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GL-J  Reconcile Check Register

Purpose of Program

The primary purpose of this program is to reconcile the check register to your bank statement.  Additionally, it can be used to mark cleared items as uncleared and it can be used to archive cleared checks from the check register.

If you want a report listing checks and deposits within a particular date range, use GL-I  Print Check Register before running this program.

The program has buttons to call GL-B  Enter/Post General Journal Trxns, AP-B  Enter Vouchers or AR-C Record Payments so that entries discovered during the reconciliation process can be properly entered without having to exit the program and come back in.  These buttons will only be available to users who have access to those programs through the normal menu security.

General Program Operation

Opening Screen

On the opening screen the first thing to do is to select a Bank Account.  Either enter the bank account number or select a bank account from a lookup by clicking on the lookup icon.

Next, select a Task to Perform by selecting one of three choices: Reconcile to bank statement, Mark cleared items as uncleared, or Archive cleared items.

Finally, you can filter the number of check register items that will appear on the screen lists by entering from/thru date ranges and item numbers (check and deposit numbers).

Tagging Items

You are then presented with a scrolling list of items.

Enter an Ending Bank Balance, the amount of which is found on your bank statement.

If you wish to change the sort order of items on the screen, click on the Sort Order drop down, which gives you three sorting options.

You can now begin tagging items to be cleared, uncleared, or deleted (depending on which task you selected on the opening screen). Tagging merely marks items for processing.  Until you actually save your tagged entries, no actual clearing, unclearing, or deleting will occur.

A variety of tagging options are available.

You can tag an item by double clicking on it, or you can highlight the item and click on the Tag One button.  When an item is tagged, you will see a checkmark in the Tag column.

The Tag Group button is most commonly used for tagging groups of items that were deposited together.  On the bank statement the total deposit is shown as a single amount, but in the check register the deposit can be comprised of many items.  You can tag a group of items by a date range or by a deposit number.  When you do so, you will receive a message indicating how many items will be tagged and what the total dollar amount will be.  If the total amount agrees with the deposit amount on your bank statement, click Yes and the items will be tagged.

If you wish to tag all items on the list, click the Tag All button.  

If at any point during the tagging process you want a report of what's been tagged, click on the Report button.

As items get tagged, you can see running totals in the lower portion of the screen for Tagged Deposits, Tagged Checks, Ending Book Balance, and Difference to Balance.  Once the Difference to Balance amount is zero, you are fully reconciled with your bank statement.

Processing Tagged Items

Once items are tagged to your satisfaction, click the Save button.  You are given three choices: one, you can save the tagged status and return to complete reconciliation at a later time; two, reconciliation is complete and the program can proceed with clearing the items; three, you can cancel any changes made during this session.  If you indicate that reconciliation is complete, you will be prompted for the effective date of the reconciliation and given an option to print the reconciliation report which lists the reconciled items, beginning balance, cleared checks and deposits totals, ending balance, bank ending balance and difference to balance.

Once items are cleared, the book bank balance maintained in AD-B  Checking Accounts Defaults is updated and the items are marked as cleared.  The next time you use reconcile or print your check register, the Opening Book Balance will reflect the new amount.

Once items are marked as cleared, they can be archived from the active check register by going back into this program and taking the Archive cleared items option on the opening screen.

If you find that you accidentally cleared an item that shouldn't have been cleared, you can unclear it (if you haven't already archived it) by taking the Mark cleared items as uncleared option on the opening screen.