Reconciliation Statements

Form ID: (CA302000)

You can use this form to create and edit reconciliation statements or to view the details of closed statements. While you are reviewing the current statement, you can add cash transactions on the fly.

Form Toolbar

The form toolbar includes standard buttons and form-specific buttons and commands. For the list of standard buttons, see Form Toolbar and More Menu. The form-specific commands can be shown as buttons on the form toolbar, as commands on the More menu, or in both places. These commands are listed in the following table in alphabetical order.


Command	Description
Hold	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.
Reconciliation Statement Report	Navigates to the Reconciliation Statement (CA627000) report for the reconciliation statement selected on the current form. The system runs the report by using the following report parameters: 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)
Release	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.
Remove Hold	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.
Void	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.

Summary Area

In this area, you can select a reconciliation statement. The elements on the left contain general information about the statement, and the elements on the right display various totals.

To create a new statement, select a cash account, select the reconciliation date, specify the latest date for the transactions to be loaded, and enter the balance from the bank statement as the Statement Balance.


Element	Description
Cash Account	The cash account under reconciliation.
Currency	The currency of the cash account.
Ref. Number	The identification number of the reconciliation statement, which the system assigns when you save the statement.
Status	The current status of the statement, which the system specifies as one of the following options: 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. Closed: The statement has been released and closed. Voided: The statement is voided.
Last Reconciliation Date	The date of the most recent reconciliation for this cash account, if one exists.
Reconciliation Date	The date when the reconciliation statement was released and closed. A user can change the date up to the release.
Load Documents Up To	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: Sorts unreconciled transactions by payment date and selects the first 5,000 transactions with the earliest payment dates. 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. 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.

Table 1. Totals Section
The elements in this section are arranged in two columns: The first displays the balances or total amounts of the specified types, and the second (Document Count) shows, for applicable elements, the number of documents of each type.

Also there are check boxes that are displayed when the system settings used to prepare currently selected statement differ from the current system settings. These check boxes are not available for editing and serve to inform a user about the difference in particular system setting.
Element	Description
Beginning Balance	The balance of the previous reconciliation statement. The system uses the reconciled balance of the previous statement to populate this box.
Reconciled Receipts	First column: The total amount of reconciled receipts on the statement. Second column: The number of reconciled receipts.
Reconciled Disb.	First column: The total amount of reconciled disbursements. Second column: The number of reconciled disbursements.
Reconciled Balance	The beginning balance of the statement plus the cleared receipts minus the cleared disbursements.
Statement Balance	The balance of the current bank statement, which you should enter manually for the current reconciliation statement.
Difference	The difference between the reconciled balance and the statement balance. This amount is calculated according to the following formula: `Difference = Reconciled Balance - Statement Balance`
Voided Transactions Are Skipped	A check box that indicates the value of the Skip Voided Transactions check box on the Cash Management Preferences (CA101000) form at the moment when a user saved this reconciliation statement for the first time. The element is displayed only if the value of the setting has been changed since the reconciliation statement was first saved.
Bank Transactions are Matched to Batch Payments	A check box that indicates the value of the Match Bank Transactions to Batch Payments check box of the cash account (on the Cash Accounts (CA202000) form) at the moment when a user saved this reconciliation statement for the first time. The check box is displayed if the value of the setting has been changed since the reconciliation statement was first saved. For details, see Batch Payment Matching.

Table

If a previously closed reconciliation is selected in the Summary area, you can view the transactions that were included in the reconciliation statement.

If you are preparing a new reconciliation statement or editing a statement with the On Hold or Balanced status, you can view all transactions recorded to the account, including those with the On Hold and Balanced statuses. Some transactions may be marked as Cleared if preliminary information was received from the reconciliation source prior to the date of reconciliation.

Note:

If this is a bank account, and you recently imported the bank statement for this account and processed the imported transactions, such transactions will have the Cleared check boxes selected.

You can select the Reconciled check box for transactions with the Posted status that you confirm with the source. If needed, you can add new transactions on the fly if they are present in either the source or the list (but not both).

