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Bank Reconciliation User`s Manual OPEN SYSTEMS® Accounting

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1. Adjustments Positive adjustments When you post positive or debit adjustments entries are made to these accounts Additional Offsetting Offsetting Bank Account Account Accounts DB CR DB CR The bank account comes from the bank account record Offsetting accounts are specified when adjustments are entered If the positive adjustment was offset to only one account that account is credited If the adjustment was offset to several accounts there might be a combination of debit and credit entries to offsetting accounts Negative adjustments When you post negative adjustments entries are made to these accounts Additional Offsetting Offsetting Bank Account Account Accounts CR DB DB CR Bank Reconciliation User s Manual 4 25 Post Transactions Transactions The bank account comes from the bank account record Offsetting accounts are specified when adjustments are entered If the negative adjustment was offset to only one account that account is debited If the adjustment was offset to several accounts there might be a combination of debit and credit entries to offsetting accounts Before Posting Before you post transactions complete these tasks Enter and verify all Bank Reconciliation transactions e Print the BR Journal Back up your data files Post Transactions Screen Select Post Transactions from the Transactions menu The function screen appears SAS DE Cad Sara de Pe be Feat T
2. Gato Ei Emi Heip SERLE DATA PETH Oe 0 La Compeng E Beilders Supply 10 12 LN rm Rain Mera r Resource Haaager A Fockriaiien Configuration Colors Fa yboanrd bey Loss tetaulce TOO OFEN SITE Ej kecommeing Softwares in When you select an application the application s menu which presents several related functions is superimposed over the Main menu Selecting a function leads you to a function screen or to another menu You can select applications from the Main menu in these ways e Use the arrow keys to move the cursor up or down highlighting the application you want to use Then press PgDn or Enter to select it Bank Reconciliation User s Manual 1 13 Text Menu Introduction e Press the first letter of the application you want to use The cursor jumps to the first application beginning with the letter press the letter key or the down arrow until the application you want is highlighted When your choice is highlighted press PgDn or Enter to select it e Position the mouse cursor over the application and click The application will briefly highlight and switch to the application screen To jump to the first application on the menu press Home To jump to the last application on the menu press End To select a function from an application menu highlight and select your choices the same way you do on the Main menu with one exception you can press PgDn only when an option leads to another men
3. If you are adding a transaction the default description from the BRCDxxx file is displayed Accept the default description or enter a different description Enter a reference for the adjustment References are posted to General Ledger and provide another way of searching for information in the General Ledger application If you are entering a recurring adjustment the reference you entered for the recurring adjustment page 6 9 is displayed This field appears only when you are working with disbursements Bank Reconciliation User s Manual Transactions Transactions Field Description If you do not want to void the check that is if you are entering a new check or editing a check leave the default set to NO If you want to void a check enter Y You can void checks generated from Accounts Payable or Payroll if Bank Reconciliation is interfaced with those applications void zero balance checks to account for checks lost to alignment and so on If you are adding a deposit a disbursement or an adjustment you are taken to the distributions portion of the screen after you enter the reference If you are editing a deposit a disbursement or an adjustment enter Y at the Edit Distributions prompt that appears after you enter the reference to move to the distributions portion of the screen or enter N to return to the transactions scroll region if you are finished editing the transaction and do not need to edit the dis
4. enter osas at the operating system prompt The command can recognize three parameters t c and a The terminal ID t is the identification code assigned to the terminal you are using to work with OSAS On multiuser systems each terminal usually has a default ID that was assigned when the terminals were added to the system Use the t parameter only when you want to log on with an ID other than the default ID The terminal parameter is valid only if you are using Resource Manager for LANs The company ID c is the identification code assigned to a company If your system carries two or more companies and you do not enter a company ID the menu of the company entered by the last person who used the terminal appears The access code a is your personal password Refer to the Resource Manager User s Manual for information about assigning passwords The most general expression for getting into OSAS takes all the parameters into account For example if you are on terminal 2 you want to work with company B and the password is lerxst specify that information to enter the system osas t T2 c B a lerxst You can enter the parameters in any order and you can use any combination You must leave a space between the parameter mark t c or a and the parameter itself Bank Reconciliation User s Manual 1 11 Conventions Introduction Menu Conventions When you start OSAS the Main menu which presents the applications yo
5. the balance of the general ledger account you specified is displayed and you cannot change it The balance is updated when a transaction is posted in General Ledger to the general ledger account specified If Bank Reconciliation is not interfaced with General Ledger enter the balance of the general ledger account you specified This field is updated when you post transactions in Bank Reconciliation and in interfaced applications that affect this bank account ID Bank Reconciliation User s Manual File Maintenance Bank Accounts If Bank Reconciliation is not interfaced with General Ledger do not change this balance after you begin processing Bank Reconciliation transactions if you change it you will not have an audit trail ofthe change Instead use the functions on the Transactions menu to make the appropriate adjustments Field Description Last Statement Balance If you are setting up the Bank Reconciliation system enter the balance of the last statement you received for the bank account The last statement balance is updated each time you use the Cleared Transactions function for the bank account ID Last Statement Date Enter the date of the last statement you received for the bank account The last statement date is updated each time you use the Cleared Transactions function for the bank account ID After you save the record PgDn enter the next bank account record or exit to the File Maintenance menu Bank
6. 3 Conversion You can put this version of Bank Reconciliation on the system in one of two ways you can install a new system or you can convert an older version of Bank Reconciliation to the current version keeping your old files intact Use the Data File Conversion function on the Company Setup menu in Resource Manager see the Resource Manager User s Manual to upgrade Bank Reconciliation You can upgrade it from version 3 2 4 0x 4 1x 4 5x or 5 x If you want to convert to version 6 00 from a version earlier than 3 2 contact a client support representative You must install the new version of Bank Reconciliation before you convert files You can replace and update the programs properly only by using the Install Applications function in Resource Manager Before you convert an application s files make note of the version number of the application you are converting from The Data File Conversion function has no way of determining the information from within the function Consider Your Setup Before you try to convert your version of Bank Reconciliation to the current version consider the exact setup of your system Since OSAS code can be customized modifications to your system might be lost if you install a new version of a program or update a file If you are not sure whether your system is ready for conversion consult your value added reseller Bank Reconciliation User s Manual 2 5 Conversion Installation and Conver
7. AM Bank Accounts List By Bank Account Bank ID Bank Account Number Phone Number GL Account GL Account Description Bank Account Description Fax Number Last Stmt Date Contact Last Stmt Bal FNB001 0001658973 612 554 6719 100000 Not Interfaced to GL lst National Bank 612 554 6799 12 01 1999 Don Meyers Curr 1 BANK ACCOUNT LISTED 5120 66 End of Report 5139 38 7 5 Bank Reconciliation User s Manual Codes List Use the Codes List function to produce a list of the information in the codes records you have on file Code information is entered through the Codes function and is stored in the BRCDxxx Codes file Use this list as a reference when you enter bank reconciliation transactions or to check your work Codes List Screen Select Codes List from the Master File Lists menu The function screen appears E HE Fair de Pii e Codex List Oatput devica Pointer piPjeries Fiile T creaz dii a Select the output device A sample Codes List is at the end of this section After the list is produced the Master File Lists menu appears Bank Reconciliation User s Manual 7 7 Codes List Master File Lists Codes List 07 18 1999 7 50 AM Deposits Disbursements Adjustments Transfers To Transfers From End of Report Builders Supply Page Codes List Default Description BR Deposit BR Disbursement BR Adjustment Transfer to Bank Transfer from Bank Bank Reconciliation
8. besoription Fef Ba jase change bank Void check toggle Stop payment toggle Field Description Bank Account ID A6 Enter the bank account you want to void checks or stop payments for After you enter the bank account ID you are taken to the transactions scroll region of the screen 4 12 Bank Reconciliation User s Manual Transactions Void Checks and Stop Payments Transactions scroll region The posted disbursements for the bank account you selected are displayed Field Check Type Tran Date Amount Description Ref Sre Description For a check disbursement the check number is displayed For a cash withdrawal W D is displayed If Void is displayed the transaction has been voided If Stop is displayed payment of the check has been stopped The date you entered the transaction is displayed The amount of the transaction is displayed The transaction description is displayed The transaction reference is displayed The abbreviation of the application where the transaction was created is displayed For example if the check was posted to Bank Reconciliation from Payroll PA is displayed Change bank Void check toggle Stop payment toggle To leave the transactions scroll region and return to the Bank Account ID field press C To toggle the void status for the check the prompt gt is at press V If you are voiding a check that you entered in Bank Reconciliation you are taken to
9. choices you make determine how the system will operate Codes and IDs When you set up the system you assign codes and IDs to tell the system how to identify each item on file The system uses these identifiers to organize the information in reports and inquiry windows The system arranges code characters in a particular order In the following list codes and IDs are sorted from lowest to highest and dashes represent blank spaces See 0 HA 1 een Z a en eee 01 a 000000 000001 1 The organization of these codes illustrates the following principles e The system reads codes from left to right until it finds something other than a blank space Bank Reconciliation User s Manual 3 3 Setup Considerations Setup 3 4 Items that make up a code are always listed alphabetically The items are listed in this order for each position blank spaces characters and so forth numbers 0 9 uppercase letters A Z lowercase letters a z Alphabetical rules are not intuitive when numbers are involved Numbers are sorted as if they were letters When the first characters of several IDs are compared the ID with the smallest first character is placed first in the list If the first character of the IDs is the same the second characters are compared and the ID with the smallest second character is placed first in the list This comparison is made for each character in the range of IDs until the IDs are cl
10. errors that might creep in along the way For information about application interfaces see page 3 7 1 8 Bank Reconciliation User s Manual Conventions Your manual will help you to install OSAS on any standard machine within many popular operating systems and help you with your accounting software questions In the manual we use the term Conventions or standards to help describe complicated processes new terms and to help you use your OSAS applications Manual Conventions This User s Manual is divided into these sections made up of several chapters e The Introduction provides an overview of this application and the OSAS system including installation procedures graphical and text based application features and function key references e Installation explains the steps necessary to begin using this application in your company including how to install the application on your system e The last part of your manual is made of several chapters each chapter describing a function group within this application Mouse Conventions The standard mouse has two buttons left and right each performing certain functions In this manual we use these terms for using the mouse click right click double click and deselect The click is a single press on the left mouse button Place the cursor over the desired function and press the left button to enable or select that function A right click is a si
11. if you encounter an inconsistency Open Systems Holding Corp 1157 Valley Park Drive Suite 105 Shakopee Minnesota 55379 General Telephone 612 403 5700 General Fax 612 496 2495 Support Telephone 800 582 5000 Support Fax 612 403 5870 Internet Address www osas com Contents Introduction General Information 1 3 The BR System 1 5 Conventions 1 9 Text Menu 1 13 Graphical Style Menus 1 17 Favorites Menu 1 27 Function Commands 1 31 Reports 1 39 Installation and Conversion Installation 2 3 Conversion 2 5 Setup Setup Considerations 3 3 Setup Checklist and Functions 3 7 Transactions Transactions 4 3 Void Checks and Stop Payments 4 11 BR Journal 4 17 Bank Account Register 4 21 Post Transactions 4 23 Reconciliations Cleared Transactions 5 3 Reconciliation Report 5 11 Purge Cleared Transactions 5 17 Bank Reconciliation User s Manual File Maintenance Bank Accounts Codes Recurring Adjustments Master File Lists Bank Accounts List Codes List Recurring Adjustments List Tables List References System Messages Common Questions Glossary Index 6 3 6 7 6 9 7 3 7 7 7 9 7 11 A 1 B 1 C 1 Bank Reconciliation User s Manual Introduction General Information The BR System Conventions Text Menu Graphical Style Menus Favorites Menu Function Commands Reports Bank Reconciliation User s Manual General Information The OPEN SYSTEMS Accounting Software OSAS
12. menu styles without going into Defaults Displays information about the applications you have installed When working using the graphical menus you can use the pull down menus and tool buttons graphical icons to access functions without using the function keys While the function keys still work in the graphical menus the menu bar and icons offers you a choice in how you access certain functions Using the mouse move the cursor to the menu and click once or click on an icon for the function desired Pictured below is the OSAS pull down menu icon selection 1000 OMN TS 1 CES Accor Salina Fe Tew Fame Ds Heb asomo Bank Reconciliation User s Manual 1 21 Graphical Style Menus Introduction File Menu E e Forms gre Heim Command Icon Key Result Access code F4 Displays the Access Code dialog box See Access Code dialog box below Sample data set FS Toggles between the Sample Data or Live Data set and the Live Data Workstation date F6 Displays the Workstation date dialog box See Workstation Date dialog El box below Exit F7 Exits from OSAS Access Code dialog box 1 Enter the access code 2 Click OK to save your entry and return to the Main Menu or Exit to abandon the dialog box and return to the Main menu 1 22 Bank Reconciliation User s Manual Introduction Graphical Style Menus Workstation Date dialog box al alain Ciar E jeornm PP je 1 Enter the date or
