Automatic reconciliation
Use this function to reconcile the notes payable/receivable issued by the bank with the notes payable/receivable in portfolio.
A paying bank import option is used to launch this function automatically after import.
This function can be launched in batch mode.
Prerequisite
Refer to documentation Implementation
Screen management
Entry screen
The system displays a dialogue box in which the bank that is to be reconciled must be selected as well as any other related criteria.
Mandatory criteria
The STA (stage), BAN (bank), CUR (currency), AMTCUR (amount in currency), DUDDAT (due date), PAYTYP (payment type) are the mandatory criteria required for the reconciliation. These criteria are as follows :
- Step: the payment must have be through all the previous stages in the paying bank cycle, these are defined by the payment transaction.
- Bank: this must be identical to that on the statement
- Currency : this must be identical to that on the statement
- Amount: it should be the same as that on the statement
- Due date: this must be identical to that on the statement
- Payment type: the payment must be of a type concerned by the paying bank notices, and at the phase prior to the paying banks or at the paying bank phase.
Only the payments that are not attached to any paying bank notice yet can be reconciled.
For each additional criterion, it is necessary to specify whether they are mandatory or optional and for alphanumeric type criteria it is possible to specify the number of characters that can be taken into account.
Process
The non exported notifications coming from the bank selected are reviewed. In particular, the lines that are not associated with a payment are reviewed. The lines in the statement considered as being "anomalous" (FLGANO=1) are not taken into account by the process.
The system searches to match the mandatory criteria in the payment file for each line in the statement without a reject code.
Three outcomes are possible :
- If no payment meets these criteria; the following line in the statement is then processed.
- Otherwise if a single payment matches these criteria it is included in the paying bank notice.
- Or several payments match these criteria. Those that meet the first additional optional criteria are selected. If no payment matches this additional criteria, the first of the payments matching the mandatory criteria in the paying bank notice is included. If only a single payment matches this additional criteria and the mandatory criteria it is integrated in the paying bank notice. If several payments match this additional criteria and the mandatory criteria, the first 2 additional optional criteria are considered in addition to the mandatory conditions and so on until all the additional optional criteria are used up.
The reconciled lines are visible and modifiable in the Paying bank notice entry function (see the Paying bank entry).
For the other lines, the possibilities are :
- either to relaunch the automatic reconciliation in the case where new payments have been entered.
· or to process the lines with manual reconciliation to reject them or reconcile them with a payment (see the Manual reconciliation).
Block number 1
| Bank (field BAN) |
|
Specify the bank for which the bill of exchange statements must be reconciled. |
Grid Criteria
| Payment (field FICPAY) |
|
The processing reconciles the bill of exchange statment lines if: - They contain no errors - They have not already been reconciled - They have not been exported to non-reconciled payments - They have been through all the steps preliminary to the paying bank notice Payments and statement lines must have the same bank, currency, amount, due date and transaction for the reconiliation to work.
You can enter additional reconciliation criteria such as: - The field name in the table of payments - The field name in the table of BOE statements - The number of characters to be included in the reconciliation (for alphanumerical fields) - Whether the criteria is mandatory or optional, kowing that optional criteria can be determining information when several payments meet all the mandatory criteria |
| Description (field PAYNAM) |
| Bank (field FICBAN) |
|
The processing reconciles the bill of exchange statment lines if: - They contain no errors - They have not already been reconciled - They have not been exported to non-reconciled payments - They have been through all the steps preliminary to the paying bank notice Payments and statement lines must have the same bank, currency, amount, due date and transaction for the reconiliation to work.
You can enter additional reconciliation criteria such as: - The field name in the table of payments - The field name in the table of BOE statements - The number of characters to be included in the reconciliation (for alphanumerical fields) - Whether the criteria is mandatory or optional, kowing that optional criteria can be determining information when several payments meet all the mandatory criteria |
| Description (field BANNAM) |
| No. characters (field NBRCAR) |
|
The processing reconciles the bill of exchange statment lines if: - They contain no errors - They have not already been reconciled - They have not been exported to non-reconciled payments - They have been through all the steps preliminary to the paying bank notice Payments and statement lines must have the same bank, currency, amount, due date and transaction for the reconiliation to work.
You can enter additional reconciliation criteria such as: - The field name in the table of payments - The field name in the table of BOE statements - The number of characters to be included in the reconciliation (for alphanumerical fields) - Whether the criteria is mandatory or optional, kowing that optional criteria can be determining information when several payments meet all the mandatory criteria |
| Mandatory (field FLG) |
Specific Buttons
|
Memo |
This is used to save the criteria in a memo file. |
|
Recall |
This is used to recall the criteria from a memo file. |
|
Del Memo |
This is used to erase the criteria in a memo file. |
Error messages
In addition to the generic error messages, the following messages can appear during the entry :
"Code already entered on line #"
The field entered has already been entered on line #.
"The fields must be of the same type"
The field in the payments table and the field in the statements table must be of the same type.
"No payment type for the paying banks"
No payment type for the "Paying bank" stage has been set to "Yes".