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Bank Reconciliation (version 12.04.34)

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1. 4 Document For all types except balance forward Enter the document number or use the option Option F1 to scan through documents for the specific bank account date and type entered above You can press F2 to use the last document number plus 1 The incrementing of document number works as follows For checks deposits and adjustments entered this run the last document number is stored for each type For subsequent entries the default number is the last document number for that type plus 1 For balance forward type Either an existing entry for the bank account and date is displayed since only one such entry per date is allowed per account or if no existing entry the document number field is skipped as there may be only one balance forward entry for a bank account on a particular date Format 999999 5 Amount Book balance The bankbook balance appears on the right Enter the amount or use the option Option F1 to scan through all documents for the specific bank account date type and document number entered F1 is not available for balance forward documents For a balance forward entry Enter the current account balance For a check Bank Reconciliation Bank Book Entries Samco Power Accounting 10 4 If the entry is a check enter a positive amount The bankbook balance will be decreased by this amount For a void check Entering zero for the check amount causes a void check sta
2. Amount 5 000 Amount 5 000 Payee TRNSFR Comment TFR from 1100 000 Payee name TRANSFER to 1200 000 Bank Reconciliation Bank Book Entries Samco Power Accounting 10 8 NOTE We recommend you enter the payee name and comment as above although you can enter anything here that you like Bank Reconciliation Bank Book Entries Samco Power Accounting 10 9 SAMCO Building business and technology relationships Chapter 11 View Bank Account Information Introduction Use this selection for a quick review of a bank account You will be able to see the reconciliation method of the account the balance and date of the latest bank statement the balance on the bank book the date that bank book entries were last transferred from other packages the total amounts of entries in other packages that have not been posted or transferred to the Bank Reconciliation package From the B R menu select Reconcile statements then select View bank account information If only one bank account is in use and no other packages are interfaced with Bank Reconciliation no questions are asked and the information displays automatically Otherwise a screen appears for you to enter the number of the bank account to view Enter the information as follows Bank account You are asked this question only if there is more than one bank account defined Enter the number of the bank account or use the option Option F1 to scan through the bank accounts o
3. Selection 10 Starting up a bankbook can be selected only if you are in start up mode per the Control File Refer to the chapter titled Control Information Make selections from page 2 the same way as from page 1 To return to page 1 of the menu press Tab To Exit the B R Package To exit the B R package press Tab from page 1 of the B R menu Depending on your computer setup either the main menu appears listing packages or your operating system prompt appears Bank Reconciliation Using Bank Reconciliation Samco Power Accounting 3 3 Guide to the Menu The B R menu selections are shown below To the right of each menu selection is the page number in this manual where the menu selection is described Additional User Manual references are shown for some menu selections These references contain information which is related to the menu selection Batik ACCOUIES aia 7 1 Bankb ok entries iiss wins Bo wa eevee Gus A bs Dewan 10 1 Transferring cash from one Checking account to ANOTNHEL eee cece cece cece cece ee eeeeeneeeeneeeeeeeeees 10 9 Transfer checks Geposits 5 see iaeei waves soaesau subs coxwoevaterenneene 9 1 Reconcile statements iii tai Tin 13 1 AA NN 12 2 ANUAR E aE E es Savas ads tai 12 2 Checks returned tO vendors cece ccc cece ec ceccccecccccesceccecsscsecescsceeces 12 5 View bank account information ccc cece cece ccc c ccc ceccecencesceececcecess 11 1 Bank ACCOUNT TEDODES seenen sks Scc
4. This function will now initialize the data file used in production Its contents will be fully replaced with data from the converted file Please make sure you want to do this Are you sure Answer Y or N as appropriate The file s will now be restored A message will be displayed on the screen showing the count of the records as they are restored When the restoration of the file or files is complete the Restore a converted file menu will be displayed You may select another file to restore You may continue to restore files or press Tab to print the restore log and then return to the File Utilities sub menu Bank Reconciliation File Utilities Samco Power Accounting B 7 A window will appear for you to select where to print the restore log A restore log shows the file s restored the number of records per file the date and time Rebuilding Data Files Rebuilding data files can be used for one of two reasons 1 A data file has become corrupted and needs to be recovered 2 To recover disk space and clean out deleted or purged records The Rebuild a file function essentially takes the good records out of a file removes the old file and creates a new file with the good records To begin select Rebuild a file from the File utilities menu You then see 5 o we ta aR EOF SA AP PC GL IC PO OR A OL FP PS TC TA PA CX SA SF He POL G VRwFtd COG ALO 4PO0 it File utilities Bank Reconciliation Rebuild a file
5. DR Accounts receivable CR Suspense account This entry is made to show that the customer owes you the amount of the returned check The total charge to your bank account includes the amount of the returned customer check plus any bank charges Enter this total charge as a non A P check using Payables of the Accounts Payable package Fill in the fields as follows The type of the entry is a non A P check The vendor is the bank The invoice number is a memo field The invoice amount is the amount of the returned customer check plus any bank charges e The check number is a dummy number such as 999998 to indicate a returned check e The check date is the date on which the check was returned to you e The distribution is to two valid G L accounts a The suspense account used above for the amount of the check and b Bank Charges for the service charge When transferred to B R this non A P check will reduce the bank account balance to account for both the returned check plus any service charge Checks Returned to Vendors If A P is not used If a check you wrote to a vendor is returned due to insufficient funds there is also a service penalty charge If this check has not already been entered using Bankbook entries it would be entered as void at this time If it has already been entered then change the status of the check to void Additionally you must enter an adjustment using Bankbook entries for the se