13. often by the bank service charges finance charges fees paid for bounced checks and so on See also transaction application A software package made up of several related programs functions and files Usually an application is named after a common accounting practice for example Accounts Receivable Inventory or Payroll Bank Reconciliation is one application applications that interface with Bank Reconciliation are General Ledger Accounts Payable Purchase Order Accounts Receivable Sales Order and Payroll back up To make a copy of data for archival purposes For example you would want to back up a history file before you purged history so that you could retrieve the data if you had to company In OSAS a business record associated with its own files tables and menu of applications conversion The process of updating existing files programs or applications to the current version See also installation data file See file Bank Reconciliation User s Manual C 1 Glossary References deposit Money added to a bank account See also transaction disbursements Money extracted from a bank account In Bank Reconciliation disbursements take the form of checks and withdrawals See also transaction distributions Offsetting debits and credits that account for the total amount of the transaction field A region on the screen that accepts input from the user also one element of a record in a file On the scr
14. screen press T To untag all the transactions displayed on the screen press U To reverse the tag status of the transaction the prompt gt is at and all the transactions displayed on the screen below it press R Bank Reconciliation User s Manual 5 7 Cleared Transactions Reconciliations 5 8 If only one or two of the transactions have not cleared the bank you can press T to tag the entire screen Then move the prompt gt to the transactions that have not cleared and press Enter to untag them To process a particular transaction press S In the window that appears enter the number of the transaction you want to process and press Enter The transaction appears To see a breakdown of the outstanding balances by transaction types and the amount to reconcile press B at any time The Outstanding Balances window appears To return to the Clear Type field on the second Cleared Transactions screen press H Totals information The following totals information is displayed near the bottom of the second Cleared Transactions screen e the balance of the general ledger account from the bank account record e the outstanding balance which is updated as you tag and untag transactions e the adjusted balance the bank account balance minus the outstanding balance which is updated as you tag and untag transactions e the statement balance you entered on the first screen When your bank account and the bank statement
15. the Company Information function on the Resource Manager Company Setup menu to switch back to the American format dates and reconvert the data Unable to execute program program The system cannot run the program you selected from the menu Make sure that the displayed program is in the application s program directory and select the function again Unable to load menu record menu from file file The application s menu record is not in the menu file or the menu file is missing Make sure that the application is properly installed and try again Bank Reconciliation User s Manual A 3 Common Questions Use the answers to the following commonly asked questions about the Bank Reconciliation system as a quick reference to common problems How can I exit from the Transactions function if my entries are out of balance You cannot exit from the distributions portion of the Transactions screen unless the entries are balanced or offset If you realize that you made a mistake in the transaction or if you want to delete the transaction you must complete the distributions portion of the screen Then return to the upper scroll region of the Transactions screen and either edit the transaction or use the Delete F3 command to delete it How can I void an unposted check If the check was posted from an interfaced application Payroll or Accounts Payable Purchase Order see the appropriate user s manual for instructions on how to en
16. the number of columns column length and type and data for any or all Bank Reconciliation tables Use this list to keep records and verify contents of the Bank Reconciliation tables you are using Tables List Screen Select Tables List from the Master File Lists menu The function screen appears fig de Pii be r Tables List Apzlicetion From BE Thru EF Table Ib From Thru Juppre sa Blank Lines WE Fage Break Pez Table VE Qu put device Pointer piPjerties fille com os BR is displayed as the application ID You cannot change it 1 Enter the range of table IDs whose information you want in the list A8 2 If you want blank lines to be printed in the report enter Y if not enter N Bank Reconciliation User s Manual 7 11 Tables List Master File Lists 3 If you want a page break between each table enter Y if not enter N 4 Select the output device A sample Tables List is at the end of this section After the list is produced the Master File Lists menu appears 7 12 Bank Reconciliation User s Manual Master File Lists Tables List Tables List 07 18 1999 Builders Supply 8 02 AM Tables List Bank Reconciliation Table ID OPT Description Options Table No of Columns 1 Column Length 50 Type A Option Settings 00000000000000000000000000000000000000000000000000 End of Report Bank Reconciliation User s Manual 7 13 System Messages Messages on the screen or i
17. those user s manuals before you begin processing in the Bank Reconciliation system If those systems are not properly set up errors can result in your data Access Codes To safeguard your system prevent access by unauthorized people Use the Resource Manager Access Codes function to set up access codes on your system You can set up access codes for the Bank Reconciliation system itself for menus in the system and for individual functions To control users access to menus and functions you can set up an access code for each user or group of users that performs the same functions A code for each company Access codes are company specific When you set up an access code for a user the code is assigned the company you are currently in Because the codes are company specific you must set up a code for each company a user needs to access You can use the same code for each company so that the user does not need to remember different codes For example you can set up the access code CHARM for companies A01 BO1 and CO1 so that a user can use the same code for each company Bank Reconciliation User s Manual 3 11 Setup Checklist and Functions Setup What should be protected Because of the sensitive nature of some of the information in the Bank Reconciliation data files and reports you should limit access to the functions that provide confidential information or are sensitive to change For maximum security protect th
18. toolbar that were not described above Icon Key Result Displays the Application Information dialog box Opens an MS DOS prompt Displays a screen for calling any BBx program Fa that does not require variables to be passed to El it See the Resource Manager User s Manual Other Graphical Screen Features The graphical screens offer more than shortcuts to application functions In version 6 0 you can at a glance or with a mouse click determine the date and time switch between live and sample data and switch between companies and their data sets Date and Time Tr ru Tine ies DFH The workstation date and time are displayed Bank Reconciliation User s Manual 1 25 Graphical Style Menus Introduction Data Set Dista e C Lies Dita E sara Duis Check the Live Data radio button to work with live data Check the Sample Data radio button to work with sample data Change Company Field H Haider Supply 7 Select the company to change to 1 26 Bank Reconciliation User s Manual Favorites Menu Your Favorites menu saves time in moving between applications opening and closing submenus and application menus and allows easy access to your common applications By setting up your Favorites menu you can access your most used functions or submenus by pressing the F2 button or selecting the mouse pull down menu Favorites Menu Text Style Ferocitas Menu TODO F T i E BP TANDA El E s GL
19. transactions in two stages First enter the transaction Then enter the offsetting entries which include the general ledger account numbers If Bank Reconciliation is interfaced with Accounts Receivable Sales Order enter deposits through those applications See the Accounts Receivable User s Manual and the Sales Order User s Manual for information If Bank Reconciliation is interfaced with Accounts Payable Purchase Order and Payroll enter disbursements through those applications See the information on posting payments in the Accounts Payable User s Manual and the section on posting checks in the Payroll Order User s Manual for information Bank Reconciliation User s Manual 4 3 Transactions Transactions Transactions Screen Select Transactions from the Transactions menu The function screen appears Transactions Bank Ajtai LE FHEIL 150 Web loral Bard Trarsancisn Type L bepnaice DESL Tras Date Pee Erol DESST iat lon Ber 000335 12 04 19 13 1000 00 BR BERATT OT Im coicocol of 0000011 Disteibuticas OL Auagunt bbir relit eoriptrion Fef ba lsaoe Ester edit Append Hear Field Description Bank Account ID A6 Enter the bank account you want to enter or edit transactions for Transaction Type Enter the number corresponding to the kind of transaction you want to enter or edit The transaction types are displayed at the bottom of the screen After you enter the transaction type you are taken to the trans
20. use the up down buttons to increase or decrease the date 2 Select OK to change the workstation date System Date to change the workstation date to match the operating system date Abandon to exit without changing the date or Exit to return to the Main menu Tools Menu fie E pr inte tee El pte ea Command Icon Key Calculator Favorites Menu Fie Loch OS oes Hate El ES Fl Change oF Fo Command Icon Key Change to F2 Favorites S Bank Reconciliation User s Manual Result Displays the Windows calculator Result Displays the Favorites menu Main menu See Favorites Menu on page 1 27 1 23 Graphical Style Menus Introduction 1 24 Other Menu Die adi Favcates MEE aca ep Cabak Esaci n am pasing 3 prian Comer Cal a PDS oe Phiri hipahiy Apiyis piri Yapi er Emn norton ley uppa araon Lim Ecarmandz The Other menu contains a set of utilities A calculator and Global Inquiry which consolidates and presents data from other applications are some of the utilities on the Other menu See the Resource Manager User s Manual for information about the utilities on the Other menu Help Menu Ele Dwe Fito Ote EEJ Beane He a Command Help About OSAS Icon Key 2 Fl Result Displays the online help Displays the About OSAS dialog box Bank Reconciliation User s Manual Introduction Graphical Style Menus Toolbar Icons el el ES There are three icons on the
21. wildcard characters to restrict or widen the search Bank Reconciliation User s Manual Introduction Function Commands Report Commands You can use the following commands when a report is displayed on the screen Key PgUp PgDn Home End F7 Exit Left Arrow Right Arrow Tab Toggle Up Arrow Down Arrow Operation Move to the previous page of the report Move to the next page of the report Move directly to the top of a group of pages Move directly to the bottom of a group of pages Exit to the menu from any point in the report Move left one character Move right one character Toggle between the left and right halves of a report Move a line up and down the screen to line up information when you toggle between halves of a report Scroll Region Commands When the prompt gt is in a line item scroll region you can use the following commands Key Down Arrow Up Arrow PgUp Bank Reconciliation User s Manual Operation Move down one line item Move up one line item Move to the previous screen or to the first line if you are on the first screen 1 37 Function Commands Introduction 1 38 Key PgDn Home End F3 Delete Ins Insert Enter Edit Operation Move to the next screen or to the last line if you are on the last screen Move to the first line item in the entire list Move to the last line item in the entire list Delete the line it
22. 3 11 what to protect 3 12 Accounts Payable installation after Bank Reconciliation 2 3 interfaced with Bank Reconciliation 3 8 3 11 4 7 Accounts Receivable interfaced with Bank Reconciliation 3 8 3 11 adjustments clearing 5 6 distributions 6 12 editing 6 10 posting 4 25 recurring adjustments 6 9 alphabetical sorting 3 4 B back up schedule for data files 3 12 backup schedule for programs 3 12 setting up 3 12 Bank Account Register function 4 21 6 7 sample 4 22 Bank Accounts file description 1 6 setting up 3 10 6 3 function 6 3 Bank Reconciliation User s Manual Index unique IDs 3 10 Bank Accounts List function 7 3 sample 7 5 Bank Reconciliation before converting 2 5 conversion 2 5 converting to 5 21 2 6 description 1 5 files 1 6 installation 2 3 after General Ledger 2 3 after Payroll 2 3 before Accounts Payable 2 3 before Accounts Receivable 2 3 before Purchase Order 2 3 before Sales Order 2 3 interfaced with Accounts Payable 4 7 interfaced with General Ledger 4 23 interfaced with Payroll 4 7 interfaces 1 8 3 7 Accounts Payable 3 8 3 11 Accounts Receivable 3 8 3 11 General Ledger 3 7 3 9 3 11 Payroll 3 8 3 11 Purchase Order 3 8 3 11 Sales Order 3 8 3 11 with General Ledger 1 7 menu structure 1 5 Options screen 3 9 posting transactions 4 23 setting up 3 3 setup considerations 2 5 system requirements 2 3 tables 7 11 upgrading 2 5 IX 1 Index References bank to boo
23. 5 The BR System Introduction Master file lists Information that you enter in the File Maintenance functions is kept in major files Use the Master File Lists functions to produce the contents of the files details about bank account records transaction codes recurring adjustments and Bank Reconciliation tables File Information 1 6 The information you enter in Bank Reconciliation functions is stored in five major files The BRBAxxx Bank Accounts file contains information entered through the Bank Accounts function account description account number bank contact phone and fax numbers general ledger account number and balance and last statement date and balance for each bank account This file serves as a permanent source of information data stays in this file until you remove it The BRCDxxx Codes file stores default descriptions for transaction references and recurring adjustment entries entered through the Codes function The BRJRxxx Journal file stores transactions entered through the Transactions function It is a temporary file transactions stay here until you post them at which time the file is erased it is automatically re created whenever you enter more transactions The BRRAxxx Recurring Adjustments file stores adjustment transaction information entered through the Recurring Adjustments function bank account ID adjustment ID amount of the adjustment transaction description and reference and di
24. Bank Account Register is at the end of this section After the register is produced the Transactions menu appears Bank Reconciliation User s Manual 4 21 Transactions Bank Account Register r Bank Account Registe 07 15 1999 10 29 AM Bank ID Ck Dep Date FNBO01 1st National Ban W D w D 0001019 0001020 001002 W D W D 0001054 000135 ADJ BK TSFR BK TSFR CK CHG W D W D W D 07 15 07 15 2 03 2 03 2 03 2 03 2 03 2 04 2 04 2 04 2 04 2 04 2 04 2 04 2 04 2 04 Description Pymnts to Affiliates TRANSFER TO PETTY CASH UTILITY EXPENSE ADVERTISING CASH SALES Builders Supply Bank Account Register Src Clr Post OCT A R TRANSFER TO PETTY CASH Petty Cash Transfer TAXES BR DEPOSIT Stop Payment Charge Transfer of Funds PREPAID OT INC ADJ TRSFR Transfer from Bank SNB001 LOAN BR ADJUSTMENT Pymts to Affiliates BR DISBURSEMENT BR DISBURSEMENT CHECH CH DISB EXPENSE COMPUTER Z2ZXZZKKZZKKKzz Addition Balance Forward 11416 100 Ending Balance Current GL Balance Deduction Balance Bank Reconciliation User s Manual 4 22 Post Transactions Use the Post Transactions function to move the entries in the BRJRxxx Journal file to the BRTRxxx Transactions file and if Bank Reconciliation is interfaced with General Ledger to create offsetting entries in the GLJRxxx Journal file for Bank Reconciliation transaction
25. D BR DISBURSEMENT COMPUTER 100000 2 04 000007 w D BR DISBURSEMENT COMPUTER 153000 2 04 0000 0001054 TAXES PREPAID 100000 2 04 0000 0001054 TAXES PREPAID 852000 2 04 0000 BK TSFR Transfer from Bank SNB001 LOAN 00000 2 04 0000 CK CHG BR ADJUSTMENT CHECH CH 100000 2 04 0000 CK CHG BR ADJUSTMENT CHECH CH 806000 2 04 0000 w D Pymnts to Affiliates DISB 00000 07 15 0000 w D Pymnts to Affiliates DISB 520000 07 15 0000 w D Pymnts to Affiliates DISB 07 15 0000 W D TRANSFER TO PETTY CASH 00000 07 15 0000 w D TRANSFER TO PETTY CASH 600000 07 15 GRAND TOTAL End of Report 4 19 Bank Reconciliation User s Manual Bank Account Register The Bank Account Register is similar to a check register It lists all the transactions in the BRJRxxx Journal file and the BRTRxxx Transactions file The register is organized by bank account ID and then by transaction date Bank Account Register Screen Select Bank Account Register from the Transactions menu The function screen appears Zeigt Edt Pret Hee Bank bccourt gia Fick Bank Accome ID from FHAID Taro IMP Iacie Enpoaresd GL Jdorrnal Erccian in balance 123 patpat de rios Printer pCRleview jFiile diesen Mind 1 Enter the range of bank account IDs you want in the register If you elect to list a range of bank accounts bank accounts without activity are included in the register 2 Select the output device A sample
