desc code Bank Account # 013, the Field Type is Text.

• In the Start Position field, enter the sequence number or start position of the field in the bank’s file that contains the data.

• In the Size field, enter the length of the field in the bank’s file that contains the data. The Max Size field displays the maximum number of characters that can be used.

• For Import Field Desc code Check Number 014, from the Field Type drop down list, select the import field type:

• Numeric Integer

• Numeric Fixed Decimal

• Numeric Implied Decimal

• In the Start Position field, enter the sequence number or start position of the field in the bank’s file that contains the data.

• In the Size field, enter the length of the field in the bank’s file that contains the data. The Max Size field displays the maximum number of characters that can be used.

• When using Numeric fixed decimal or Numeric implied decimal enter the decimal position within the Import field.

• For Import Field Desc code Date 005, from the Field Type drop down list, select the import field type:

• Unedited Date

• Edited DATE

• In the Start Position field, enter the sequence number or start position of the field in the bank’s file that contains the data.

• The Size field is fixed and cannot be updated. The Max Size field displays the maximum number of characters that can be used.

• From the Date Format drop down list, select the date’s format.

18. Click the Close button when the Auto Check Rec Import Format settings are complete.

Auto Check Reconciliation Import Process

Menu Path: Financial Mngmnt / A/P / Check Rec.

1. On the Check Reconciliation screen, from the Existing Cash Accounts list, highlight the Cash Account code for which you will be running the Auto Check Reconciliation Import Process.

2. Click the Options button.

3. Select Auto Reconcile from Bank File. The Auto Check Reconciliation screen opens.

4. From the Bank Format EEL, select the bank format for which you are reconciling checks.

5. The File Location default is "Bankrec.txt" or the location from where you last pulled a file.

To select a different file, click the Browse button.

The Choose File Location to Import Bank File screen opens. You will need to know where the file resides.

Highlight the file and click the Open button to select the file and return to the Auto Check Reconciliation screen.

6. Enter the Statement Date.

7. Click the Import button.

The system begins the import process. When it is complete, an Information screen opens providing you with a listing of the number of records that were imported, the number of exceptions, and the number of checks that were reconciled.  

8. Click the OK button. The checks on the file from the bank display in the Checks on Current File from Bank list.

9. Click the Reconcile button. The Reconcile Checks screen opens.

10. Click the Yes button.

The system reconciles all checks that do not have an exception.

Use the View drop down list to limit the checks displayed in the Checks on Current File from Bank list.

• All Checks on Bank File

• Only Checks with Exceptions

• Only Checks without Exceptions.

Use the Find option to quickly lookup a check in the Checks on Current File from Bank list.

To run a Report of the checks imported from the bank file, click the Report button. You can run a report of All Checks from Bank File, Exceptions Only, or Open Checks for Above Listed.

11. Click the Close button.

Export Checks to Bank File

Export Checks to a Bank File Format Setup

Before you can use the Export Checks to Bank File option, you need to set up the Format of the electronic export file.

Menu Path: Financial Mngmnt / A/P / Check Rec.

1. On the Check Reconciliation screen, from the Existing Cash Accounts list, highlight the Cash Account code for which you will be exporting check records.

2. Click the Options button.

3. Select Export Checks to Bank File. The Export Checks to a Bank File: Positive Pay screen opens.

4. Click the Format button. The Format for Exporting to a Bank File screen opens.

5. To the right of the Current Export Bank Formats list, click the Add button. The Add/Edit Import Bank Format screen opens.

6. Enter theBank Format Code. For example, the bank’s name.

7. Enter the Bank Format Description.

8. Click the OK button to save and return to the Format for Exporting to a Bank File screen.

9. Below the Current Export Bank Formats list, select the Export Bank.

• Begin typing the Bank code in the Bank EEL. Select the Bank from the list that appears.

• Click on the Bank button. The Bank Cash Accounts List screen opens:

1. From the Available Cash Accounts list, highlight the Code you want to use.

2. Click the Select button.

10. From the Check Types fields, enter the check type’s letter in the respective box. For example, to include Regular check types only, enter an "R" in the Regular check type field, etc.

Do not leave any of the check types blank. Enter an asterisk (*) in the respective box for any check type you want to EXCLUDE from the export.

The Y–Payables Expense and Z–Payables Reversal check types are always excluded.

11. To the right of File Type, click the Edit button to determine the file type to be exported. The Ascii Export File Type screen opens.

