Reconciliation Statements

Changes the status of the reconciliation statement to On Hold. You click this button or command when you want to make changes to the reconciliation statement or to pause its processing.

• Cash Account: The account selected in the Cash Account box in the Summary area
• Statement Date: The date selected in the Reconciliation Date box in the Summary area
• Show Reconciled Transactions: Cleared (if the reconciliation statement has been released)

Releases the reconciliation statement you are viewing. As a result, the status of the reconciliation statement changes to Closed. The documents with the Reconciled check boxes selected are included in the reconciliation statement.

Changes the status of the reconciliation statement from On Hold to Balanced, making it possible to release the statement.

This button and command are available if the statement has the On Hold status.

Voids the reconciliation statement you are viewing, changing the status to Voided and clearing the Reconciled check boxes for all documents. If a document had the Cleared check box selected, it will still be selected.

Approves the selected reconciliation statement and changes its status to Balanced; the statement can then be released.

When you click this command, the Enter Reason dialog box opens if Is Optional or Is Required is selected in the Reason for Approval box on the Rule Actions tab of the Approval Maps (EP205015) form for the map. In the dialog box, you can (if Is Optional is selected) or must (if Is Required is selected) enter the reason the document is being approved.

This command appears on the form if the document has the Pending Approval status. For more information, see Approval Configuration: General Information.

Opens the Reassign Approval dialog box, in which you can reassign the selected record to the approver you specify if the reassignment of approvals is allowed in the related rule of the approval map on the Approval Maps (EP205015) form.

This command appears on the form if the document has the Pending Approval status. For more information, see Approval Configuration: General Information.

Rejects the reconciliation statement and changes its status to Rejected.

When you click this command, the Enter Reason dialog box opens if on the Rule Actions tab of the Approval Maps (EP205015) form for the applicable map, Is Optional or Is Required is selected as the reason for rejection. In the dialog box, you can (if Is Optional is selected) or must (if Is Required is selected) enter the reason the document is being rejected.

After rejecting the statement, you can click Hold to assign the On Hold status to the statement; then you can modify it and resubmit it for approval.

This command appears on the form if the document has the Pending Approval status. For more information, see Approval Configuration: General Information.

A check box that indicates (if selected) that the system will assign the selected records to the specified new approver but not to their delegate, even if the new approver is unavailable and has a delegate specified for the current business date.

If the check box is cleared and if the new approver is not available and has a delegate specified for the current date, the system will reassign the selected records to the delegate if the delegate is available. If the delegate is unavailable, the system will reassign the requests to the delegate of the delegate. The system will continue the search in this way until it assigns an approver that has no active delegations set up for the current date or it detects a loop in the chain of delegations (in which case the system will prompt you to specify a different approver).

• On Hold: A user can edit the statement but cannot release it. Click the Remove Hold button on the form toolbar or the equivalent command when you finish editing, and the document’s status changes to Balanced.
• Balanced: The balance of the statement is equal to the reconciled balance and it can be released or saved. To change the status of the document to Balanced, click the Remove Hold button or command.
• Pending Approval: The reconciliation statement needs to be approved before further processing can occur. The approvers are assigned according to the approval map specified on the Approvals tab of the Cash Management Preferences (CA101000) form for the document type. The statement can be either approved (which causes its status to change to Balanced) or rejected (which causes its status to change to Rejected).

  This status is available only if approvals have been activated (and an approval map has been specified) for the document type on the Approvals tab of the Cash Management Preferences (CA101000) form.

• Rejected: An approver has rejected the reconciliation statement by clicking the Reject command or button. You can edit the statement and resubmit it for approval (if needed) if you click Hold, make your edits, and click Remove Hold; the status changes to Pending Approval.

  This status is available only if approvals have been activated (and an approval map has been specified) for the document type on the Approvals tab of the Cash Management Preferences (CA101000) form.

• Closed: The statement has been released and closed.
• Voided: The statement is voided.

The latest date for documents to be loaded to the list.

Regardless of whether you are creating a new reconciliation statement or opening an unreleased statement, the system inserts a default value in this box (as described below) that is designed to allow the system to load documents more quickly. You can override this default date to temporarily limit the number of displayed documents.

To fill in the date in the current box, the system does the following:

1. Sorts unreconciled transactions by payment date and selects the first 5,000 transactions with the earliest payment dates.
2. Checks the number of documents.

   If there are fewer than 5,000 documents or if the date of the 5001st document is later than the date of the 5000th document, the system considers the date of the most recent document to be the recommended date.

   If the date of the 5001st document is the same as the date of the 5000th document, the system compares the dates of the 5000th document and the first document. If these dates are the same, the system finds all documents with this date (within and outside of the 5000-document threshold) and attempts to load them all.

   If the dates of the 5001st document and the first document are different, the system considers the day before the date of the 5000th document to be the recommended date.

3. Compares the recommended date to the Reconciliation Date that has been entered. The system enters the Reconciliation Date into the current box if either of the following conditions is met:
   • The recommended date is equal to or later than the Reconciliation Date.
   • The recommended date is earlier than the Reconciliation Date, but there are no documents with dates between the recommended date and reconciliation date.

   If the recommended date is earlier than the Reconciliation Date, the system inserts the recommended date in the current box and displays a warning message.

This box appears on the form if the document's status is Balanced or On Hold. If this box is empty and the document has another status, it becomes hidden.

The difference between the reconciled balance and the statement balance.

This amount is calculated according to the following formula:

The user-defined type of cash transaction.

The business account (customer or vendor) for the transaction. If the Customer and Vendor Visibility Restriction feature is enabled on the Enable/Disable Features (CS100000) form, the list of values may be limited based on the branch selected on the current form.

A customer or vendor is available for selection if the Restrict Visibility To box on the Financial tab of the Customers (AR303000) or Vendors (AP303000) form is empty or contains this branch or the company of the branch.

This box appears if the selected entry type is associated with the AP or AR subledger.

The default location of the selected business account.

This box appears if the selected entry type is associated with the AP or AR subledger.

The default payment method of the selected business account.

This box appears if the selected entry type is associated with the AP or AR subledger.

A check box that indicates (if selected) that the transaction is on hold, which means it may be edited but cannot be released. You can clear the Hold check box if the transaction is balanced. If this check box is cleared, the transaction status changes to Balanced (or, if approval is required, to Pending Approval). The check box is cleared by default.

The check box is shown in the dialog box even if the Hold Transactions on Entry check box has been cleared on the Cash Management Preferences (CA101000) form.

Releases the transaction and closes the dialog box.

The button is available if the Hold check box has been cleared.