26. E Asche Bailamos g p01 of Mi Enter edit Appead Dora Enter edit Append Done To edit the distribution the prompt gt is at press Enter You cannot edit the first line of a distribution the first line is the adjustment itself If you want to edit the adjustment you must edit it in the adjustments portion of the screen To add a distribution for the adjustment press A 6 12 Bank Reconciliation User s Manual File Maintenance Recurring Adjustments To return to the adjustments portion of the screen press D This command appears only when credits equal debits that is the balance is zero Field GL Account Debit Credit Description A25 Ref Balance Description Enter the general ledger account number for the credit or debit The Inquiry command is available if Bank Reconciliation is interfaced with General Ledger Enter the amount of the debits related to the adjustment Enter the amount of the credits related to the adjustment Accept the default description from the BRCDxxx file or enter a different description Enter a reference for the offsetting entry References are posted to General Ledger and provide another way of searching for information in the General Ledger application If you have not entered enough entries to offset the amount of the adjustment the amount remaining to compensate for is displayed After you enter the reference edit or append another offsetting e
27. Edit Teansections If Transfers Jounal There are two ways you can set up your Favorites menu depending on if you use the text style menu or the graphical style menus To set up the text style Favorites menu follow these steps 1 Move your cursor to the submenu or application that you want placed in the Favorites menu 2 Press F10 You can press F2 to verify your selection was added to your Favorites menu To remove an application 1 Press F2 to display the Favorites menu 2 Move your cursor to the submenu or application you want removed 3 Press F10 Bank Reconciliation User s Manual 1 27 Favorites Menu Introduction Favorites Menu Start Style u HL Tensei ae To set up the graphical style display you can find an example of the graphical style Favorites menu on page 1 12 follow these steps 1 Position the cursor over the submenu or function you want placed into your Favorites menu 2 Right click on the function or submenu The Favorites menu set up box shown below appears 3 Click on Add to Favorites 1 28 Bank Reconciliation User s Manual Introduction Favorites Menu Screen Use Screen Add to Remove Favorites Change to Favorites Main Sample data Live data Setup Function Information Bank Reconciliation User s Manual Description Use the Add to Remove Favorites menu button to add the desired submenu or function to or from your Favorites menu Toggles yo
28. Enter the amount of the offsetting credits related to the transaction Accept the default description from the BRCDxxx file or enter a different description Enter a reference for the offsetting entry References are posted to General Ledger and provide another way of searching for information in the General Ledger application If you have not entered enough credits or debits to offset the amount of the transaction the amount remaining to compensate for is displayed After you enter the reference edit or append an offsetting entry or press D to return to the transactions scroll region of the screen Bank Reconciliation User s Manual 4 15 Void Checks and Stop Payments Transactions Incorrect Entries If you save an incorrect entry you can do one of the following things e Ifyou have not posted the disbursement to the BRTRxxx file enter a reversing entry with the reference void or delete the entry and reenter it correctly e Ifyou have posted the disbursement to the BRTRxxx file reenter the transaction page 4 3 4 16 Bank Reconciliation User s Manual BR Journal After you have entered the day s transactions print the BR Journal to check for errors and omissions and to use as an audit trail of Bank Reconciliation transactions Only unposted transactions appear in the journal Print the BR Journal before and after you delete a transaction void a check or stop payment on a check so that you maintain
29. OPEN SYSTEMS Accounting Software Bank Reconciliation User s Manual PN 2210 BR60 1998 Open Systems Holdings Corp All rights reserved Document Number 2210 BR60 No part of this manual may be reproduced by any means without the written permission of Open Systems Holdings Corp OPEN SYSTEMS is a registered trademark and OSAS Resource Manager Resource Manager for Windows and Report Writer are trademarks of Open Systems Holdings Corp BB is a trademark and PRO S and Visual PRO S are registered tradmarks of BASIS International Ltd Novell and NetWare are registered trademarks of Novell Inc Microsoft Windows Windows 95 Windows NT and MS DOS are either trademarks or registered trademarks of Microsoft Corporation Adobe and Acrobat are registered trademarks of Adobe Systems Inc TrueType is a registered trademark of Apple Computer Inc Open Systems Accounting Software for UNIX uses PKUNZIP utilities from Ascent Solutions Inc 9009 Springboro Pike Miamisburg OH 45342 Phone 937 847 2374 Internet www asizip com Printed in U S A This manual is recyclable March 1999 Release 6 00 This document has been prepared to conform to the current release version of OPEN SYSTEMS Accounting Software Because of our extensive development efforts and our desire to further improve and enhance the software inconsistencies may exist between the software and the documentation in some instances Call your customer support representative
30. Purge Cleared Transactions Bank Reconciliation User s Manual 5 3 5 11 5 17 5 1 Cleared Transactions When you receive a bank statement for one of your bank accounts use the Cleared Transactions function to indicate which transactions have cleared the bank Cleared transactions update bank account records are included in the Reconciliation Report page 5 11 and are purged when you run the Purge Cleared Transactions function page 5 17 If Bank Reconciliation is interfaced with General Ledger you may want to post the GLJRxxx Journal file to the GLMAxxx Master file before clearing transactions so that the general ledger account assigned to each bank account record reflects the most recent balance Cleared Transactions Screen One Use the first Cleared Transactions screen to identify the bank account you want to work with and the current bank statement balance and date Bank Reconciliation User s Manual 5 3 Cleared Transactions Reconciliations Select Cleared Transactions from the Reconciliation menu The first function screen appears USAG 1600 einge Dt Pini Bien Ir Lude Faporread bank docounr TE Bask Keine Palanta r Verification BE Claaced Trangections Sccomn Ons GL Journal Eneriae in feleance TE THR iert Nacional Dark 172 38 3175 30 12017 139 Prasa Pos to proceed Field Include Unposted GL Journal Entries In Balance Bank Account ID A6 Bank Ac
31. Reconciliation User s Manual 6 5 Codes Use the Codes function to set up and maintain default descriptions and references for transactions deposits disbursements and transfers and recurring adjustments The descriptions you assign to transactions and recurring adjustments are stored in the BRCDxxx Codes file and appear when you enter or edit transactions through the Transactions function and in the Bank Account Register among other places Codes Screen Select Codes from the File Maintenance menu The function screen appears SAS MAE MEE Gaig de Fii bja a oda ri Tranas tian Tepe besser pe dice Degas lee BR epost Diaburmca nor BR Tiaburserert Luca a BR idjusrisnr Transfer Feos Teens Tramfe r to Bank Ta Trans Tramtec trom Banks r Verification Prasa Poio to poeocesd al 1 Enter the default description you want to appear for deposits A25 2 Enter the default description you want to appear for disbursements A25 3 Enter the default description you want to appear for adjustments A25 Bank Reconciliation User s Manual 6 7 Codes File Maintenance 4 Enter the default description you want to appear for the from portion of the transfer transaction A25 the transaction that records the reduction to the bank account you entered in the Bank Account ID field on the Transactions screen If you enter fewer than 20 characters in this field the to bank account ID will be appended
32. User s Manual Recurring Adjustments List Use the Recurring Adjustments List function to produce a list of the recurring adjustment information you have on file Recurring adjustments are entered through the Recurring Adjustments function and are stored in the BRRAxxx Recurring Adjustments file Use this list as a reference when you enter bank reconciliation transactions or to check your work Recurring Adjustments List Screen Select Recurring Adjustments List from the Master File Lists menu The function screen appears 1 Enter the range of bank account IDs you want in the list 2 Enter the range of recurring adjustments you want in the list 3 Select the output device A sample Recurring Adjustments List is at the end of this section After the list is produced the Master File Lists menu appears Bank Reconciliation User s Manual 7 9 Master File Lists Recurring Adjustments List Recurring Adjustments List 07 18 1999 Builders Supply 8 02 AM Recurring Adjustments List By Bank Account Bank ID Type Adj ID Description z GL Account Per Entry Date Debit Amount Credit Amount 000004 Overdraft Charge 100000 6 06 29 1999 000004 ODCHG Overdraft Charge 532000 07 18 1994 000001 SVCCHG Service Charge 100000 6 06 24 1999 000001 SVCCHG Service Charge 532000 07 18 1994 TOTAL FOR BANK ID FNB001 GRAND TOTAL End of Report Bank Reconciliation User s Manual 7 10 Tables List The Tables List shows
33. account ID e To ensure that you can insert new items into a sequence use a combination of letters and numbers that leaves room in the sequence for later additions For example setting up two consecutive IDs of FNB001 and FND005 leaves room for three bank accounts in between Bank Reconciliation User s Manual 3 5 Setup Checklist and Functions Follow the steps below to set up the Bank Reconciliation system Each step is explained in this section Set up the options and interfaces Build the BRBAxxx Bank Accounts file Enter initial balances Set up access codes Set up a backup schedule Bank Reconciliation has no tables to set up The OPTxxx Options table stores options and interfaces settings Maintain the information stored in this table through Resource Manager functions not through the table itself Savi Gar ih FS Options and Interfaces An application can be interfaced to work in conjunction with other applications Bank Reconciliation can be interfaced with General Ledger Accounts Payable Purchase Order Accounts Receivable Sales Order and Payroll General Ledger When Bank Reconciliation is interfaced with General Ledger you can use the Inquiry F2 command to look up and select general ledger account numbers when you enter bank accounts In addition posting bank reconciliation transactions makes offsetting entries that update the GLJRxxx General Ledger Journal file Finally the general ledger a
34. action News yous Li planed Recorciliacica Made a feckup Copy TES Fick Bank dcoqunt Ib From Thru Transation Pace From Tiru r Verification Praga Polos to poocesd 1 If you have completed reconciliation and backed up your data files enter Y if not enter N If you enter N you are prompted to exit from the function 2 Enter the range of bank account IDs you want to purge cleared transactions for The Inquiry command is available if Bank Reconciliation is interfaced with General Ledger 3 Enter the range of transaction dates you want to purge cleared transactions for To begin purging transactions use the Proceed PgDn command After the cleared transactions have been purged the Reconciliation menu appears 5 18 Bank Reconciliation User s Manual File Maintenance Bank Accounts Codes Recurring Adjustments Bank Reconciliation User s Manual 6 3 6 6 9 6 1 Bank Accounts Use the Bank Accounts function to set up and maintain the checking and savings accounts that you will reconcile The information you enter through this function is stored in the BRBAxxx Bank Accounts file If Bank Reconciliation is interfaced with General Ledger the general ledger account number you assign to each bank account record must be set up in your chart of accounts Bank Accounts Screen Select Bank Accounts from the File Maintenance menu The function screen appears gara LE Emi Leo Task Lbocou
35. actions scroll region If no transactions are on file you go directly into append mode Transactions scroll region Enter edit Append Header 4 4 Bank Reconciliation User s Manual Transactions Transactions To edit the transaction the prompt gt is at press Enter To add a transaction for the bank account press A To return to the Bank Account ID field press H To delete the transaction the prompt gt is at use the Delete F3 command You cannot delete transactions posted from an interfaced application When you delete offsetting entries for deposits disbursements voided checks or adjustments the associated entries are also deleted Print the BR Journal page 4 17 before and after you delete a transaction so that you maintain an accurate audit trail The fields displayed in the upper scroll region of the Transactions screen vary slightly depending on the type of transaction you selected to work with Fields that are transaction specific are designated as such if a field does not have a transaction specific designation it is available regardless of transaction type Field Description Deposit A6 This field appears only when you are working with deposits Enter the slip number of the deposit Check A7 This field appears only when you are working with disbursements and adjustments For a check disbursement enter the check number For a cash withdrawal enter W the description W D appears For a one tim
36. an accurate audit trail BR Journal Screen Select BR Journal from the Transactions menu The function screen appears E AE einge LE Emi Lp r BRA Journal Fick Back korounme TD Fros FRAGOi Thru 248001 heck Borer From Thru bapoaic Marber From Thru Prize Print by I Beppo lee l Teach ben Aline gt Diabursssura OL Ferio oo out 3 Teraestere J Bank keesurz Treraact icn Type 1 kaj ents 1 E Void Cha E All Teanmacciors Car put device F zintert piRjertes Fiile cora dis Enter the range of bank account IDs you want in the journal 1 Enter the range of check numbers you want in the journal 2 Enter the range of deposit numbers you want in the journal Bank Reconciliation User s Manual 4 17 BR Journal Transactions 3 Select what you want to be printed in the journal 4 Select the option by which to organize the journal 5 Select the output device A sample BR Journal is at the end of this section After the journal is produced the Transactions menu appears 4 18 Bank Reconciliation User s Manual BR Journal BR Journal Transactions 07 15 1999 Builders Supply 10 28 AM BR Journal By Transaction Number Bank ID Type Ck Dep Description GL Account Per Entry Date Debit Amount Credit Amount 000005 000135 BR DEPOSIT 000005 000135 BR DEPOSIT OT INC 801000 2 04 000006 W D BR DISBURSEMENT EXPENSE 100000 2 04 000006 W D BR DISBURSEMENT EXPENSE 105000 2 04 000007 W
37. ansactions 4 8 for voided checks 4 14 Down Arrow inquiry command 1 35 report command 1 37 scroll region command 1 37 Bank Reconciliation User s Manual References Index E edit line item 1 38 editing recurring adjustments 6 11 End inquiry command 1 35 report command 1 37 scroll region command 1 38 Enter inquiry command 1 35 scroll region command 1 38 Esc Command help 1 15 1 31 inquiry command 1 35 exit from inquiry window 1 35 from report to menu 1 37 from screen or window 1 15 1 32 F F1 function key 1 15 1 20 1 31 F2 function key 1 31 F3 function key 1 31 scroll region command 1 38 F4 function key 1 15 1 31 FS function key 1 31 F6 function key 1 32 F7 inquiry command 1 35 report command 1 37 FS function key 1 32 file information 1 6 File Maintenance menu structure 1 5 files backing up 3 12 5 17 BRBAxxx 1 6 6 3 BRCDxxx 1 6 BRCDxxx file 6 7 BRJRxxx 1 6 BRRAxxx 1 6 BRRAxxx file 6 9 BRTRxxx 1 6 Bank Reconciliation User s Manual function keys Ctrl F 1 33 Ctrl G 1 16 1 32 Ctrl V 1 32 Esc 1 15 1 31 Fl 1 31 F2 1 15 1 31 F3 1 31 F4 1 31 FS 1 31 F6 1 32 F7 1 15 1 32 F8 1 32 PgDn 1 32 PgUp 1 16 1 32 Shift F2 1 32 Tab 1 16 1 32 Up Arrow 1 32 G General Ledger installation before Bank Reconciliation 2 3 interfaced with Bank Reconciliation 3 7 3 11 4 23 5 3 5 4 6 3 6 4 references 4 6 4 9 4 13 4 15 5 7 6 11 6 13 GL account balance 6 4 GLJRxxx fi
