ACTIVANT D2K. Bank Reconciliation. Version 6.0

Transcription

1 ACTIVANT D2K Bank Reconciliation Version 6.0 1

2 This manual contains reference information about software products from Activant Solutions Inc. The software described in this manual and the manual itself are furnished under the terms and conditions of a license agreement. The software consists of software options that are separately licensed. It is against the law to copy the software on any medium, or to enable any software options, except as specifically permitted under the license agreement. In addition, no part of this manual may be copied or transmitted in any form or by any means without the prior written permission of Activant Solutions Inc. From time to time, Activant makes changes to its software products. Therefore, information in this manual is subject to change, and the illustrations and screens that appear in the manual may differ somewhat from the version of the software provided to you. Created by: Yardley Technical Communication 2006, Activant Solutions Inc. All rights reserved. Activant and the Activant logo are registered trademarks and Activant Prophet 21 is a trademark of Activant Solutions Inc. All other company or product names are the trademarks or registered trademarks of their respective companies. Activant Solutions Inc Southfront Road Livermore, CA Version 6.0 Publication Date:

3 Table of Contents 1 Introduction 4 2 Accounts Receivable Functions 6 AR.BATCH.TOTALS 6 PROCESSED.AR.BATCH 8 AR.MISC.TOTALS 10 PROCESSED.AR.MISC 12 PROCESSED.AR.JE 13 UNCLEARED.AR.RPT 15 Sample Uncleared AR Report 16 UNCLEARED.JE.RPT 17 Sample Uncleared Journal Entry Report 18 CLEARED.JE.RPT 19 Sample Cleared Journal Entry Report 19 BANK.RECON.FORM 20 Sample Bank Reconciliation Form 22 What if it doesn t match? 22 3 Accounts Payable Functions 23 4 Index 25 3

4 1 Introduction A new streamlined method of reconciling your processed checks is now available in Accounts Receivables and Accounts Payables has a new menu that allows easy access to AP Bank Reconciliation functions. Functions allow you to print reports that help you compare the balance in your bank account with the balance in D2K and print a bank reconciliation form. You can also process individual checks, batches of checks and journal entries within the AR and AP modules. Start up procedure: Determine a start up date and contact D2K Customer Care to enable this feature. Old, uncleared check information will not appear on the reports before this date. Batch posting must also be set up in AR.CONSTANTS. In accounts receivables, there is a new menu to list the functions you need: Figure 1 Accounts Receivable Bank Reconciliation Menu The reports on this menu as well as COA.INQ and PRINT.LEDGER can be used to verify the information on the Bank Reconciliation Form. 4

5 Introduction Function Name: AR.BATCH.TOTALS PROCESSED.AR.BATCH AR.MISC.TOTALS PROCESSED.AR.MISC PROCESSED.AR.JE UNCLEARED.AR.RPT UNCLEARED.JE.RPT CLEARED.JE.RPT BANK.RECON.FORM Display or print Accounts Receivable batch totals. This function prints Accounts Receivable Batch (ARB) balances that haven t cleared within a selected date range for a specified bank. (The bank code entered must be the same for the entire batch.) Enter processed information for cleared batches. Display or print accounts receivable miscellaneous cash totals that haven t cleared within a selected date range for a specified bank. Enter processed miscellaneous cash for cleared checks. Enter processed journal entries that are applied to the cash account. Print a report of uncleared batches and miscellaneous cash up to the entered cutoff date for a specified bank. Print a report of uncleared journal entries up to the entered cutoff date for a specified bank. Print a report of journal entries cleared within the selected period ending date for a specified bank. Print the bank reconciliation for the selected period ending date for a specified bank. The bank s cash account is used. 5

6 2 Accounts Receivable Functions The following functions for Accounts Receivable are available to you for Bank Reconciliation. AR.BATCH.TOTALS This function displays or prints Accounts Receivable Batch (ARB) total balances that haven t cleared within a selected date range for a specified bank. Figure 2 AR.BATCH.TOTALS Function 6

7 Accounts Receivable Functions Field Name: 01 Printed Report? Specifies whether you want to display or print the totals Setting: Y N END Print the report Display the report only Exit the function 02 Bank Code Enter the Bank Code for the batch that you want to view. 03 Starting Date Enter the starting date for the batch that you want to view. 04 Ending Date Enter the ending date for the batch that you want to view. When you enter the above information, information similar to the following displays (and prints if you specified that). Figure 3 AR.BATCH.TOTALS Display Field Name: Batch Number Post Date The Accounts Receivable Batch ID number. The date the batch of checks was posted to the General Ledger. 7