Table 2. Table Toolbar
The table toolbar includes standard buttons and buttons that are specific to this table. For the list of standard buttons, see Table Toolbar. The table-specific buttons are listed below.
Button	Description
Toggle Reconciled	Toggles the value of the Reconciled check box for all displayed records in the table. If the records are filtered, the check box value is toggled for only displayed records. The process takes the check box value from the first displayed row, inverts it, and changes the check box value to the new one for all displayed records.
Toggle Cleared	Toggles the value of the Cleared check box for all records displayed in the table that have the Cleared check box available for editing. If the records are filtered, the check box value is toggled for only displayed records. The process takes the check box value from the first displayed row, inverts it, and changes the check box value to the new one for all displayed records.
Reconcile Processed	Selects the Reconciled check boxes in the table for all released documents that were processed on the Process Bank Transactions (CA306000) form.
Create Adjustment	Opens the Quick Transaction dialog box so you can add an adjustment on the fly.

Table 3. Table Columns
Column	Description
Reconciled	A check box that you select to indicate that the document is included in the reconciliation statement as a reconciled one.
Cleared	A check box that you select to indicate that the document was cleared with the reconciliation source, generally based on preliminary information. If you perform reconciliation of the bank account, a selected check box may indicate that the document was matched to the transaction on the imported bank statement.
Clear Date	The date when the document was cleared.
Receipt	The amount of the document, if it is a receipt.
Disbursement	The amount of the document, if it is a disbursement.
Document Ref.	The reference number of the corresponding external document.
Module	The identifier that denotes the functional area of the product where the transaction or the document originated.
Tran. Type	The type of transaction or document, or the entry type of the transaction.
Orig. Doc. Number	The identifier of the document in the system. By clicking this number, you can navigate to the appropriate form (which depends on the type of the document) so you can view the details of the selected document.
Status	The status of the document in the system.
Doc. Date	The date of the transaction or document.
Business Account	The ID of the vendor or customer associated with the document.
Account Name	The name of the vendor or customer.
Description	A detailed description of the document.

Quick Transaction Dialog Box

This dialog box opens when you click one of the following:

Create Adjustment on the Reconciliation Statements (CA302000) form

Create Transaction on the Cash Account Details (CA303000) form

By using the dialog box, which includes the following elements, you can quickly add cash transactions of any entry type.

Note:
You cannot create a cash transaction with project-related settings in this dialog box. To do this, use the Project Transactions (PM304000) form instead of the Quick Transaction dialog box.
Element	Description
Cash Account	The cash account to be updated by this transaction.
Entry Type	The user-defined type of cash transaction. Tip: If an entry type has been defined as the default one for the cash account on the Entry Types tab of the Cash Accounts (CA202000) form, the system automatically fill in this entry type, but you can override this value.
Doc. Date	The date of the transaction.
Fin. Period	The financial period to which the transaction is posted.
Currency	A read-only column that shows the currency of the cash account.
Document Ref.	The reference number of the corresponding external document.
Business Account	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.
Location ID	The default location of the selected business account. This box appears if the selected entry type is associated with the AP or AR subledger.
Payment Method	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.
Amount	The amount of the transaction in the specified currency.
Description	A detailed description of the transaction. The box is filled by default with the description of selected entry type.
Status	The status of the transaction.
Cleared	A check box that you select to indicate that this transaction has been cleared.
Offset Account	The GL account that is used by default as the offset account for transactions. The box is displayed if the entry type selected has Module set to CA.
Offset Subaccount	The offset subaccount used with the account selected.
Hold	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.
Cleared	A check box that you select to indicate that the transaction was cleared with the reconciliation source, generally based on preliminary information.
This dialog box has the following buttons.
Save	Creates a transaction with the specified details and closes the dialog box.
Release	Releases the transaction and closes the dialog box. The button is available if the Hold check box has been cleared.
Cancel	Clears the dialog box elements and closes the dialog box without saving the transaction.