38. ate copies of the system files Do not try to use operating system commands to back up only a few files that have been changed if you do your system may not work after you restore them The Backup function backs up all the data files for a specified company in a data path at one time Bank Reconciliation User s Manual 3 13 Transactions Transactions Void Checks and Stop Payments BR Journal Bank Account Register Post Transactions Bank Reconciliation User s Manual 4 3 4 11 4 17 4 21 4 23 4 1 Transactions 4 2 Introduction The functions explained in this chapter constitute the daily work portion of Bank Reconciliation With the Bank Reconciliation system you might or might not perform transaction work daily You might choose to enter transactions daily or weekly and perform your reconciliation monthly after you receive your bank statement Bank Reconciliation User s Manual Transactions Use the Transactions function to enter deposits disbursements checks and withdrawals adjustments for example finance charges and service charges to your bank accounts and transfers that have not been created through other applications Transactions entered through this function remain in the BRJRxxx Journal file until you post them to the BRTRxxx Transactions Once a transaction has been posted you can tag it as cleared through the Cleared Transactions function page 5 3 You must enter
39. balances are reconciled the operating balance equals the statement balance and the reconciliation amount is zero Bank Reconciliation User s Manual Reconciliations Cleared Transactions When you are finished tagging and untagging the type of transactions you are working with use the Header command to save your changes and go to the Clear Type field Select the next type of transactions to work with or exit to save your changes and return to the Reconciliation menu After you have tagged all the items that have cleared the current bank statement print the Reconciliation Report page 5 11 to make sure that the bank statement balance and your bank account balance are reconciled Bank Reconciliation User s Manual 5 9 Reconciliation Report After you have tagged the transactions that have cleared a bank account for the most recent bank statement produce the Reconciliation Report to check for errors and omissions to make sure that the bank statement balance and the bank account balance are reconciled and to use as an audit trail of the cleared entries The Reconciliation Report lists the items that are tagged as cleared It contains three sections e The cleared transactions section shows a summary of each transaction that has cleared and is organized by transaction type This section is optional e The outstanding transactions section shows a summary of each outstanding transaction and is organized by transaction ty
40. bution for the transaction press A 4 8 Bank Reconciliation User s Manual Transactions Transactions To return to the transactions scroll region press D This command appears only when offsetting entries equal the transaction Field GL Account Debit Credit Description A25 Ref Balance Description Enter the general ledger account number for the credit or debit The Inquiry command is available if Bank Reconciliation is interfaced with General Ledger You cannot enter the number of a general ledger account that has been assigned to a bank account record If the transaction you are offsetting was a credit the amount of the transaction remaining to be counterbalanced is displayed Enter the amount of the offsetting debits related to the transaction If the transaction you are offsetting was a debit the amount of the transaction remaining to be counterbalanced is displayed Enter the amount of the offsetting credits related to the transaction Accept the default description or enter a different description Enter a reference for the offsetting entry References are posted to General Ledger and provide another way of searching for information in the General Ledger application If you have not entered enough credits or debits to offset the amount of the transaction the amount remaining to compensate for is displayed After you enter the reference edit or append an offsetting entry or pre
41. ccounts assigned to the bank account records use the balances in the GLMAxxx General Ledger Master file Bank Reconciliation User s Manual 3 7 Setup Checklist and Functions Setup Accounts Payable Purchase Order When Bank Reconciliation is interfaced with Accounts Payable Purchase Order you can specify the ID of the bank account the checks will be paid from when you post payments Summary entries of the checks are created in the BRTRxxx Transactions file for that bank account Accounts Receivable Sales Order When Bank Reconciliation is interfaced with Accounts Receivable Sales Order posting accounts receivable transactions updates the BRTRxxx file with deposits for cash sales and cash receipts in the bank accounts specified Payroll When Bank Reconciliation is interfaced with Payroll you can specify the ID of the bank account the checks will be paid from when you post checks Summary entries of the checks are created in the BRTRxxx file for that bank account Options and interfaces screen Select Options and Interfaces from the Resource Manager Company Setup menu The Options and Interfaces screen appears 3 8 Bank Reconciliation User s Manual Setup Setup Checklist and Functions The name of the company you are working with is displayed Specify whether the Options table is shared or owned See the Resource Manager User s Manual for information about Options tables Then enter BR as the application ID The Bank Rec
42. clear only one type of transaction at a time deposits disbursements transfers or adjustments Gir da Emi Ledo Claaced Tranasctions Sccemn Tro FRBUOT 15t Racioral Bank Clear Type i Tsgoaice Transaction Pace From Teg Statuo 3 Te quad izxtagged Thru Teg Tran Gace Chkibep Desoripe ion Reds 6 ere daar gt 12071998 COLO CASH SALES ASE 12305 23 O oft Balances jetsbardiag kd Sut eed 11 50 5114 88 Enbet tagi untag Tag ell Unbwz all Feveces il Specific Palancer Seeks Bank Reconciliation User s Manual 5 5 Cleared Transactions Reconciliations 5 6 Selecting transaction types and ranges Field Description Clear Type Select the type of transaction you want to work with deposits disbursements transfers or adjustments The options are displayed at the bottom of the screen Disbursements include withdrawals and checks that have stop payment flags Voided checks are not shown because they are automatically tagged as cleared To look at voided checks print the Reconciliation Report page 5 11 Tag Status Select the tag status you want to work with tagged untagged or both tagged and untagged transactions The options are displayed at the bottom of the screen Transaction Date From These fields appear only if you are working with deposits Thru transfers or adjustments Check Number From Thru These fields appear only if you are working with N7 disbursements Enter a range of c
43. concile To check a financial account against another for accuracy In the Bank Reconciliation application this process involves using the Cleared Transactions function to indicate which transactions have cleared your company s bank reconciliation See reconcile record A unit of information that has other pieces of information assigned to it Each record is assigned an ID so that the file can sort information in terms of record IDs recurring adjustments Adjustments made regularly to your account For example some banks extract a monthly service charge on some types of accounts See also adjustment and transaction reference An additional description attached to a transaction References are posted to General Ledger and provide another way of searching for information in the General Ledger application restore To bring information back to its original place and condition See also purge table A grid that holds records and is visible See also file transfer To shift a sum of money from one bank account to another See also transaction transaction An exchange or transfer of funds involving two or more bank accounts adjustments deposits disbursements and transfers See also adjustment deposit disbursements and transfer transaction reference See reference Bank Reconciliation User s Manual C 3 A Abandon function key 1 31 Access Codes parameter 1 11 access codes company specific information 3 11 setting up
44. count Balance 5 4 Description If Bank Reconciliation is not interfaced with General Ledger this field does not appear You can use the Bank Accounts function page 3 10 to make sure that the general ledger account balances are correct If Bank Reconciliation is interfaced with General Ledger the Cleared Transactions function uses the most recent general ledger account balances assigned in the bank account records If you want unposted GL Journal entries to be included in the balance enter Y if not enter N Entering Y provides you with up to date bank balances without having to post General Ledger transactions first Enter the ID of the bank account you want to work with The balance from the bank account record is displayed Bank Reconciliation User s Manual Reconciliations Cleared Transactions Field Description Statement Balance Accept the last statement balance and date or enter the Statement Date balance and date from the bank statement When you save your entries on the first screen PgDn the Last Statement Balance and Last Statement Date fields in the BRBAxxx file are updated and the system computes the total of the outstanding transactions The second Cleared Transactions screen appears Cleared Transactions Screen Two Use the second Cleared Transactions screen to select the type of transaction you want to work with the range of that transaction type and whether to tag or untag cleared items You can
45. ctions before you produce the report select E and then press Enter To end the function and return to the menu without producing the report select E and then use the Exit F7 command Bank Reconciliation User s Manual 1 41 Installation and Conversion Installation Conversion Bank Reconciliation User s Manual 2 3 2 5 2 1 Installation You can put this version of Bank Reconciliation on the system in one of two ways you can install a new system or you can convert the old files and upgrade the system Installation is explained in this section The Bank Reconciliation system needs a minimum of one megabyte 1M to work correctly with programs sample data Report Writer data dictionaries and Report Writer reports and instructions Having another megabyte available is a good idea if you want to keep summary and detail history for transactions The system runs best when at least 640 kilobytes of main memory is free for use You might want to make adjustments to your system before you install Bank Reconciliation Installing Bank Reconciliation 1 If you plan to use General Ledger or Payroll with Bank Reconciliation install and set up the current version of those applications in that order 2 Install Bank Reconciliation 3 If you plan to install Accounts Payable Purchase Order and or Accounts Receivable Sales Order install them immediately after installing Bank Reconciliation Bank Reconciliation User s Manual 2
46. d check 4 14 reversing tag status of a transaction 5 7 Right Arrow report command 1 37 S Sales Order installation after Bank Reconciliation 2 3 interfaced with Bank Reconciliation 3 8 3 11 scroll region commands 1 37 Down Arrow 1 37 End 1 38 Enter 1 38 F3 1 38 Home 1 38 Ins 1 38 PgDn 1 38 PgUp 1 37 Up Arrow 1 37 serial number item lookup 1 36 setting up the Bank Reconciliation Balance system 6 5 setup checklist 3 7 Shift F2 function key 1 32 Shift F5 inventory search command 1 36 Shift F6 inventory search command 1 36 IX 6 Shift F7 inventory search command 1 36 Shift F8 inventory search command 1 36 sorting alphabetical 3 4 codes and IDs 3 3 principles of 3 3 Specific Item window 5 8 Start Over function key 1 16 1 32 stop payments manually tagging as cleared 4 11 stopped payments incorrect entries 4 16 stopping the payment of a check 4 11 T Tab function key 1 32 report command 1 37 tables 7 11 Tables List function 7 11 list 7 13 tag status 5 6 tagging transactions 5 6 5 7 terminal parameter 1 11 toggle between halves of reports 1 37 totals information 5 8 transaction types 4 4 Transactions exiting from function when out of balance B 1 file 1 6 function 4 3 4 11 menu structure 1 5 screen 4 4 transactions after clearing 5 9 appending 4 5 before you clear 5 3 before you purge cleared transactions 5 17 clearing 5 3 default descriptions for 6 7 distributions 4 8 editing 4 5 Bank Rec
47. e D00cOz af 00000 gt Disteibuticas GL Loo oun lebir Credo egripr ion Fef Entec edit ippemi Hess Field Description Bank Account ID A6 Enter the bank account you want to set up or maintain recurring adjustments for After you enter the bank account ID you are taken to the adjustments portion of the screen Adjustments Enter edit Append Header To edit the adjustment the prompt gt is at press Enter To add an adjustment for the bank account press A 6 10 Bank Reconciliation User s Manual File Maintenance Recurring Adjustments To return to the Bank Account ID field press H Field Adj ID A6 Tran Date Per Amount Description A25 Ref A8 Description Enter an adjustment ID The ID is unique only to the bank account that is you can set up adjustment SVCCHG for bank account FNB001 and adjustment SVCCHG for bank account SNB001 That way you have to remember only one ID for similar types of adjustments If you are adding an adjustment the date you are entering the adjustment is displayed If you are editing an adjustment the date you entered the adjustment is displayed Accept the displayed date or change it If you are adding an adjustment the general ledger period you are entering the adjustment is displayed If you are editing an adjustment the period you entered the adjustment is displayed Accept the displayed period or change it Enter the amount of the
48. e Bank Reconciliation application itself each of the Bank Reconciliation menus and the individual functions After you have set up your access codes print a list of the codes and store it in a safe place For more information about access codes see the Resource Manager User s Manual Backup Scheduleb Plan a backup schedule before you begin day to day operations You can lose files because of disk drive problems power surges and outages and other unforeseen circumstances Protect yourself against such an expensive crisis by planning and sticking to a backup schedule Backing up data files Back up your Bank Reconciliation data files whenever they change every day or every week and before you run the Post Transactions and Purge Cleared Transactions functions Backing up programs Once a month or so back up your programs Even though these files do not change diskettes can be damaged or deteriorate so 1t pays to have a fresh copy in storage in case you need it Diskettes Keep more than one set of backups in case one set is bad or damaged Rotate the sets of backup diskettes keeping one set off site 3 12 Bank Reconciliation User s Manual Setup Setup Checklist and Functions Use Resource Manager Use the Backup function on the Resource Manager Data File Maintenance menu to back up files You must back up all the files in the data path for a particular list of companies at once to ensure that you have up to d
49. e adjustment press Enter to skip this field For a recurring adjustment enter an asterisk and then the adjustment ID for more information see page 3 3 For example if you have set up a recurring adjustment with an ID of SVCCHG enter SVCCHG The recurring adjustment information appears in the upper scroll region and the following prompt appears at the bottom of the screen Copy this recurring adjustment If you want to copy the recurring adjustment enter Y if not enter N Bank Reconciliation User s Manual 4 5 Transactions Transactions Field To Bank Tran Date Per Amount Description A25 Ref A8 Void 4 6 Description This field appears only when you are working with transfers Enter the ID of the bank account you are transferring money to it cannot be the ID of the bank you entered in the Bank Account ID field above The description of the bank account appears at the bottom of the screen for verification If you are adding a transaction the date you are entering the transaction is displayed If you are editing a transaction the date you entered the transaction is displayed Accept the displayed date or change it If you are adding a transaction the general ledger period you are entering the transaction appears If you are editing a transaction the period you entered the transaction is displayed Accept the displayed period or change it Enter the amount of the transaction
