A/P-A/R accounting >  Bank transactions >  Bank statement reconciliation  

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Use this processing to reconcile bank entries with the lines of imported bank statements.

Prerequisite

SEEREFERTTO Refer to documentation Implementation

Screen management

Parameter entry

Presentation

When you enter the function, an entry screen dedicated to reconciliation parameters opens. 

Enter the following elements:

  • bank account concerned,
  • date of the last statement,
  • date of the last accounting entry to be considered.

In the field Last statement date, click the Selection icon to select the last statement date from the list of the last ten statement imports.

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Fields

The following fields are present on this tab :

Bank on which the reconciliation between the postings coming from the bank statements and the journal entries will be carried out

Code of the bank on which the reconciliation between the postings coming from the bank statements and the journal entries will be carried out.
Only the entries having the same currency as the bank account are kept.
The code of the bank attached to the user profile is displayed by default. The bank account number is recalled for information.

The general ledger account associated with the bank account.

The BP Code is mandatory when one of the journals is associated with a collective type account. The BP code must be a miscellaneous BP. This miscellaneous BP will be considered as a subdivision of the bank account.

For instance, this setup makes it possible to follow precisely the entries whilst avoiding the multiplication of bank accounts in Financials.
  • Last statement date (field DATRBK)

Only the entries of the bank statements prior to this date are submitted for reconciliation.
The date of the last bank statement is dipslayed by default.
  • Last entry date (field DATACE)

Only the entries of the bank account prior to this date are submitted for reconciliation.
The date of the last statement is dipslayed by default.

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Entry screen

Presentation

This entry screen includes the table of accounting entry lines and statements. You can reconcile movements manually or automatically.

In order to reconcile movements automatically, click  Proposal.

In order to perform a manual reconciliation, or complementary reconciliation with respect to the proposal, reconcile accounting entries and statement lines for balanced amounts. The balance of reconciled entries is displayed in the header window. It must be null.

The reconciliation is taken into account when you click  Save.

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Fields

The following fields are present on this tab :

Selection

This code identifies a bank account. You can enter the code directly or select from the bank account table.

The general ledger account associated with the bank account.

The BP Code is mandatory when one of the journals is associated with a collective type account. The BP code must be a miscellaneous BP. This miscellaneous BP will be considered as a subdivision of the bank account.

For instance, this setup makes it possible to follow precisely the entries whilst avoiding the multiplication of bank accounts in Financials.

Balances

  • Sign (field SNSBLC2)
  • Account balance (field BLC)

Displays the amount calculated by the system, which is the sum of the transactions on, or before the statement date. The amount represents the current book balance as of the statement date. 

Currency in which the bank account is kept.

Site associated with the bank.

  • Sign (field SNSBLB2)
  • Bank balance (field BLB)
  • Reconciliation balance (field CHKBLC)

Grid Details

  • Select (field CHX)
  • Check no./Reference (field REFC)
  • Date (field ACCDAT)

This date represents the accounting date of the original transaction.
The accounting date makes it possible to determine the posting period of the accounting entries. It is initialized by default to the current date and it can be changed depending on the value of the PIHACCDAT - Accounting date modification parameter (ACH chapter, INV group).
This date is systematically controlled in order to verify that it belongs to an open and existing fiscal year.
If a problem occurs during the control, the user will need to enter a new date, irrespective of the parameter value.
  • Value (field VALDAT)

Value date.

  • Bank date (field BANDAT)

This field is specific to the Italian law and used to specify the posting date of the operation.

The Inter-banking code is used by all the banks to specify the bank operation type on the lines of the bank statements that are sent to their customers.

It is used to facilitate (sort, selection) and control the bank reconciliation between the postings in a bank account with the lines in the bank statements.

This field is initialized in the journals generated for the entered payment lines with an appropriate payment attribute.

  • Description (field DES)

This field is used to link a description to its record. This description can be printed on the records, displayed when the record code is entered in a screen, or used on selection.
The title, used by default in the reports and entry masks is replaced by the short title when it is required by display and print constraints.

By default the short title, the long title or the column header of a data are recorded (on creation/update) in the connection language of the user.
You can add your translation in another language using the Translation function:

  • Click Translation from the Actions icon in the corresponding field.
  • In the Translation window, add a new language code with the translation in this language.

A user who logs on with this language will view the short description, long description or column header in their connection language if a translation exists. Otherwise, these descriptions will be available in the folder language.

SEEINFO The connection language must be defined as a default language for the folder.
  • Sign (field SNS2)
  • Bank currency amount (field AMTBNQ)
  • Currency amt. (field AMTCUR)

Amount expressed in the selected transaction currency.

Specifies the operation-keeping currency.
  • Mark (field CHK)

This field is used to perform the reconciliation of the banking operations that are actually listed on the hardcopy bank statement.
Any character string with a maximum of five characters is authorized for the reconciliation. This string must contain lowercase letters and/or numbers. Upper case letters are reserved for the reconciliation from imported bank statements.
  • Bank reference/Journal type (field REFB)
  • Slip no. (field FRMNUM)

This field is the unique identifier for the deposit slip.