12. From the File type drop down list, select the file type:

• Fixed length

• Delimited

If you select Delimited, in the Field Delimiter field identify the delimiter used on the file from the bank.

13. Click the OK button to return to the Format for Exporting to a Bank File screen.

14. To the right of the Export Format Fields list, click the Add button to set up the Export Format Fields. The ASCII Export Detail Field Information screen opens.

15. Select the Import Field Desc you want to import. Only fields that are needed for the bank’s file need to be defined.

16. Click the OK button.

17. Repeat the Export Format Fields steps as many times as needed. Only those fields remaining undefined are now available.

18. Click the Close button when the Format for Exporting to a Bank File settings are complete.

Build Export Checks to Bank File

Menu Path: Financial Mngmnt / A/P / Check Rec.

1. On the Check Reconciliation screen, from the Existing Cash Accounts list, click the Options button.

2. Select Export Check to Bank File. The Export Checks to a Bank File: Positive Pay screen opens.

3. Enter a low and high Check Number. Checks within this Check Number range are included in the export, provided they meet the other selection criteria.

!! WARNING !!: The Check Number range fields retain the last range entered when the last export was created.

4. From the Bank Format EEL, select the bank format for which you are exporting checks.

5. Enter the File Name of the export file.

Enter the File Location to which to export the file.

6. Click the Build button.

The system begins the import process. When complete, the Extracted Check List displays a listing of the check records that met the selection parameters in the formatting area.

Report of Checks to be Exported

1. To obtain a report of the checks to be exported, click the Report button.

2. The Output Destination screen opens.

The system prompts you to select a print option. You can choose to print the reports to screen, to a printer, or to save the report for later viewing.

3. Click the OK button.

Export Checks to Bank File Process

Once you have built the export file and are satisfied with the results, you can now export the file to send to the bank.

1. From the Export Checks to a Bank File: Positive Pay screen, click the Export button.

2. The Export Complete screen opens, indicating how many records have been exported, the File Name and the File Path where the export file was created.

3. Click the OK button.

Adding a Check to the Reconciliation File

The Add Check to File option allows you to add check information to your reconciliation file for checks that were generated on a previous accounting system.

Adding old checks to your reconciliation file eliminates the need to add hand-written notes to reconciliation reports for outstanding checks carried over from a previous system.

Added checks are used primarily to balance your bank statements. The check amounts will not affect any account history.

NOTE: The Add Check to File option requires Vendor keys or Employee keys for each check that is added, so make sure these keys have been added to your Vendor Master file.

In the case of Payroll checks, Employee keys must be set up in your Employee Profile records.

!! WARNING !!: It is critical that information added is accurate. You cannot delete or edit the check’s information after it has been added to the file.

Menu Path: Financial Mngmnt / A/P / Check Rec.

1. On the Check Reconciliation screen, from the Existing Cash Accounts list, highlight the bank Cash Acct you want to add the check to.

2. Click the Options button.

3. Select Add Check to File. The Check Reconciliation Add screen opens.

4. The Bank Name field displays the name of the bank selected on the Check Reconciliation screen. It is not updateable.

5. Enter the Check Nbr of the check being added.

6. From the Check Type drop down list, select the check’s type:

• Regular

• Manual

• Void

• Hold

• Pay

• Single

Hint: Use Ctrl-T to enter today’s date.

7. Enter the Check Date of the check being added. Format is MMDDYY. Do not use slashes or hyphens.

8. Enter the check’s Amount.

9. Select the Payee. This is the vendor or employee key indicating to whom the check is made out.

• Begin typing the Payee code in the Payee EEL. Select the key from the list that appears.

• Click on the Payee button.

The Name List screen opens:

1. From the All Names list, highlight the Name Key you want to use.

2. Click the Select button.

If the vendor or employee is not on file, and if you have sufficient security access, add the information as necessary (Employee – Employee Profile, Vendor – Vendor Master).

10. Click the OK button.

The check is immediately added to the reconciliation file. Once you have added checks to the reconciliation file, you can post the checks after they have cleared your bank.

Mass Changing Statement Dates

You can change the statement date of checks that have been reconciled with the incorrect statement date.

Menu Path: Financial Mngmnt / A/P / Check Rec.

1. On the Check Reconciliation screen, from the Existing Cash Accounts list, highlight the bank Cash Acct from which the checks were issued.

2. Click the Ranges button. The Check Ranges screen opens.

3. Set the Statement Date range to include only the checks whose statement date matches the incorrect statement date.

4. Click the OK button.

Checks whose statement date matches the statement date range appear in the Checks for Selected Cash Account list.