50. early in alphabetical order If you use numbers for IDs pad them with zeros so that they are all the same length and numeric rules can hold true For example in alphabetical sorting ID 112 comes before ID 60 since anything that starts with 1 comes before anything that starts with 6 alphabetically If ID 60 were ID 000060 and ID 112 were ID 000112 ID 000060 would be listed first since 060 is less than 112 alphabetically and numerically When you assign IDs and codes establish a format that makes sense for your business and use it consistently The following suggestions may help To prevent organization problems use zeros to make all IDs the same length If IDs are divided into more than one part the parts should be the same length in every ID Do not use spaces to divide IDs into more than one part For example use ACE 01 and ACE 11 instead of ACE 1 and ACE 11 or ACE 01 If you use letters in IDs use either all uppercase or all lowercase letters so that the IDs can be sorted correctly Use descriptive IDs For example FNB001 and SNB002 are more descriptive IDs than 000001 and 000002 If you already use a numbered system you might want to stick with it Bank Reconciliation User s Manual Setup Setup Considerations e If you want to sort items by a particular attribute name or group put the attribute in the ID For example to organize bank accounts by name put the first characters of the name of the bank in the bank
51. een most fields are labeled file A collection of records stored under a particular name Function screens often represent files but you do not directly see a file See also table function A menu item that leads to a full screen Most functions have a corresponding program See also program general ledger A record of accounts in terms of a chart of accounts and accounting periods The General Ledger application tracks the effects on accounts from transactions entered in General Ledger and interfaced applications and it is updated by other applications interfaced with it installation The process of adding an application to an existing system See also conversion interface To join to another application for the purpose of having information entered in one application update information in another application s files Journal A chronological record of transactions Journal entries Transactions recorded in a journal menu A list of applications functions options or other menus offsetting entries See distributions post To transfer information from one place to another usually at the end of the day or at a distinct break in business C 2 Bank Reconciliation User s Manual References Glossary program A self contained list of executable code written and implemented to do a task Most programs are represented by a function on a menu See also function purge To remove from the system See also restore re
52. em at the prompt gt Insert a line item at the prompt gt Edit the line item at the prompt gt Bank Reconciliation User s Manual Reports Selecting a Range of Information Sorting To produce a report you must specify the amount of information you want in the report e To produce a report that includes all the available information leave the From Thru fields on the report function screen blank For example if you want information about all the vendors to be in a report leave the Vendor ID From and Thru fields blank e To limit the amount of information in the report enter the range of information in the From Thru fields For example if you want a report to include information only about vendor ACE001 enter ACE001 at both From and Thru If you want the report to include information only about vendors that start with CO enter CO at From and COZZZZ at Thru Each field where you enter information on a report function screen usually restricts the overall output of the report For example if you leave the Vendor ID From and Thru fields blank the report will contain information about all the vendors But if you enter invoice 100 in the Invoice Number From and Thru fields and invoice 100 is assigned only to vendor ACEOO1 the report includes information only about vendor ACE001 Information for reports is sorted first by a space _ then by characters then by digits then by uppercase letters and finally by lo
53. enu to move directly to that menu If you are several menu levels away from the Main menu you can return to the Main menu by clicking items on previous menus Bank Reconciliation User s Manual 1 17 Graphical Style Menus Introduction Graphical Main Menu Pa Jos Freien Dom Finke ES Ja Pes Efe mine a rl Lora Did SYSTEMS ING You can exit from a Graphical menu in these ways e select a button from a previous menu e press the Tab key to go to the Main menu e click the Close box in the upper right hand corner of the window to close OSAS use the Exit F7 command to close OSAS e select Exit from the File Menu to close OSAS Bank Reconciliation User s Manual Introduction Graphical Style Menus Pi Ja Frente er Ho asada A Tn caras You can exit from a menu in these ways e press the left arrow key to go to the previous menu one menu up e hold the mouse over a different menu item e press the Tab key to go to the Main menu e click the Close box in the upper right hand corner to close OSAS use the Exit F7 command to close OSAS e select Exit from the File Menu to close OSAS Bank Reconciliation User s Manual 1 19 Graphical Style Menus Introduction Special Commands in Graphical menus Right click to display the Special Commands menu which allows you to perform these special tasks From the standard menus e add a function or menu to the Favorites menu e change to the Favo
54. ey Operation F3 Delete the help screen contents Delete To recover a deleted help screen copy the xxHELP file from the distribution media to the PROGxx subdirectory xx is the application ID The copying process overwrites changes you made to other help screens F6 Edit a help screen Maintenance F7 Exit from the help screen and close the window Exit In Field Editing Commands When the cursor is in a field that contains information you can use the following keys and commands Key Operation Right Arrow Move the cursor to the right Bank Reconciliation User s Manual 1 33 Function Commands Introduction Key Left Arrow Del Delete Ins Insert on off Home End F9 Undo F10 Delete to end of line Inquiry Commands Operation Move the cursor to the left Delete the character the cursor is on Switch insert mode on and off When the Insert flag appears at the bottom of the screen characters you type push characters after the cursor off to the side When insert mode is turned off characters you type write over existing ones Move the cursor directly to the beginning of the field Move the cursor directly to the end of the field Restore a field to the way it was before you changed it You can use this command only while you are in the field once you move past it you must use the Abandon F5 command to clear the field Delete the characters in the field to the right of the c
55. gun press Ctrl Break e Ifyou want to save the report as a data file for example to include it in a word processed report in CR LF format select F The data path for the workstation including the default drive appears if it is specified in the Defaults function Enter the filename and file extension using no more than 35 characters overall e To preview the report you must be using the Visual PRO 5 Interpreter and have a sysprint printer in your CONFIG BBX file select R If applicable select S if you want the report to be in standard size print or C if you want it to be in compressed print In the Printer dialog box that appears select a sysprint printer and press Enter The report is displayed on the screen 1 40 Bank Reconciliation User s Manual Introduction Reports e To view the report on the screen select S If the workstation default for compressed characters is inactive the report is displayed in standard character mode If the default is active you can select standard mode or compressed mode See your terminal documentation and the section on the termcap file in the User s Reference Guide PRO 5 If the message End of Page appears at the bottom of the report screen you can press Enter to generate the next page of the report If the message End of Report appears at the bottom of the report screen you can press Enter to exit to the menu you selected the report from e Ifyou need to change some sele
56. heck numbers Enter a range of transaction dates If there are no transactions in the range you select the message No transactions appears If there are transactions within the specified range the first screen of transactions is displayed and the prompt gt is at the first transaction Tagging transactions Tagging transactions identifies which transactions have cleared your company s bank accounts Field Description Tag If a transaction is tagged as cleared Yes is displayed Bank Reconciliation User s Manual Reconciliations Cleared Transactions Field Chk Num Tran Date Chk Dep Description Reference Amount Description This field appears only if you are working with disbursements The check number is displayed If the transaction is a withdrawal W D is displayed The transaction date is displayed This field appears only if you are working with deposits transfers or adjustments The check number or the deposit slip number is displayed The transaction description is displayed The transaction reference is displayed The amount of the transaction is displayed If payment of a check has been stopped S is displayed after the check number Enter tag untag Tag all Untag all Reverse all Specific Balances Header To tag or untag a transaction move the prompt gt to the transaction you want to tag or untag and press Enter To tag all the transactions displayed on the
57. iation is not interfaced with General Ledger the general ledger account balances in the BRBAxxx file are updated e The BRJRxxx file is erased Reconciliation Reconciliation also begins with entering transactions usually recurring adjustments such as finance charges and service charges listed on your bank statement After these transactions have been entered verified and posted to the BRTRxxx file you can begin clearing transactions Bank Reconciliation User s Manual 1 7 The BR System Introduction When you use the Cleared Transactions function you must enter the statement balance and statement date This information updates the bank account record in the BRBAxxx file You can clear only transactions that have been posted to the BRTRxxx file Cleared transactions remain in the file until you remove them through the Purge Cleared Transactions function You should purge cleared transactions after you reconcile the bank account Application Interaction Bank Reconciliation can be used as a standalone application but you can get optimal use from it when you interface it with other applications N 3 a gt nod A y ne Payroll 2 e General di gt Ledger Interfacing applications means that the information you enter in one application can be transferred to and used in other applications So it reduces data entry time and the number of
58. k reconciliation 5 11 base applications definition 1 3 bell turning on or off 1 16 1 32 book to bank reconciliation 5 11 BR Journal function 4 17 sample 4 19 BRBAxxx file description 1 6 setting up 3 10 6 3 BRCDxxx file description 1 6 setting up 6 7 BRJRxxx file 1 6 1 7 BRRAxxx file 1 6 BRTRxxx file 1 6 3 8 Cc change status of stopped payment 4 14 status of voided check 4 13 Cleared Transactions after clearing 5 9 function 5 3 Screen One 5 4 totals information 5 8 Codes file description 1 6 setting up 6 7 format 3 4 function 6 7 setting up 3 3 sorting 3 3 Codes List function 7 7 sample 7 8 Command help 1 15 1 31 closing window 1 15 1 31 commands in field editing 1 33 report 1 37 scroll region 1 37 IX 2 company assigning access codes 3 11 company parameter 1 11 conventions report 1 39 user s manual 1 9 conversion available versions 2 5 before converting 2 5 setup considerations 2 5 version numbers 2 5 Ctrl F function key 1 33 Ctrl G function key 1 16 1 32 Ctrl V function key 1 32 cursor moving up or back one field 1 32 selecting item 1 35 D Data File Conversion screen 2 6 data files backing up 3 12 conversion 2 6 debits posting 4 25 default descriptions for transactions 6 7 delete information on a screen 1 31 line item 1 38 deposits clearing 5 6 posting 4 23 detail lookup command 1 36 disbursements clearing 5 6 posting 4 24 distributions for tr
59. le 1 7 3 7 4 23 4 27 5 3 5 12 GLMAxxx file 1 7 3 7 5 3 5 12 H Help function key 1 31 Home inquiry command 1 35 report command 1 37 scroll region command 1 38 I IDs establishing a format 3 4 setting up 3 3 sorting 3 3 Incorrect Entries transactions 4 10 incorrect entries IX 3 Index References stopped payments 4 16 transactions 4 10 voided checks 4 16 Information function key 1 32 Information menu accessing 1 32 initial balances 3 10 Inquiry function key 1 31 partial key 1 35 inquiry commands Down Arrow 1 35 End 1 35 Enter 1 35 Esc 1 35 F7 1 35 Home 1 35 Ins 1 35 PgDn 1 35 PgUp 1 35 Up Arrow 1 35 Ins inquiry command 1 35 scroll region command 1 38 Insert line item 1 38 Install Applications function 2 5 installing Bank Reconciliation 2 5 3 10 inventory search commands 1 36 Shift F5 1 36 Shift F6 1 36 Shift F7 1 36 Shift F8 1 36 item description lookup command 1 36 J Journal file 1 6 Jump function key 1 16 1 32 L Left Arrow report command 1 37 List function key 1 32 to printer or file 1 32 IX 4 Look Up inquiry command 1 35 lot item lookup command 1 36 Maintenance function key 1 32 manual conventions 1 9 organization 1 9 Master File Lists menu structure 1 6 menu structure in Bank Reconciliation 1 5 Menus conventions 1 12 Information 1 32 Other Command 1 15 1 31 N negative adjustments posting 4 25 numbers alphabetical sorting 3 4 O offset
60. mmands If you use the Inventory application and the cursor is in an Item ID field you can use any of the Inventory Search commands to search for information about items and select an item for entry in the field you are in Key Operation Shift F3 Search for items with a specified alias listed as an alternate Alias Lookup item When you enter the alias you can use the and wildcard characters to restrict or widen the search Shift F4 Search for an item based on customer ID or vendor ID Customer Vendor When you enter the customer or vendor ID you can use the Lookup and wildcard characters to restrict or widen the search Shift F5 Search for detailed information about an item You can Detail Lookup enter search information in any of the fields that appear using any of the following wildcard characters to restrict or widen the search lt gt Shift F6 Search for an item based on lot number When you enter the Lot Item Lookup Shift F7 Serial Number Item Lookup Shift F8 Item Description Lookup lot number you can use the and wildcard characters to restrict or widen the search Search for an item based on serial number When you enter the serial number you can use the and wildcard characters to restrict or widen the search Search for an item based on item description When you enter the description you can use the and
61. n use this command again Bank Reconciliation User s Manual Graphical Style Menus There are two types of graphical style menus to choose from The standard Graphical menu features application buttons that resemble many Windows functions The Start Main menu is named because of its functional resemblance to the Start menu in Windows 95 and Windows NT Featuring graphical displays access buttons for your installed applications and allowing access to OSAS functions via both the mouse and function keys both graphical style menus allow you a greater selection of interaction with OSAS and your data Both graphical style menus are available in a Windows environment only Much like the Text menu when you select an application in either graphical menu the application s menu presenting several related functions is displayed beside the Main menu Selecting a function leads you to a function screen or to another menu If you are using the Graphical menu click the appropriate button with the mouse to select an application from the Graphical menu To select a function from an application menu click the function s button with the mouse the same way as you do for an application If you choose the Start menu you can select applications from the Main menu in these ways e Use the arrow keys and press Enter Click the selection Hold the mouse over the selection From any application menu you can select a button from the previous m
62. n areport indicate an error or tell you how to enter data or what is happening in the function you are using Self explanatory messages are not listed An error occurred while converting files Conversion aborted An error occurred wile creating files File creation aborted If an error occurs during data file creation or conversion a message that describes the problem appears Then this message appears on the RM Data File Conversion Creation screen to inform you that the process has been aborted Correct the problem described in the first message and try again Basic Error nn Host Error xxx Line nnnn Program xxxxxx Basic Error nn Line nnnn Program xxxxxx A serious error has occurred Write down the information that is displayed and get help from a support technician check number is not on file 1 The number of the check you are trying to void or stop the payment of is not on file 2 You cannot void or stop payment of a check that is tagged as cleared Could not find any valid source files for this application The source directory you specified does not have files for the application you are converting Make sure that you entered the correct source directory and application ID Bank Reconciliation User s Manual A 1 System Messages References Current journal entries do not balance The total of the debit entries does not equal the total of the credit entries for the transaction You cannot exit from
