Summary
Controls Bank reconciliation
Enter From
Bank Reconciliation toolbar button 
in Banks. Select Bank you want to reconcile before entering
Details
The Reconciliation screen has three panels:
The Left Panel holds
| Display Date range | The From date is the date of the earliest unreconciled posting in the system and therefore this would not generally be altered. The Until date defaults to today's date, but can be altered to suit the reconciliation period end, e.g. 30/06/03. Only items dated within the date range will be displayed. |
| Opening Statement Balances | As per the Bank Statement which is initially entered manually |
| Closing statement Balances | System calculated from Opening Balance and statement entries |
| Statement grid | Displays all transaction lines in the date range |
| Selected Statement Totals | The total withdrawals and deposits of all selected Statement lines are displayed |
The Upper Right Panel holds
A grid of all withdrawals in the period. If Show Unreconciled Only is invoked, only unreconciled transactions will be shown.
A text box displays total withdrawal transactions selected
The Lower Right Panel holds
A grid of all deposits in the period. If Show Unreconciled Only is invoked, only unreconciled transactions will be shown.
A text box displays total deposit transactions selected
How to Reconcile
| • | Verify Statement Opening Balance |
| • | Enter Statement. Either |
| • | Import Statement from your Bank's software, or |
| • | Ensure Auto Prompt Amount is turned on |
Enter statement line by line using the NEW button or type "Ctrl N". After you enter the reference, the system will attempt to find matching transaction references and reconcile on the spot.
After all items have been entered the balance should agree with the closing balance on the bank statement
| • | Select all Statements |
| • | Run Matching References |
| • | Select all Statements |
| • | If there are still any standing withdrawals unreconciled, select each transaction, select Current Standing Withdrawals and either reconcile, or create a new standing withdrawal, then reconcile |
| • | If there are still unreconciled statement lines, identify them and either post new invoices, receipts or journal entries to cover them, then reconcile these |
| • | Reconciling Deposits may require additional work. Banks generally show the daily banking as one amount which can represent a number of deposit or receipt postings in the system. By default, Databuild will post all receipts on the same day with the same reference ("DEPOSIT " plus day No in year). After entering the date, edit or enter "??" as the reference for deposit transactions. The reference will then be changed to the corresponding DEPOSIT nnn reference for that date. |
| • | Another option is to sort transactions into date order then the deposits for the day should be selected giving a progressive total at the top of the Deposit section of the screen. When this agrees with the bank statement deposit item then key the amount into the left side of the screen (bank statement section) and select it as well. Having selected the matching items click on the "Reconcile Total Amount" button and the system should tag all of the relevant entries as reconciled or simply tag the items manually. Repeat this for each bank statement deposit. |
| • | When all bank statement entries are tagged on the screen the reports should then be printed and checked for any bank discrepancy at the bottom of the Bank Reconciliation report. A discrepancy is likely to occur if the starting point is incorrect, i.e. the Opening Balance on the Bank Statement must be truly reconciled against the General Ledger balance. There is little point hoping that balances will magically agree if the starting point is incorrect. |
| • | After printing the reports Clear the reconciled Bank Statement lines; the Opening Bank Statement figure should now be the same as the Closing figure. |
Some points to note
| • | A negative Receipt is treated as a positive Withdrawal entry |
| • | A negative Payment is treated as a positive Deposit entry |
| • | When using "Auto Prompt Amount" items with the same Reference whether or not the entries appear in Withdrawals or Deposits or both. This therefore allows for the reconciliation of a single Bank Statement entry against multiple entries in the system. |
| • | The default reference generated by the system when posting Receipts has a prefix of DEPOSIT followed by the number of the day of the year, e.g. the 17th November 1999 is day 320, therefore the reference would be: DEPOSIT 320 |
| • | All receipt posting on the same day would have the same reference and therefore would be more easily reconciled |
| • | Reconciled against a single Deposit line on the Bank Statement. |
| • | Discrepancies: when faced with a discrepancy between the Theoretical and System Balances check that there are no items marked as reconciled beyond the date of the current reconciliation. Performing a Bank Reconciliation in the system will only be successful if the start point has been reconciled. |
| • | When a new statement line is added, the date will be the same as the current selected statement line. |
| • | If importing statements using the BAI format from CBA the cheque number will be 9 digits, therefore you should ensure that the Cheque Digits field is set to 9 in Setup – Defaults. Also ensure that the BSB and Account number are entered correctly in the Bank screen. |
Toolbar
| File Menu |
| Import Statement Imports statements in Databuild .stm, Bank Standards brs*.* and .bai, NAB .csv, ANZ Direct (NZ), ANZ Online (Aus), Quicken .qif formats |
| Export Statement Exports statements in Databuild .stm, |
| Edit Menu |
| Add New Statement Line |
| Delete Statement Line |
| Sort Menu | Sorts Bank Statements |
| by Line |
| by Reference |
| by Date |
| Reconcile Menu |
| Auto Prompt Amount As you enter a statement reference, the system will scan matching transactions and prompt the amount |
| Accepting this amount will reconcile the statement line and all matching transactions |
| Matching References The system will scan all selected statement lines. If matching transactions and amounts are found, both will be reconciled |
| Current Standing W/drawals The system loads the Standing Withdrawals module, and if the first 3 digits of the statement reference match a withdrawal code, that withdrawal will be prompted. You can accept or choose another, then reconcile, creating the necessary transactions |
| All Standing Withdrawals The system will scan all selected statement lines, and attempt to find matching standing withdrawals. If found, the system will reconcile, creating the necessary transactions |
| Bank Reconciliation |
| Unreconciled Withdrawals |
| Unreconciled Deposits |
Add a New Statement Line
Clear reconciled Statement Lines
Select or Deselect ALL
Search for and reconcile matching references/amounts of statement lines and either deposits or withdrawals
Reconcile TOTAL of Selected Statement lines with TOTAL of selected Deposits or Withdrawals
Edit Standing Withdrawals
Edit Standard Withdrawals or create invoice and pay transactions from highlighted Statement line
 | Delete Statement line(s). This will adjust Statement Opening balances. If all statement lines are deleted, the Opening Balance should align with the next statement's opening balance |
Preview Bank Reconciliation Report
Closes the routine