On creation of a new deposit slip, the number is not entered. it is assigned according to a sequence number counter that can be set up. By default, this sequence number counter is PY5.
  • Ledger amount (field AMTLED)

Amount expressed in ledger currency.

  • Com. (field INDCOM)

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Action icon

Selection

In order to select a line to be reconciled, click the Actions icon located at the beginning of each line and click Selection.

Document

To view the accounting entry from which the bank line was created, click the Action icon present at the beginning of each line and click Entry.

 

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Reports

By default, the following reports are associated with this function :

  RAPPRO : Banking reconciliation report

  RAPPROCHK : Bank reconciliation

  RAPPRODBL : List of duplicates

This can be changed using a different setup.

Options available from the Printer icon

Print-outs 

Click Print to print the list of manually or automatically reconciled entries. The EDITRBK initialization processing updates the EDITRBK table. This function is only available if elements are reconciled.

List 

Click List to print the list of duplicates (non-reconciled entries, with the same type, the same amount and the same sign). The EDITDBL initialization processing updates the EDITRBK table.

Specific Buttons

Use this button to assign the same reconciliation code to all the selected lines.

Use this button to launch an automatic reconciliation.

Enter additional criteria:

Reconciliation by document 

If this box is checked, the program searches for the following links:

    • Link between the reference of the entry and the check number of the statements, and conversely.
      Comparing the posting reference [F:DAE]DES and the deposit number of the statements [F:RBK]ENTUM does not taken into account the number of figures used in the posting title.
    • Link between the reference of the entry and the references of the statements.
      Comparing the posting reference [F:DAE]DES and the deposit number of the statements [F:RBK]REF does not taken into account the number of figures used in the posting title.
    • Link between the reference of the entry and the titles of statements.
      Comparing the posting reference [F:DAE]DES and the deposit number of the statements [F:RBK]REF does not taken into account the number of figures used in the posting title.
    • Link between the last characters of the check numbers of the statement and the descriptions of the postings (with a number of characters to be selected)
      Comparing the posting reference [F:DAE]DES and the deposit number of the statements [F:RBK]ENTUM does not taken into account the number of figures used in the posting title.

BTC control

If this box is checked, all BTC are taken into account. Bank transaction codes are taken into account:

    • if the BTC code is entered on all lines to reconcile (for Sage X3 and the bank) and if the number of days (NBRDAY) is specified for this BTC. The number of days considered in order to determine if the bank reconciliation is performed, comes from the setup of miscellaneous table no. 306, i.e. the number of days of the BTC.
    • if the BTC code is not entered for the all lines to be reconciled or if the number of days is equal to 0 for the BTC. The number of days considered in order to determine if the bank reconciliation is performed, comes from the setup of parameter value MAXNBRDAY.

Mark duplicates

When this box is checked, duplicates are marked.

Option

Specify if you authorize the reconciliation of several transactions with only one line of the statement.

After launching this proposal, the reconciled posting/statement line combinations appear with an identical reconciliation code, comprised of uppercase letters. You can refine this proposal manually.

Use this button to sort the table according to the Amount, BTC or Datecriteria, in ascending or descending order.

Menu Bar

Functions / Search

Use this button to search an entry according to: 

  • its amount in bank currency,
  • its Bank Transaction Code,
  • its entry reference, which, for the bank statement, corresponds to the check number, or the deposit slip number, or the journal number.
  • a date range.

Error messages

In addition to the generic error messages, the following messages can appear during the entry :

Full grid

This message appears upon loading of the posting lines when the maximum size of the table has been reached.

Empty grid

This message appears upon loading the table. No recording corresponds to the criteria entered in the first screen.

You do not have access to the bank xxxxx

This message opens when the user profile code does not authorize access to the "BANK RECONCILIATION" function for the selected bank.

Journal number xxxxxxxx : record locked

This message appears upon loading of the postings, when an item is being modified for a journal that needs to be reconciled. This journal is then not loaded into the grid.

Account in the process of being reconciled

This message appears if the bank account is being reconciled or if the reconciliation of said bank account is being reversed by the processings:

  • SUBCHK "RECONCILIATION",
  • RECONCILIATION REVERSAL "RECONCILIATION REVERSAL,
  • RECONCILIATION WITHOUT OFFSET "UTICHK",
  • BANK STATEMENT CANCELLATION "ANURBK",
  • ENTRY OF STATEMENT " SUBRLK "

These processings cannot be carried out together on the same bank.

Sort order incorrect

A figure cannot give the same sort order to two different criteria.

A search criterion has already been entered

The search is carried out either on the basis of the amount, or on the bank transaction code, or on the reference.
These three criteria exclude each other.

Reconciliation incorrect/Selection total for the statement=/Selection total for the postings=

The balance between the statement lines and the entries is not complied with. The selection needs to be reviewed.

Number between between 0 and 8

The reference field of the entry only contains 8 characters. A number between 0 and 8 must be entered.

Some open items or entries are being viewed and could not be loaded

An entry generating a movement on the cash account of the bank being reconciled or reversed could not be loaded because it is already used (locked) in another product function.

If you click OK, Sage X3 will still load the data (except locked data) and reconciliation or reversal processes remain possible.

If you click Cancel, the log of entries that were not loaded is displayed.

Tables used

SEEREFERTTO Refer to documentation Implementation