63. n the screen or to the first field after the key field without erasing the entries or changes you made Approve the data on the screen change the file accordingly and proceed to the next spot field or screen Move the cursor to the next block of data on the screen or to the next field that requires an entry Move the cursor to the next field and accept the data entered Move the cursor up or back one field If you changed the information in the field you were in before you used this command the change is lost when you move the cursor up Tf verification is turned on you must press a key twice to verify that you want to perform that operation Tf the bell is turned on it sounds at an error or when you must verify a command To turn off the bell use this command or the Defaults function in chapter 3 To turn the bell back on use this command again Bank Reconciliation User s Manual Introduction Function Commands Key Operation Ctrl F If this option is turned off the cursor stops at every field Quick on off possible To make the cursor skip the fields that do not require an entry use this command to turn the option on Ctrl O Tf this option is turned on the applicable function keys are Show hide function displayed on the screen If this option is turned off no keys are keys displayed Help Commands When you use the Help F1 command three commands become available for you to use on help screens K
64. ngle press of the right mouse button To double click move the cursor over the desired function and quickly press the left mouse button twice If there is too long a pause between clicks the computer may interpret your action as two separate clicks and may not perform the desired function Bank Reconciliation User s Manual 1 9 Conventions Introduction To deselect an object move the cursor off the icon or folder onto a blank space within the window and press the left mouse button Some mouse manufacturers allow you to change the function of the mouse buttons for those who prefer for example to use the mouse with their left hand In this case reverse the commands when you use them For example a click refers to a single press of the right mouse button while the term right click refers to a single press of the left button and so on OSAS Conventions Operations in OSAS follow conventions or patterns The conventions used in OSAS applications are presented below Running OSAS OSAS memory and disk space requirements vary according to the operating system you use and the size of your data file Consult the Resource Manager User s Manual for more information 1 10 Bank Reconciliation User s Manual Introduction Conventions Starting OSAS To start OSAS on a Windows machine double click the OSAS icon on the desktop or in the appropriate folder To start OPEN SYSTEMS Accounting Software on anon Windows machine
65. nk doosoet Ib FHDOOS st Rarioral Dart Ji i Chere Trp Tran bare sane Teaoription Ref Erg 0001019 Stop 1200 15 250 00 UTILITY CXF EF MD j 150 00 TRAHEFER T PETTY TAa EH ab i 100 00 Ferry Gash Trasefer he ayo 12704 Loe L1418 25 Fomnta to k22iliscem DIZE EF DDO of 000004 Disteibulisns OL Aa gun bir reilit bes i pt ion Fef L n 250 00 OTILITY TEPENSE arza oo 220 00 UTILITY EEPEMSE Balsaose g plz of D2 Enter edit App Dora III Bank Reconciliation User s Manual Transactions Void Checks and Stop Payments Enter edit Append Done To edit the distribution the prompt gt is at press Enter You cannot edit the first line of a transaction the first line is the transaction itself If you want to edit the transaction you must edit it in the transactions scroll region of the screen To add a distribution for the transaction press A To return to the transactions scroll region of the screen press D This command appears only when offsetting entries equal the transaction Field GL Account Debit Credit Description A25 Ref Balance Description Enter the general ledger account number for the credit or debit The Inquiry command is available if Bank Reconciliation is interfaced with General Ledger You cannot enter the number of a general ledger account that has been assigned to a bank account record Enter the amount of the offsetting debits related to the transaction
66. nr TE Aeron Descripa iconunt Maier Lob Biak Amiatt Fione Mosher Fax H mbar Huber balance IL kpponaer Accor SL laar Braterent Balame Lauer Statement Date r Verification Field Bank Account ID A6 Bank Reconciliation User s Manual Zank Accounts FACH Lat Web boral Ban ae ee hon Beers cd ETL 612 554 798 ib mer ia TM REHE iar METICMAL PHD di 514 28 Li Gils Lie Prasa Pdo to proceed Description Enter a unique ID for the bank account 6 3 Bank Accounts Field Account Description A30 Account Number A25 Bank Contact A25 Phone Number N 10 Fax Number N10 GL Account Number Al2 GL Account Balance 6 4 File Maintenance Description Enter a description of the bank account for example the name of the bank Enter the number the bank assigned to the account If you enter a number longer than 15 characters the account number will be truncated on deposit slips see the Accounts Receivable User s Manual Enter the name of the person you contact when you have questions about the account Enter the bank s phone and fax numbers Enter the number of the general ledger account affected by transactions made to the account The Inquiry command is available if Bank Reconciliation is interfaced with General Ledger Assign a unique account number to each bank account record If Bank Reconciliation is interfaced with General Ledger
67. ntry or press D to return to the adjustments portion of the screen Bank Reconciliation User s Manual 6 13 Master File Lists Bank Accounts List Codes List Recurring Adjustments List Tables List Bank Reconciliation User s Manual 7 3 77 7 9 7 11 7 1 Bank Accounts List Use the Bank Accounts List function to produce a list of the information in the bank account records you have on file Bank account information is entered through the Bank Accounts function and is stored in the BRBAxxx Bank Accounts file Use this list as a reference when you enter bank reconciliation transactions and when you identify bank account IDs in interfaced applications Bank Accounts List Screen Select Bank Accounts List from the Master File Lists menu The function screen appears Geige 4 Pini Le ja Benk hccomata List Fick Berk hocoant Ib Fon hea Frint Ep 1 DAAR de if L Jose Car put device Pointer piPjerties fille com dis 1 Enter the range of bank account IDs you want in the list 2 Select the option by which to organize the list Bank Reconciliation User s Manual 7 3 Bank Accounts List Master File Lists 3 Select the output device A sample Bank Accounts List is at the end of this section After the list is produced the Master File Lists menu appears 7 4 Bank Reconciliation User s Manual Bank Accounts List Master File Lists Bank Account List 07 18 1999 Builders Supply 7 49
68. nu or changes to the regular menu from the Favorites menu Allows you to switch between companies Displays the Access Code prompt Opens a menu of utilities A calculator and Global Inquiry which consolidates and presents information from other applications are some of the utilities on the Other Commands menu See the Resource Manager User s Manual for information about the utilities on the Other Commands menu Switches between live and sample data Displays the current workstation date and allows you to change it Exits from OSAS Allows certain functions to be set up Works only in certain applications The application s user s manual will describe the function if necessary Allows you to add to and delete from your Favorites menu Text Menu Introduction Key Shift F5 Change menu style Shift F2 Application Info PgUp Start over Tab Jump Enter Up Arrow Down Arrow Ctrl G Bell on off Operation Switch between text and graphical menu styles without going into Defaults Displays information about the applications you have installed Move back one menu level Move back to the Main menu Select a menu or function from a menu Move the cursor up or down through the menu selections Tf the bell is turned on it sounds at an error or when you must verify a command To turn off the bell use this command or the Defaults function in chapter 3 To turn the bell back o
69. onciliation Options screen appears F OSAS TAN Cin Geli dt Pii Hel Bank Feconcilintioz Opticas Des L pe Loe LS a Inertaoe to General Ledger TE Enter toggle Write To toggle an option for example between YES and NO press Enter When you are finished selecting options press W to save your entries Then exit to the Options and Interfaces screen Select another application whose options and interfaces you want to change or exit to the Resource Manager Company Setup menu For Bank Reconciliation there is only one option whether or not you want to interface Bank Reconciliation with General Ledger This interface option depends on whether or not General Ledger is installed Do not try to interface Bank Reconciliation with General Ledger if General Ledger is not installed Bank Reconciliation User s Manual 3 9 Setup Checklist and Functions Setup Set up the interface between Bank Reconciliation and Accounts Payable Purchase Order Accounts Receivable Sales Order and Payroll in those applications not in Bank Reconciliation See the Setup section in each application s user s manual for more information Bank Accounts The BRBAxxx Bank Accounts file stores information about your company s checking and savings accounts that you will reconcile If you are installing Bank Reconciliation for the first time collect the up to date information about your bank accounts and enter the information into
70. onciliation User s Manual References Index incorrect entries 4 10 list of cleared items 5 11 out of balance B 1 purging cleared transactions 5 17 reversing tag status 5 7 tag status 5 6 tagging 5 6 5 7 totals information 5 8 untagging 5 7 Transactions function 6 7 Transactions menu 6 5 transfers clearing 5 6 U unposted checks voiding B 1 untagging transactions 5 7 Up Arrow function key 1 32 inquiry command 1 35 report command 1 37 scroll region command 1 37 upgrading Bank Reconciliation 2 5 user s manual conventions 1 9 organization 1 9 V Verification function key 1 32 View inquiry command 1 35 Void Checks and Stop Payments function 4 11 B 1 screen 4 12 voided checks incorrect entries 4 16 posting 4 24 voiding checks 4 11 from Accounts Payable 4 7 from Payroll 4 7 voiding unposted checks B 1 Bank Reconciliation User s Manual IX 7
71. onciliation User s Manual programs backing up 3 12 Purchase Order installation after Bank Reconciliation 2 3 interfaced with Bank Reconciliation 3 8 3 11 Purge Cleared Transactions before you purge 5 17 function 1 8 5 3 5 17 Q Quick entry turning on or off 1 33 R Reconciliation menu structure 1 5 reconciliation 5 11 Reconciliation explained 1 7 Reconciliation Report Cleared Transactions report 5 14 function 5 3 5 6 5 11 Outstanding Transactions report 5 15 produce after clearing transactions 5 9 produce before purging cleared transactions 5 17 Reconciliation report 5 16 Recurring Adjustments appending an adjustment 6 11 distributions 6 12 editing an adjustment 6 11 file 1 6 function 6 9 7 9 recurring adjustments adding distributions 6 12 distributions 6 12 entering transactions 4 5 Recurring Adjustments List list 7 10 Recurring Entries List function 7 9 references 4 6 4 9 4 13 4 15 5 7 6 11 6 13 report commands 1 37 Down Arrow 1 37 End 1 37 IX 5 Index References Exit 1 37 F7 1 37 Home 1 37 PgDn 1 37 PgUp 1 37 Right Arrow 1 37 Tab 1 37 Up Arrow 1 37 Reports conventions 1 39 including all information 1 39 limiting information 1 39 selecting information for 1 39 Resource Manager Data File Conversion function 2 5 2 6 Install Applications function 2 5 operating systems 1 3 Options and Interfaces function 3 8 restoring a check that has been stopped 4 14 restoring a voide
72. pe This section is optional The reconciliation section consists of bank to book reconciliation and book to bank reconciliation This section is always produced Bank Reconciliation User s Manual 5 11 Reconciliation Report Reconciliations Reconciliation Report Screen Select Reconciliation Report from the Reconciliation menu The function screen appears Sein de Fii bie Peccacilistion Report Dark doocane Tb FHDOO3 Tassactich bate Foo Thre inclue Unposted GL Jourral Entiies 15 Balsrce Bo Sua cy oc Detasl 1 Dirmrac y Detail Cleared Cuistandiry Both Heh ee Ceiput device Fl cinkter pin eriet fiile 3jcceez Az 1 Enter the bank account ID you want to produce the report for A6 2 Enter the range of transaction dates you want the report to cover The dates you enter pertain only to the transactions in the BRTRxxx Transactions file Transactions stored in the GLJRxxx Journal file are not included in the report The balance printed in the report comes from the GLMAxxx GL Master file 3 Select the amount of detail you want summary only the reconciliation section or detail the cleared transactions outstanding transactions and reconciliation sections 5 12 Bank Reconciliation User s Manual Reconciliations Reconciliation Report 4 If you elected to produce a detailed report select the sections you want to produce 5 Select the output device A sample Reconcilia
73. port Reconciliation 07 15 1999 Builders Supply 1 58 PM Reconciliation Report For Bank Account FNB001 1st National Bank Reconciliation Bank to Book Statement Balance 5139 38 Outstanding Transactions Deposits 15388 25 Disbursements 14911 75 Transfers 200 00 Adjustments ACCUMULATED BALANCE 5433 88 ACTUAL BOOK BALANCE 5120 66 UNRECONCILED AMOUNT Book to Bank Book Balance 5120 66 Outstanding Transactions Deposits 15388 25 Disbursements 14911 75 Transfers 200 00 Adjustments ACCUMULATED BALANCE 4826 16 STATEMENT BALANCE 5139 38 UNRECONCILED AMOUNT 5 16 Bank Reconciliation User s Manual Purge Cleared Transactions After you have reconciled a bank account with a bank statement use the Purge Cleared Transactions function to delete the cleared transactions from the BRTRxxx Transactions file You can purge the transactions for one bank account or for a range of bank accounts Before Purging Cleared Transactions Before you purge cleared transactions make sure that you have done these things e cleared all the applicable transactions page 5 3 e printed and verified the Reconciliation Report page 5 11 e backed up your data files Bank Reconciliation User s Manual 5 17 Purge Cleared Transactions Reconciliations Purge Cleared Transactions Screen Select Purge Cleared Transactions from the Reconciliation menu The function screen appears FISAS DA MEE ie de Fii bhp r Furge Clima Teamm
74. pplication Accounts Payable Purchase Order or Payroll In addition you must do one of these things e If the check was posted from an interfaced application enter a transaction to reverse the check Then enter the correct check 1f necessary and post the transactions See the appropriate user s manual for more information e Ifthe check was entered through the Transactions function reverse the check Then enter the correct check if appropriate and post the transactions When you post a voided check the following things happen to the original disbursement The status is changed to void e The amount is set to zero e The check is tagged as cleared When you post a stop payment the status of the original disbursement is unchanged but it is flagged as a stop payment which you must manually tag as cleared Bank Reconciliation User s Manual 4 11 Void Checks and Stop Payments Transactions Void Checks and Stop Payments Screen Select Void Checks and Stop Payments from the Transactions menu The function screen appears Gira Dt Pini ben Yold Tacka ged Step PA Dark kenseee Tb FHS Ler Rarioral Dark Chert Trp Tran bare sun lsaoription Ref Erg 0001019 Stop 12 0158 220 00 UTILITY CXF EF ayo 1203 100 00 TRAHEFER T PETTY Cas EF Git Lita ioe 100 00 Perty Gash Tramafer he BED a Loe L1418 25 Fomnta to ktfilistem DIZE EF DDO of 00004 Diet bul ions GL ko gun lebir relit