8 Accounts Receivable Functions Amount Posted Total Number of Records Listed The amount posted to the General Ledger in this batch of checks. The total amount posted of all batches shown here. For reference, the total number of batches shown here displays. PROCESSED.AR.BATCH This function allows you to enter processed information into for batches of checks that have been cleared by your bank. Figure 4 PROCESSED.AR.BATCH. Function Field Name: Bank Batch Number Or Starting/Ending Batch Numbers Enter the bank code. Enter END to exit the function and return to the AR Bank Reconciliation menu. Enter a single batch number Or Enter a range of batch numbers. 8

9 Accounts Receivable Functions Batch Date Memo Batch Status Date Posted Batch Amount The entry date of the original batch. It may be the system date or may be entered by the person entering the batch. The memo entered on the batch entry screen. The batch status can be Open or Cleared. The date the batch was posted. The total amount of the batch. Once the Batch Amount is entered, the batch is flagged as cleared. Figure 5 PROCESSED.AR.BATCH. Entries 9

10 AR.MISC.TOTALS Accounts Receivable Functions The AR.MISC.TOTALS function allows you to display or print accounts receivable miscellaneous cash totals that haven t cleared within a selected date range for a specified bank. Figure 6 AR.MISC.TOTALS Function Field Name: 01 Printed Report? Specifies whether you want to display or print the total of all checks. Setting: Y N END Print the report Display the report only Exit the function 02 Bank Code Enter the Bank Code for the batch that you want to view. 03 Starting Date Enter the starting date for the batch that you want to view. 04 Ending Date Enter the ending date for the batch that you want to view. 10

11 Accounts Receivable Functions Figure 7 AR.MISC.TOTALS Function Field Name: Bank Code Check Number Transaction Date Cash Received Total Number of Records Listed The bank code you entered. The number of the miscellaneous check. The date the transaction was processed. The miscellaneous cash received. The total of all check. The number of checks listed. 11

12 PROCESSED.AR.MISC Accounts Receivable Functions The PROCESSED.AR.MISC function allows you to enter processed miscellaneous cash for checks that have been cleared by your bank. Figure 8 PROCESSED.AR.MISC Function Field Name: Bank Check Number Check Date Payor Name Check Status Date Cleared Check Amount Enter the bank code for this miscellaneous cash check. Enter the check number for this miscellaneous cash check. Miscellaneous cash check date displayed. Payor s name for this miscellaneous cash check displayed. Satus of Open or Cleared displayed. If the miscellaneous cash check was cleared, the date it cleared. The amount of the miscellaneous cash check. 12

13 Accounts Receivable Functions Figure 9 PROCESSED.AR.MISC Function PROCESSED.AR.JE Enter processed journal entries that are applied to the cash account. Figure 10 PROCESSED.AR.JE Function 13

14 Accounts Receivable Functions Field Name: Bank Document Number Document Period Annotation Date Cleared Enter the Bank Code Enter END to exit the function. The ID assigned to the journal entry when it was created. The period of the journal entry displayed from the GLT. Displayed from the GLT record. The date the journal entry cleared. Once the Date Cleared is entered, the journal entry is flagged as cleared. Figure 11 PROCESSED.AR.JE Function 14

15 UNCLEARED.AR.RPT Accounts Receivable Functions Print a report of uncleared batches and miscellaneous cash up to the entered cutoff date for a specified bank. This can help you reconcile errors if your bank balance and the cleared Figure 12 UNCLEARED.AR.RPT Function Field Name: Bank Code As of Date The bank code you want to check. The date through which the uncleared Accounts Receivable will be selected. 15

16 Accounts Receivable Functions Sample Uncleared AR Report UNCLEARED.AR.RPT 07:35:15 Jan ACTIVANT WDS Acct activant Process Page 1 Batch Post Amount Posted Memo Number Date , Batch Total 4, Accounts Receivable Outstanding Batches prior to For Bank 2 (Wachovia) 16

17 UNCLEARED.JE.RPT Accounts Receivable Functions Print a report of uncleared journal entries up to the entered cutoff date for a specified bank. Figure 13 UNCLEARED.JE.RPT Function Field Name: Bank Code As of Period Enter the bank code that you want to report on. Enter the cutoff date for the report. 17

18 Accounts Receivable Functions Sample Uncleared Journal Entry Report UNCLEARED.JE.RPT 07:35:37 Jan ACTIVANT WDS Acct activant Process Page 1 Document Period Amount Posted Note Total Document Total Document Total Document General Ledger Outstanding Jrnl Entries Prior to For Bank 2 (Wachovia) Journal Entry Total