5. Click the Options button.

6. Select Mass Change Statement Date. The Mass Change Statement Date screen opens.

7. Enter the Old Statement Date. Only checks with this statement date will be processed.

8. Enter the New Statement Date.

9. Click the Run button.

All checks meeting the ranges you specified will have their Statement Date changed to the New Statement Date.

Viewing Invoices

The Invoices option allows you to view the invoice(s) attached to a particular check to verify information regarding the selected check.

Menu Path: Financial Mngmnt / A/P / Check Rec.

1. On the Check Reconciliation screen, from the Existing Cash Accounts list, highlight the bank Cash Acct from which the checks were issued.

2. From the Checks for Selected Cash Account list, highlight the check for which you want to view invoice information.

3. Click the Options button.

4. Select Invoices. The Invoice(s) screen opens.

The Invoice Information list displays a listing the invoice(s) paid with the selected check.

5. To view an invoice on the Invoice Information list, click the Invoice button.

The Invoice Entry screen for the invoice selected opens. It cannot be updated.

6. Click the Close or OK button to return to theInvoice(s) screen.

7. Click the Close button to return to the Check Reconciliation screen.

Posting Checks

Post Checks is a method of reconciling a group of checks within a range.

This method can only be used if you know which checks within a specific range are open or still outstanding. An incorrect check range could reconcile checks in error.

Menu Path: Financial Mngmnt / A/P / Check Rec.

1. On the Check Reconciliation screen, from the Existing Cash Accounts list, highlight the bank Cash Acct from which the checks were issued.

2. Click the Ranges button. The Check Ranges screen opens.

3. As necessary, set the Ranges to include only the checks to be reconciled.

4. From the Open Checks drop down list, select Yes. Only checks that are un-reconciled within the check number range are included in the Post Checks process.

5. Click the OK button to return to the Check Reconciliation screen.

6. Click the Options button.

7. Select Post Checks. The Mass Post a Range of Checks screen opens.

8. Verify that there are no warning messages listed in Account Information frame.

9. Enter the Statement Date. This becomes the statement date for the checks.

10. Use the Open Checks Only drop down box to determine if you wish to process only open checks as part of the mass posting.

• Yes – Only open checks (checks that have not been reconciled) are included for processing.

• No – ALL checks, including checks that have been previously reconciled, are included for processing.

11. Click the Run button. The Post Checks screen opens.

This is a listing of Checks Available for Reconciliation that meets the ranges you specified.

12. From the Checks Available for Reconciliation list, highlight the check(s) you want to process.

1. Click the Add button.

To select more that one check at a time, use the shift-click method to add a block of checks or the control-click method to randomly select checks from the list.

The Add All button adds all of the checks to the Reconciled Checks for Statement Date list.

To find a specific check, type the check’s number in the Lookup field below the Checks Available for Reconciliation list.

13. When selection is complete, click the OK button to return to the Check Reconciliation screen.

14. All checks that were moved to the Reconciled Checks for Statement Date list now contain the Statement date as defined in the Statement Date field.

15. Once you have selected the checks you wish to process, click OK.

The system will perform the mass posting and the Statement Date will be updated.  

Individually Reconciling Checks

You have the ability to reconcile one check at a time.

Menu Path: Financial Mngmnt / A/P / Check Rec.

1. On the Check Reconciliation screen, from the Existing Cash Accounts list, highlight the Cash Acct from which the check you are reconciling was issued.

2. Checks available for reconciliation display in the Checks for Selected Cash Account list.

3. In the Sequence frame, select the order in which you want the checks to display. Checks can display in either Check Number or Payee Key order.

4. From the Checks for Selected Cash Account list, highlight the check you want to reconcile.

HINT: Use the Check Number lookup option at the bottom of the list to quickly find a check. You have the option to search for checks by either Check Number or Payee Key depending on the Sequence selected.

5. Enter the bank’s statement date in the Statement Date field

-- Or --

1. Click the Edit button. The Check Reconciliation Update screen opens.

2. Enter the bank’s statement date in the New Stmt Date field.

3. Click the OK button to return to the Check Reconciliation screen.

6. The Stmnt Date column on the Checks for Selected Cash Account list is updated.

At the bottom of the screen information displays regarding the selected check. This includes the Payee (Vendor or Employee paid) information including name and address, the Check Date and the Statement Date if the check has been reconciled.

Version 01.04.07.0 – 010234

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