75. product line consists of several accounting applications Each application addresses a different phase of your financial operations together they form a powerful accounting solution to your daily and periodic accounting needs The Structure of OSAS Resource Manager The Resource Manager application is the foundation or shell of OSAS it provides the operating environment that holds the other applications To use OSAS you must run Resource Manager through an operating system based on Microsoft Windows Windows 95 Windows NT UNIX or Novell NetWare OSAS operates on LAN systems across a web server using the OSAS Web program and within a single computer After you install Resource Manager you can use it to install other applications modify how each application works and specify how the overall system operates You can install the other applications in any order unless their user s manuals specify otherwise Base applications Base applications are designed and produced with the largest possible number of industries in mind They are most effective when you interface them with each other Base applications are usually named after common accounting operations Examples are Payroll Inventory Accounts Payable Purchase Order Accounts Receivable Sales Order and General Ledger Bank Reconciliation User s Manual 1 3 The BR System Use the Bank Reconciliation system to enter and track bank transactions deposi
76. racancticas Har 22 Toaramctica Entry Besen Completed TES Hera pou Printed the BR Journal Bede a Beckup Copy fre Post Ad OL i Current Year i555 Z Lert Tesr LBS utpat device EPhjcistec p F evier Fl iis Mio 4 26 Bank Reconciliation User s Manual Transactions Post Transactions 1 If you have completed transaction entry enter Y if not enter N 2 If you have printed the BR Journal and backed up your data files enter Y if not enter N 3 Select which year s GLJRxxx file you want to post the transactions to If Bank Reconciliation is not interfaced with General Ledger or if previous years files do not exist for the company this field is skipped A sample Posting Log is at the end of this section After posting is completed and the log is produced the Transactions menu appears Bank Reconciliation User s Manual 4 27 Post Transactions Transactions Posting Log 07 15 1999 Builders Supply Page 1 48 PM Post BR Transactions Debits Credits Posted to GL Period 7 300 00 300 00 Period 12 11527 87 11527 87 Total Posted to GL 11827 87 11827 87 Total Number of GL Transactions Posted 24 TORA BR RR RK OE eK Posted to BR Deposits 7500 Disbursements 3502 Transfers Voids 300 Adjustments 174 Total Number of BR Transactions Posted 13 End of Report 4 28 Bank Reconciliation User s Manual Reconciliations Cleared Transactions Reconciliation Report
77. recurring adjustment If you are adding an adjustment accept the default description from the BRCDxxx file or enter a different description Enter a reference for the adjustment References are posted to General Ledger and provide another way of searching for information in the General Ledger application If you are adding an adjustment you are taken to the distributions portion of the screen If you are editing an adjustment enter Y at the Edit Distributions prompt to move to the distributions portion of the screen or enter N to return to the adjustments scroll region if you are finished editing the adjustment and do not need to edit the distributions Bank Reconciliation User s Manual 6 11 Recurring Adjustments File Maintenance If you are finished entering adjustments exit to the File Maintenance menu Distributions Each adjustment must have both the debit and the credit side of the transaction accounted for You can offset the adjustment with as many credits debits as necessary You cannot exit from the distributions portion of the screen until you have accounted for the amount of the adjustment in terms of both debits and credits m zeig jutni Dank ieooume To FHL Ler Karioral Dank Ad 18 Trae Dale FEE Emit DESST EHE lon HEE SCH a arde OG 18 00 Cyerdrate Charge SUITES 0624 1584 06 10 00 Jerrica Charge pwoz af DOOD Disteibuticas bbir Credic esorciprion Fef 10 00 Service Charge 10 00 TIL
78. rites menu e change from live to sample data and vice versa e display information about a function e perform special application setup From the Favorites menu e remove a function or menu e change to the Main menu e change from live to sample data and vice versa e display information about a function e perform special application setup Menu Keys 1 20 Most keyboards have a set of function keys usually labeled with the letter F and a number In OSAS commands are assigned to these function keys Key Fl Key Help F2 Favorites Menu F4 Access Code ES Live Sample swap Operation Displays the list of Icons and Functions keys available to you Displays the Favorites menu Displays the Access Code dialog box Switches between live and sample data Bank Reconciliation User s Manual Graphical Style Menus Key Operation F6 Displays the current workstation date and allows you to Workstation Date change it F7 Exits from OSAS Exit F9 Allows certain functions to be set up Works only in certain Application Setup applications This application does not use an application setup function F10 Allows you to add to and delete from your Favorites menu Change to Favorites Right click Shift F5 Change menu style Shift F2 Application Info Window Title Bar Menus works only with Start style menu Displays the a functions display box Switch between text and graphical
79. s Additional Offsetting Offsetting Bank Account Account Accounts CR DB DB CR The bank account comes from the bank account record Offsetting accounts are specified when disbursements are entered If the disbursement was offset to only one account that account is debited If the disbursement was offset to several accounts there might be a combination of debit and credit entries to offsetting accounts If a disbursement is reversed the bank account is debited and the offsetting account 1s credited If the disbursement is offset to more than one account there might be a combination of debit and credit entries to the offsetting accounts Voided checks When you post voided checks entries are made to these accounts Additional Offsetting Offsetting Bank Account Account Accounts DB CR DB CR 4 24 Bank Reconciliation User s Manual Transactions Post Transactions The bank account comes from the bank account record Offsetting accounts are specified when voided checks are entered If the voided check was offset to only one account that account is credited If the voided check was offset to several accounts there might be a combination of debit and credit entries to offsetting accounts If a voided check is reversed the bank account is credited and the offsetting account is debited If the voided check is offset to more than one account there might be a combination of debit and credit entries to the offsetting accounts
80. s When you post transactions these things happen in the Bank Reconciliation system The transactions in the BRJRxxx file are moved to the BRTRxxx file e If Bank Reconciliation is not interfaced with General Ledger the general ledger account balances are updated in the BRBAxxx Bank Accounts file e The BRJRxxx file is erased to make room for the next set of transactions e If Bank Reconciliation is interfaced with General Ledger entries are created in the GLJRxxx file for the offsetting entries that you entered for deposit disbursement void check and adjustment transactions Deposits When you post deposits entries are made to these accounts Additional Offsetting Offsetting Bank Account Account Accounts DB CR DB CR The bank account comes from the bank account record Offsetting accounts are specified when deposits are entered If the deposit was offset to only one account that account is credited If the deposit was offset to several accounts there might be a combination of debit and credit entries to offsetting accounts Bank Reconciliation User s Manual 4 23 Post Transactions Transactions If a deposit is reversed the bank account is credited and the offsetting account is debited If the deposit is offset to more than one account there might be a combination of debit and credit entries to the offsetting accounts Disbursements When you post disbursements entries are made to these account
81. sion Converting to Version 6 00 Select Data File Conversion from the Company Setup menu in Resource Manager The function screen appears SAS To sit Fila Tomrmcrion Belet DLERSTGEF On Shieh Lo Diane Files 1 EE 1 Enter dicectcey thet contains the filem co Em converted Do poe want auuro Tiles erased alter somyerajon Do yom went com srrion to geuss 32 me proble ig our i Appl Beaoription Yerainn ippi PBrsorcipreion Version 1 Enter the number of the target directory The system assigns a number to each OSAS data path with assigned values 2 Enter the path drive and directory that has the files you want to convert You cannot enter the same path as the path you selected as the destination 3 If you want source files to be erased after conversion enter Y if not enter N 4 If you want the conversion process to pause if a problem occurs enter Y if not enter N The system considers evidence of data not converting correctly or file corruption a problem 5 Enter BR in the Appl column Bank Reconciliation appears 2 6 Bank Reconciliation User s Manual Installation and Conversion Conversion 6 10 11 Enter your present version number of Bank Reconciliation and press Enter When you enter OSAS the copyrights screen shows the version of Bank Reconciliation you have If data files already exist for BR in the intended destination path the following prompt appears BR Data files exis
82. ss D to return to the transactions scroll region Bank Reconciliation User s Manual 4 9 Transactions Transactions Incorrect Entries If you save an incorrect entry you can do one of the following things e Ifyou have not posted the transaction to the BRTRxxx file enter a negative transaction for the incorrect amount e Ifthe incorrect entry is a check disbursement and you have not posted it to the BRTRxxx file void the check page 3 11 e Ifyou have posted the transaction to the BRTRxxx file enter a negative transaction for the entire amount enter the correct transaction post the entries page 4 23 and tag the incorrect and the negative deposits as cleared page 5 3 The next time you purge cleared transactions the incorrect and the negative deposits will be deleted from the BRTRxxx file 4 10 Bank Reconciliation User s Manual Void Checks and Stop Payments Use the Void Checks and Stop Payments function to void a check before it is sent or to stop the payment of a check before it is cashed You can void any check after it has been posted to the BRTRxxx Transactions file The check might have been entered through Bank Reconciliation or through Payroll or Accounts Payable Purchase Order if these applications are interfaced with Bank Reconciliation You can also void Bank Reconciliation checks in those interfaced applications You can stop the payment of any check even if it was posted from an interfaced a
83. stribution information for the adjustment This information can be copied to the BRJRxxx file through the Transactions function The BRTRxxx Transactions file stores transactions posted from Bank Reconciliation and optionally interfaced applications Accounts Payable Purchase Order Accounts Receivable Sales Order and Payroll Bank Reconciliation User s Manual Introduction The BR System File Interaction Bank Reconciliation file interaction is based on the Bank Reconciliation work cycle which consists of daily work and reconciliation Daily work Daily work begins with entering transactions which are stored in the BRJRxxx file the system creates it automatically When entering transactions you must enter a bank account ID from the BRBAxxx file Transaction descriptions and references come from the BRCDxxx file If you enter a recurring adjustment the transaction information comes from the BRRAxxx file After you enter transactions produce the BR Journal to check for errors When you post transactions several files are affected e The transactions are moved from the BRJRxxx file to the BRTRxxx file e If Bank Reconciliation is interfaced with General Ledger the offsetting entries are created in the GLJRxxx General Ledger Journal file In addition when you post the GLJRxxx file to the GLMAxxx General Ledger Master file the general ledger account balances are updated in the BRBAxxx file e If Bank Reconcil
84. t Do you want this task to erase them If you want to erase the existing files and convert the files from the version in the source path enter Y if not enter N If you enter N you must change your entries so that no conflict exists To convert use the Proceed PgDn command The following prompt appears Do you wish a printout of error log after each application If you want the error log to be produced after files are converted for each application enter Y if you want the log to be produced after files for all applications are converted enter N If you are converting only Bank Reconciliation files your answer to this prompt makes no difference If a problem occurs and you indicated that you want the system to pause when a problem occurs a prompt alerts you To stop the conversion process enter Y To let the conversion run its course and investigate later enter N When the process is finished the files are converted Select the output device for the error log After conversion is finished and the error log is produced the Main menu with Bank Reconciliation 6 00 added appears Bank Reconciliation User s Manual 2 7 Setup Setup Considerations Setup Checklist and Functions Bank Reconciliation User s Manual 3 3 3 7 3 1 Setup Considerations After you have installed the software for the first time or after you have upgraded the software you must set up the system Follow the setup procedures carefully the
85. ter a reversing transaction If the check was entered through the Transactions function you can use one of the following methods to void an unposted check e Delete the transaction in the Transactions function by moving the prompt gt to the transaction you want to delete and then using the Delete F3 command Do not use this method if you want an audit trail of the transaction Post the check to the BRTRxxx Transactions file Then use the Void Checks and Stop Payments function page 4 11 to void it e When you post the voided check the status of the original disbursement will be set to void and the amount will be set to zero Bank Reconcilation User s Manual B 1 Common Questions References e Enter a reversing disbursement transaction In the Ref field enter VOID or some other reference which indicates that the transaction will void the original disbursement e When you post transactions both the original disbursement and the reversing entry will be moved to the BRTRxxx file B 2 Bank Reconcilation User s Manual Glossary account A storage unit of financial data in accounting usually grouping related information under one account number or account ID accounting period A period of time in accounting used to provide distinct units of time you can work with For example you might want a report to include transactions done within a particular accounting period adjustment Charges made to your bank account
86. the Inquiry flag appears at the bottom of the screen Delete the information on the screen Since this command can delete an entire record use it with caution Open a menu of utilities A calculator and Global Inquiry which consolidates and presents information from other applications are some of the utilities on the Other Commands menu See the Resource Manager User s Manual for information about the utilities on the Other Commands menu Move the cursor back to the first field on the screen or to the first field after the key field The entries and changes you made are erased 1 31 Function Commands Introduction 1 32 Key F6 Maintenance F7 Exit F8 List Shift F2 Information PgUp Start over PgDn Proceed Tab Jump Enter or Down Arrow Enter Up Arrow Ctrl V Verification on off Ctrl G Bell on off Operation Go directly to the appropriate File Maintenance function to update information about the field you are in if the Maint flag appears at the bottom of the screen Exit from a screen or a window and disregard everything you entered Send the contents of the screen to a printer or a text file Open an Information menu Each selection on the menu is an information window that you can access if the Info flag appears at the bottom of the screen Each window contains a category of information about the field you are in Move the cursor back to the first field o
87. the BRBAxxx file before you begin operations Use the Bank Accounts function page 3 10 to set up and update bank account information Each bank account record should have a unique ID In each record you record such things as the bank account number and description the contact at the bank the account s general ledger account number and the last statement date and balance If Bank Reconciliation is not interfaced with General Ledger you can also enter the balance of the general ledger bank account Initial Balances 3 10 After you have set up your bank accounts set up the initial balances of your bank accounts Follow these steps 1 In the bank account records enter the last statement balance and date of each bank account If Bank Reconciliation is not interfaced with General Ledger enter the balance of the general ledger account assigned to each bank account record 2 Turn off the interface between Bank Reconciliation and General Ledger see Options and Interfaces above 3 Enter verify and post the outstanding transactions since your last bank statement see ch 4 Bank Reconciliation User s Manual Setup Setup Checklist and Functions After you post the outstanding transactions turn on the interface between Bank Reconciliation and General Ledger If Bank Reconciliation is interfaced with General Ledger Accounts Receivable Sales Order Accounts Payable Purchase Order and Payroll see the Setup sections in