19 CLEARED.JE.RPT Accounts Receivable Functions Print a report of journal entries cleared within the selected period ending date for a specified bank. Figure 14 CLEARED.JE.RPT Function Field Name: Bank Code As of Period Enter the bank code that you want to report on Enter the cut off period for the report. Sample Cleared Journal Entry Report CLEARED.JE.RPT 07:49:56 Jan ACTIVANT WDS Acct activant Process Page 1 Document Period Amount Posted Note Total Document Total Document General Ledger Jrnl Entries Cleared in Period For Bank 2 (Wachovia) Journal Entry Total

20 Accounts Receivable Functions BANK.RECON.FORM This function allows you to quickly and easily reconcile your bank statement with the information in D2K. All you have to do is enter what is on the statement, and D2K does the rest! Print the bank reconciliation for the selected period ending date for a specified bank. The bank s cash account is used. Figure 15 BANK.RECON.FORM Function Field Name: 01 Bank Code Enter the bank code for the batch that you want to reconcile. 02 As of Date Enter the As of Date that you want to reconcile. 03 Beginning Bank Balance Enter the beginning bank balance from your statement. 20

21 Accounts Receivable Functions Figure 16 BANK.RECON.FORM Function Field Name: A. Beginning Balance From the GL-COA cash account. Using COA.INQ, the last period before the requested period. B. Total Deposits Posted GLT from APPLY.CASH, REVERSE.CHECK, and MISC.CASH within the selected period. C. Total Checks Posted GLT from MISC.PAYABLE, AP.MANUAL.CHECK, MANUAL.PAYMENT, PRINT.AP.CHECKS, and VOID.CHECK for the cash account within the selected period. D. Journal Entries, Transfers, Debits, and Credits Posted GLT from JRNLS for the cash account within the selected period. E. Ending Balance Total of all the above details A + B + C + D. F. Beginning Bank Balance Enter the beginning bank balance from your statement. G. Outstanding Checks All uncleared AP.CHECKS less than or equal to the selected period for the specified bank. H. Deposits or Transfers in Transit All uncleared ARB and ARM records less than or equal to the selected period for the specified bank. 21

22 Accounts Receivable Functions I. Outstanding Journal Entries J. Adjusted Bank Balance All unposted GLT records created in JRNLS for the cash account less than or equal to the selected period. Total of the above F + G + H + I. K. Beginning Balance From the GL-COA cash account. Using COA.INQ, the last period before the requested period. L. Total Deposits Posted GLT from APPLY.CASH, REVERSE.CHECK, and MISC.CASH within the selected period. Date Stamp Today s system date displays here. Sample Bank Reconciliation Form Figure 17 Sample Bank Reconciliation Form What if it doesn t match? You ve entered your information but the Ending Balance does not match the Adjusted Bank Balance. What do you do? Mostly likely, it is because something cleared that you didn t tell the system that it cleared. Run the Uncleared Accounts Receivable Report (UNCLEARED.AR.RPT) and check for items that appear on your statement. It is also possible that you have transposed numbers when entering them for the Bank Reconciliation form, or that you have items from a different bank code included in this batch. Check for these. 22

23 3 Accounts Payable Functions D2K 6.0 introduces a new menu in Accounts Payable for Bank Reconciliation: Figure 18 Accounts Payable Bank Reconciliation Menu Function Name: PROCESSED.CHECKS OUTSTAND.CHECKS Enter processed check information for cleared AP checks. Print a register of outstanding checks up to the entered cut off date for a specified bank. 23

24 Accounts Payable Functions AP.CHECK.STATUS Print a register of outstanding checks dated on or before the entered cutoff date for a specified bank. In addition, either outstanding or cleared checks may be selected for printing. These functions are existing functions in D2K, but can now be accessed more easily. 24

25 4 Index Accounts Payable...23 AP.CHECK.STATUS...24 AR.BATCH.TOTALS...5, 6 AR.CONSTANTS...4 AR.MISC.TOTALS...5, 10 BANK.RECON.FORM...5, 20 CLEARED.JE.RPT...5, 19 OUTSTAND.CHECKS...23 PROCESSED.AR.BATCH...5, 8 PROCESSED.AR.JE...5, 13 PROCESSED.AR.MISC...5, 12 PROCESSED.CHECKS...23 Sample Bank Reconciliation Form...22 Sample Cleared Journal Entry Report...19 Sample Uncleared AR Report...16 Sample Uncleared Journal Entry Report..18 UNCLEARED.AR.RPT...5, 15 UNCLEARED.JE.RPT...5, 17 25