Reconcile Bank Transactions Manually

You select records for one bank at a time and specify a range of dates (typically, the bank statement dates). Filtering and sorting criteria are available for selection, including an option to suppress the display of records that have already been reconciled. The screen displays cleared and/or un-cleared transactions that were either recorded within STORIS or included in a CSV-type spreadsheet provided by your bank and downloaded into STORIS.

You can use this routine both for banks set for automatic reconciliation (using a bank-distributed spreadsheet) and for manual reconciliation. However, some of the functionality differs depending on how you set the bank.

For banks set to automatic reconciliation, you can match any number of recorded transactions to any number of bank transactions (that is, one-to-many, many-to-one, or many-to-many). The screen displays a running proof of reconciled debits vs. credits for the current session, and an automatic reconciliation update occurs each time the proof amount equals zero. Also, the routine allows you to change the filtering criteria, but only while the proof amount equals zero.

For banks set to manual reconciliation, no automatic matching occurs. You can mark any number of transactions, and you can change the filtering criteria at any time.

Once you specify a bank and the statement start and end dates, the starting balance displays. The starting balance calculates as the beginning balance from the bank record plus all transactions whose reconciled date precedes the date specified at the Statement Start field. This amount should match the starting balance on your printed bank statement.

This process includes un-reconciled records whose transaction date precedes the Statement Start date. In this way, you can enter the true statement start date and still see all transactions for this period that are available for reconciliation.

This field is inactive if the selected bank is set for Automated Bank Download.

Set Filters

Use the fields on this tab to filter out the transactions you do not want to reconcile. Once you specify your filtering criteria, the results display on the Reconciliation tab.

Select the method by which to sort the result of your search. You have the following options:

Posted Date
BAI Code
Document Number
Transaction Type

If you select a sort method other than Posted Date, the program applies a secondary sort by posted date.

Enter the BAI (if any) to which to restrict the search. If you click on the Arrow, a list of BAI codes appears from which you can choose.

If you specify a BAI code, the program displays only bank transactions containing both the indicated code and all STORIS recorded transactions that contain the associated transaction type code.

This field is active only for banks set up for automatic reconciliation.

Enter the transaction type (if any) to which to restrict the search. If you click on the Arrow, a list of transaction types appears from which you can choose.

The cross reference table linking the BAI codes with the Transaction Type codes allows you to perform the matching based on subsets of the total transaction data.

Document Number

Use this field to restrict your search results to transactions whose document number matches the string you enter here. Note that if you enter a response here, you inactivate the following two fields.

Use this field to restrict your search results to transactions whose document number is less than the string you enter here.

You can use this field with the following field to indicate a range of document numbers. This field is active only if no response exists at the Equal To field.

Use this field to restrict your search results to transactions whose document number is greater than the string you enter here.

You can use this field with the previous field to indicate a range of document numbers. This field is active only if no response exists at the Equal To field.

Amount

Use this field to restrict your search results to transactions whose amount is less than the string you enter here.

You can use this field with the following field to indicate a range of transaction amounts. This field is active only if no response exists at the Equal To field.

Use this field to restrict your search results to transactions whose amount is greater than the string you enter here.

You can use this field with the previous field to indicate a range of transaction amounts. This field is active only if no response exists at the Equal To field.

You can change your selection criteria at any time during the reconciliation process (for auto-reconciled banks, the proof amount must be zero), and you can use all criteria in any combination.

Record selection includes records from both the Bank Reconciliation file (by transaction type) and the Bank Reconciliation Auto file (by BAI code) for the selected bank. When you specify a transaction type code, the program uses all associated BAI codes. Likewise, when you specify a BAI code, the program uses all associated transaction types.

Reconcile

To reconcile the transaction indicated on a given row, double-click on that row and choose Select from the menu that appears. If the item has not yet been reconciled, a "P" appears in the Clr column, indicating a pending transaction, and the Proof amount recalculates based on that row’s amount. The calculation adds locally-generated records to the proof amount and subtracts bank-generated records.

To remove a mark (that is, a P or R), double-click on the row. The proof amount recalculates accordingly. To view more information on a grid item, double-click on the row and select More from the menu that appears. The Reconciliation Detail Display - Read Only screen appears.

For banks set up for automatic reconciliation, each time the proof amount calculates back to zero, all rows marked P change to R. The program groups rows marked R into a reconciled "batch" so that if you double-click on a row marked R, the program removes the R from all transactions within that batch.

To create adjusting transactions, click on the Actions button.

To view additional information on a grid item, double-click on the row and select More. One of the following screens displays:

To mark all cleared (R) transactions appropriately, and exit the screen, click on Save. To remove all data from the Clr column and reset the proof to zero, click on Clear. To end the session without performing any updates, click on Exit. The Delete button is not available on this screen.

Clr - displays an asterisk (*) for any records within the current batch that have already been reconciled either automatically or during a previous session. If you select a row with an asterisk, a prompt appears asking if you want to “un-reconcile” the previously reconciled batch. If you say Yes, you clear the matched flag in all related documents. This update takes place at the end of the process, so you can still void prior to updating.

Note that previously reconciled records and voided records display with an asterisk in the Clr column even if the reconcile date or void date falls after the statement end date. However, the calculation of the Ending Balance Proof always uses the reconciled or voided date.

Doc Nbr - document number. This is typically a check number or a deposit number, but may also be a number which represents a manually entered transaction, for example a manual adjustment.
Date - the date of record. For records returned by the bank, this date comes from the bank record. For records recorded on the system, this is the date of record, for example check date or deposit date.
Amount - the signed (that is, positive or negative) amount of the transaction represented on that row.
Location - the location of the deposit.
BAI - the bank BAI code. This field is populated only for transactions that originated from the bank (that is, transactions created by the CSV spreadsheet import process.
Type - the STORIS Transaction Type code. This field populates with the appropriate transaction type code. For bank-generated transactions, the system cross references the transaction type with the BAI code to determine the appropriate type code. For bank reconciliation records, if the deposit type field is populated, the transaction type appends to the deposit type.
Reference - the first few words of the detail reference information returned by the bank. Note that when creating manual reconciliation records, you can add detail comments.

Reconcile Bank Transactions Manually

(Manual Clearing Processing)

Set Filters

Document Number

Amount

Reconcile