88. the distributions portion of the screen If you are voidng a check that was posted from Accounts Payable or Accounts Receivable several prompts appear See the user s manual for the application the check was posted from for more information Bank Reconciliation User s Manual 4 13 Void Checks and Stop Payments Transactions 4 14 If you are restoring a voided check the following prompt appears Press F3 to delete this voided transaction Use the Delete F3 command to restore the check to active status To toggle the stop payment status for the check the prompt gt is at press S If you are restoring a check that you have stopped payment on the following prompt appears Press F3 to delete this stopped transaction Use the Delete F3 command to restore the check to active status Distributions When you entered the original disbursement of the check you made offsetting entries If you are voiding a check you must also void the offsetting entries otherwise the ledger will not balance Both the debit and the credit side of the transaction must be accounted for The system creates a debit for the amount of the void you must enter the credit s to offset the debit You cannot exit from the distributions portion of the screen until you have accounted for the amount of the transaction in terms of both debits and credits that is the balance reaches zero Sein de Fin Lied Wold Checks mad Step Feyaz Da
89. the function until these two balances are equal File unavailable xxxxx This message appears for one of three reasons e The function you are trying to access needs one or more files that are locked by another user on your system When a file is locked other users cannot access it during posts and other functions that need to keep the files intact e The function you are trying to access needs one or more files that are not on your system Use the Options and Interfaces function on the Resource Manager Company Setup menu to verify that the correct interfaces have been selected If that does not correct the problem get help from a support technician e You are working with the wrong company Return to the menu then use the Change Company F5 command to enter the ID you want In any case press Enter to get back to the menu correct the problem and select the function again GL account nnnnnnnnnnnn belongs to account AAAAAA When entering the distributions portion of a Bank Reconciliation transaction you cannot enter the number of a general ledger account that has been assigned to a bank account record GL account nnnnnnnnnnnn is a memo account You cannot assign memo accounts to bank account records or Bank Reconciliation transactions A 2 Bank Reconciliation User s Manual References System Messages Invalid date in directory file name You must convert the old data files before you switch to European format dates Use
90. ting entries in the GLJRxxx file 4 23 voiding checks 4 14 Options and Interfaces function 3 7 3 8 screen 3 9 OSAS conventions 1 10 converting to version 5 0 2 6 general information 1 3 modifications and conversion 2 5 running 1 10 structure 1 3 Other Command menu accessing 1 15 1 31 Other function key 1 31 output device printer 1 40 Outstanding Balances window 5 8 outstanding transactions in Reconciliation Report 5 11 Bank Reconciliation User s Manual References Index P screen contents 1 32 parameters Proceed function key 1 32 access code 1 11 command to start OSAS 1 11 company ID 1 11 format 1 11 general expression 1 11 order 1 11 terminal ID 1 11 partial key inquiry 1 35 Payroll installation before Bank Reconciliation 2 3 interfaced with Bank Reconciliation 3 8 3 11 4 7 PgDn function key 1 32 inquiry command 1 35 report command 1 37 scroll region command 1 38 PgUp function key 1 32 inquiry command 1 35 report command 1 37 scroll region command 1 37 positive adjustments posting 4 25 Post Transactions Deposits T accounts 4 23 Disbursements T accounts 4 24 function 4 23 Negative Adjustments T accounts 4 25 Positive adjustments T accounts 4 25 posting log 4 28 Voided checks T accounts 4 25 posting before you post 4 26 debits 4 25 deposits 4 23 disbursements 4 24 negative adjustments 4 25 positive adjustments 4 25 stop payments 4 11 transactions 4 23 voided checks 4 24 voids 4 11 printing Bank Rec
91. tion Report is at the end of this section After the report is produced the Reconciliation menu appears Bank Reconciliation User s Manual 5 13 Reconciliation Report Reconciliations Reconiliation Report Cleared Transactions Builders Supply Reconciliation Report For Bank Account FNB001 1st National Bank Cleared Transactions Src Clr Trans Amount 0001020 12 03 1999 VOID ADVERTISING TOTAL VOID CHECKS 5 14 Bank Reconciliation User s Manual Reconciliations Reconciliation Report Reconciliation Report Outstanding Transactions 07 15 1999 Builders Supply 1 58 PM Reconciliation Report For Bank Account FNB001 1st National Bank Outstanding Transactions Check Trans Date Type Description Clr Trans Amount Adjustments ADJ 12 04 1999 ADJ Stop Payment Charge CK CHG 12 04 1999 ADJ BR ADJUSTMENT CHECH CH TOTAL ADJUSTMENTS Disbursements 0001019 12 03 1999 UTILITY EXPENSE 0001054 12 04 1999 TAXES PREPAID 12 03 1999 TRANSFER TO PETTY CASH 12 03 1999 Petty Cash Transfer 12 04 1999 Pymnts to Affiliates DISB 12 04 1999 BR DISBURSEMENT EXPENSE 12 04 1999 BR DISBURSEMENT COMPUTER TOTAL DISBURSEMENTS 000135 12 04 1999 BR DEPOSIT 001002 12 03 1999 CASH SALES TOTAL DEPOSITS Transfers BK TSFR 12 04 1999 TSFR Transfer of Funds TRSFR BK TSFR 12 04 1999 TSFR Transfer from Bank SNB001 LOAN Bank Reconciliation User s Manual 5 15 Reconciliation Report Reconciliations Reconciliation Re
92. to the description 5 Enter the default description you want to appear for the to portion of the transfer transaction A25 the transaction that records the addition to the bank account specified in the To Bank field in the scroll region of the Transactions screen If you enter fewer than 20 characters in this field the from bank account ID will be appended to the description After you save your entries PgDn enter the descriptions again or exit to the File Maintenance menu 6 8 Bank Reconciliation User s Manual Recurring Adjustments Recurring adjustments are routine service charges applied to bank accounts by a bank For example banks commonly charge an overdraft fee for bounced checks or levy a monthly service charge for some types of accounts Use the Recurring Adjustments function to set up and maintain recurring adjustments you regularly make to your accounts Recurring adjustments are stored in the BRRAxxx Recurring Adjustments file You must also set up the offsetting entries for the adjustments Bank Reconciliation User s Manual 6 9 Recurring Adjustments File Maintenance Recurring Adjustments Screen Select Recurring Adjustments from the File Maintenance menu The function screen appears F SA MAI fim Dit Fii hp Bezezeing ikdjurtments Dank isocurz TO FHL Ler Kariosral Dank Tras Date Fee Erin DESST ipl lon MEE za 10 00 Cvepdratr Charge 10 00 Jerrica Cherg
93. tributions If you are adding or editing a transfer you are returned to the scroll region When you are finished entering transactions exit to the Transactions menu Bank Reconciliation User s Manual 4 7 Transactions Transactions Distributions Deposits disbursements and adjustments must have both the debit and the credit side of the transaction accounted for You can enter more than one offsetting entry to counterbalance the transaction For example if you enter a deposit of 100 dollars 40 of it may be charged against one account and 60 against another You cannot exit from the distributions portion of the screen until you have accounted for the amount of the transaction in terms of both debits and credits that is the balance reaches zero Saige Dit Emi bed Trenrect ion Bank Account LD FAB 156 Webcal Bami Trarsanciost Type L Depnaice DESL Tras Date Fee Amin DESC ae Lon BEE oppgis 130418 12 1000 00 BR PEFCATT OT Ik Doccol af 0003011 Disteibuticas OL Adgunt Dado ir redir Desc pt ion het ooo 3000 00 ER DEPT OT IMC Bocan 2000 00 BR DEPOSIT QT DE Balance g 01 of Zul Enter edit Appead Dora Enter edit Append Done To edit the distribution the prompt gt is at press Enter You cannot edit the first line of a transaction the first line is the transaction itself If you want to edit the transaction you must edit it in the transaction scroll region To add a distri
94. ts disbursements transfers and adjustments and to reconcile your bank account balance with the bank statement balance you receive from your bank You can also void checks or stop payment on checks entered into the system through Bank Reconciliation or an interfaced application Menu Structure The Bank Reconciliation menu structure is similar to the structure of other OSAS applications functions appear roughly in order of use File maintenance Use the functions on the File Maintenance menu to set up and maintain information about your bank transaction codes and recurring adjustments to your accounts For example use the Bank Accounts function to establish and update information about your company s bank accounts Transactions After you establish the valid codes and IDs through the File Maintenance functions you can use the Transactions functions to enter transactions deposits disbursements transfers and adjustments to void checks or stop payment on a check and then to post your transactions Reconciliation When you receive a bank statement you must specify which transactions have cleared in order to reconcile you bank account balance that is the balance stored in the system with the bank statement balance Use the Cleared Transactions function to designate transactions as cleared You can periodically purge the system of cleared transactions to keep the clearing process simple Bank Reconciliation User s Manual 1
95. u and you must press Enter to select a function On an application menu you can press PgUp to move to the menu immediately above it If you are several menu levels away from the Main menu you can return to the Main menu by pressing PgUp repeatedly or by pressing the Tab key You can exit from a menu in these ways e Press the PgUp key to go to the previous menu one menu up e Press the Tab key to go to the Main menu e Use the Exit F7 command to go to the operating system Function Keys Used in the Text menu Most keyboards have a set of function keys usually labeled with the letter F and a number Within the menu commands are assigned to these function keys You can use the commands to work with data entry screens 1 14 Bank Reconciliation User s Manual Introduction Text Menu Except for the Command Help Esc the Jump Tab commands and the Enter key you can use the Keyboard function in Resource Manager to reassign any function key to any command Key Esc Command help Fl Function Help F2 Favorites Menu F3 Change Company F4 Access Code F4 twice Other Menu ES Live Sample swap F6 Workstation Date F7 Exit F9 Application Setup F10 Add to Favorites Bank Reconciliation User s Manual Operation Views the list of commands for the menu To close the commands window press any key Displays help information for this function Displays the Favorites me
96. u can use appears If you are using the Resource Manager for UNIX the Text menu appears If you are using the Resource Manager for Windows you can choose between the Text Menu Graphical Menu or Start Menu In Windows use the Workstation Configuration Defaults function in Resource Manager to select the style of menu you want displayed The following pages describe how you use each of these types of menus Favorites Menu The Favorites menu operates in the text based format as well as in the graphical formats The Favorites menu allows quick and easy access to the OSAS functions you use most allowing you to add selections for entire menus or particular functions With the Favorites menu you save time in no longer switching to and from commonly accessed applications For example if you have application entries in Transactions Accounts Payable Transfer Journals Inventory and Edit Transactions General Ledger rather than enabling each application menu by menu you could set up a Favorites Menu where with one press of the enter key or a click on the button your application would be open for work Favorites Menu Graphical Style For Favorites Menu set up information see page 1 27 1 12 Bank Reconciliation User s Manual Text Menu The Text menu can be used on all OSAS compatible systems Using text based menus the Text menu shown below offers easy access to your applications Text Main Menu 0545 TA Biel E
97. ur display menu between your Favorites menu and your Main menu Switches between your sample data and your live data Clicking on this button or pressing F9 sets up the selected application Setup works only in certain applications If an application requires a setup function you will find instructions in that application s user s manual Displays information about the selected function 1 29 Function Commands Once you select an OSAS application function from the menu the function screen appears The way that you enter data on OSAS screens is consistent from function to function To move around the OSAS screens you use the function commands described below Most keyboards have a set of function keys usually labeled with the letter F and a number In OSAS commands are assigned to these function keys You can use the commands to work with data entry screens Except for the Command Help Esc and Jump Tab commands and the Enter key you can use the Keyboard function in Resource Manager to reassign any function key to any command Key Esc Command help Fl Help F2 Inquiry F3 Delete F4 Other FS Abandon Bank Reconciliation User s Manual Operation View the list of commands for the screen you are on and the field you are in To close the commands window press any key Get information about the field you are working on Make a selection from a range of entries for a field if
98. ursor If insert mode is turned off and you enter a character in the field s first position everything in the field is deleted When you use the Inquiry F2 command several other commands become available for you to use in the inquiry window 1 34 Bank Reconciliation User s Manual Introduction Function Commands To shorten your data search use a partial key inquiry to cut down the size of the inquiry list For example if you know that the ID starts with J enter J in the ID field before you use the Inquiry command The inquiry list will start with J and run through the end of the list Key Operation PgUp Display the previous page of the window PgDn Display the next page of the window End Move directly to the last item on file Home Move directly to the first item on file Down Arrow Move down one item Up Arrow Move up one item Ins Enter a string of information Look up If you have an idea of what you are looking for and the ID is longer than one character you can make a partial key inquiry to cut down the size of the inquiry list For example if you know that the ID starts with J enter J in the ID field F7 Leave the Inquiry window without selecting anything Exit Enter Select the item the cursor is pointing to Esc Open a window that shows Inquiry window commands and View commands the window ID Bank Reconciliation User s Manual 1 35 Function Commands Introduction Inventory Search Co
99. wercase letters No matter what you enter in the From and Thru fields however your entries are sorted in alphabetical order unless the function provides an option to sort the information differently Sorting by alphabetical codes or IDs is easy For example the ID ACL comes before the ID BB because A comes before B Bank Reconciliation User s Manual 1 39 Reports Introduction But take notice when you enter codes or IDs that consist of something other than letters the order might not be what you expect For example if 20 items are labeled 1 through 20 and you want all of them to be in a report you might enter 1 at From and 20 at Thru expecting them to be listed 1 2 3 19 20 However since OSAS sorts in alphabetical order they are listed in a different order 1 10 19 2 20 3 9 To prevent that situation pad extra spaces in codes and IDs with zeros so that numbers in alphabetical order are also in numerical order In the example above the items would be labeled 00000000000000000001 through 00000000000000000020 Output Device Report functions screens offer four output options printer file screen and end When you need a hard copy of a report select P and either accept the printer that appears or enter the code for the printer you want to use If applicable select S if you want the report to be in standard size print or C if you want it to be in compressed print If you want to stop printing after it has be

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