6. Fle Edt AR IC OF SA AP PC GL JC PO BA Pi CL FP PS TC TB PA DX Hep PO BG MIS COG ARO 4APA ike Compress cleared entries Acme Enterprises Inc Please enter 1 Bank account 2 Cut off clear date 3 Print report F1 next bank account Enter the information as follows 1 Bank account Enter the bank account or use the option Option F1 to scan through the bank accounts on file 2 Cut off clear date Enter the cut off date Entries with clear dates on or before this date will be compressed You cannot compress entries that are part of an active reconciliation If a reconciliation is in progress you see a message telling you this with the date of the current bank statement You cannot enter a cut off date on or later than this date Format MMDDYY Bank Reconciliation Compress Cleared Entries Samco Power Accounting 15 2 3 Print report Answer Y if you want to print a Compress Cleared Entries Report as the entries are being compressed otherwise press Enter This is your last opportunity to print bankbook entries as they currently exist After the compression the detail will be lost and the compressed entries will exist in summary balance forward form only The program now looks through all entries in the bank account compressing cleared entries with clear dates on or before the cut off date into balance forward entries In order to be compressed entries must be in an unbroken sequence at least two
7. Please select file E B R control file CBRCTLFTC Cash account file CCSHACTTC B R notes file CBRNOTFTC Bank account file CBRACCTTC Bankbook file BRBOOKTC Bank distribution file BRDISTTC Press F4 for All Enter the following information Please select file Bank Reconciliation AE Acme Enterprises Inc File Utilities Samco Power Accounting B 8 Enter the number of the file you wish to rebuild or use the option Option F1 to rebuild All of the data files A new screen will appear showing the status of each file as it is being rebuilt Once completed you are returned to the Rebuild a file screen Bank Reconciliation File Utilities Samco Power Accounting B 9
8. Data file corruption does not occur very often but you do need to be aware of it just in case one of your data files does become corrupted This can occur for only a handful of reasons The most common being 1 The power to your computer gets turned off when you are using your Samco applications 2 Your hard disk has developed a defect Corrupted data files can t be used reliably afterward and any attempt to use them causes unusual error messages and you are removed from running the Samco applications If this occurs or if you begin to get unusual results while using your software and suspect that there may be a corrupted data file you should get technical support Bank Reconciliation File Utilities Samco Power Accounting B 1 Your supplier or an independent professional may be able to provide this support If not contact Samco Software Inc s support department directly there will be a fee Handling Data file corruption does not mean that all of the data in the file is no longer usable Usually just a few of the records in the file have become corrupted In File utilities the function Rebuild a file will take out the good records in the data file place these in a temporary file and then replace the old file with the good records In addition to this any deleted or purged records which are taking up disk space will also be permanently removed and the file compressed to its physical size To Begin Select File utilities fr
9. regular use after fully setting up all of your bank books However you cannot change from start up mode to regular use here To make this change you must run Set last balance See the Starting Up a Bank book chapter NOTE You can change from regular use to start up mode only when there is no reconciliation in progress see the Reconcile Statements chapter Answer S for start up mode or R for regular use Format 1 character 7 Print register of checks deposits transferred from other packages This question appears if you are using any one of the A P Payroll FishPro Point of Sale or A R packages Answer Y if you want a register printed when you run Transfer checks deposits otherwise answer N Bank Reconciliation Control Information Samco Power Accounting 6 3 SAMCO Building business and technology relationships Chapter 7 Bank Accounts Introduction You must set up a bank account record here for each bank account which you are going to use in B R An earlier chapter described cash accounts The basic differences between cash accounts and bank accounts are Cash Accounts The Cash Accounts File contains those G L accounts which are cash accounts This file is shared by all packages which refer to cash accounts A R A P and B R Bank Accounts The Bank Account File which is part of B R and not referenced by any other package contains records which describe each bank account This description
10. 17 1 Select Reset bank accounts from the B R menu This is the screen you see Please enter 1 Banking account 2 Last stmt date 3 Last stmt balance F1 next banking account Enter the information as follows 1 Bank account Enter the bank account to reset or use the option Option F1 to scan through the bank accounts on file 2 Last stmt date Enter the date of the last statement reconciled for this bank account Bank Reconciliation Close Bank Account Samco Power Accounting 17 2 Format MMDDYY 3 Last stmt balance Enter the balance of the last statement reconciled for this bank account Format 999 999 999 999 99 When you press Enter at Field number to change the bank account will be reset After a period of processing the software will indicate that the reset is complete Press Tab and you will be returned to the screen shown above to enter the information for another bank account to reset To exit press Tab at field 1 You are asked if it is OK to return to regular use of B R Answer Y and B R will return to regular use mode Bank Reconciliation Close Bank Account Samco Power Accounting 17 3 SAMCO Building business and technology relationships Chapter 18 Data Integrity Check Introduction This selection verifies the accuracy of the information in your files You should be sure that no one else is using your software when you run this check so that the results will b
11. 20 3 Transfer from Accounts Receivable Last transferred 09 30 20 4 Transfer from Point of Sale Last transferred 09 30 20 Store to transfer Consolidate registers 5 Show deposit detail 6 Check for entries earlier than the last transfer date NOTE The date of the last transfer will not appear until at least one transfer has been done for that package 1 Transfer from Accounts Payable This question appears if you are using A P Answer Y if you want to get checks from A P otherwise answer N Computer checks that have been printed and posted and non A P checks and hand written checks that have been posted will be transferred Void checks will be transferred See the A P User Manual chapter titled Void Checks No unposted checks will be transferred Bank Reconciliation Transfer Checks Deposits Samco Power Accounting 9 2 2 Transfer from Payroll This question appears if you are using Canadian Payroll Answer Y if you want to get checks from Payroll otherwise answer N Payroll checks that have been printed and posted and hand written checks that have been posted will be transferred No un posted checks will be transferred 3 Transfer from Accounts Receivable This question appears only if you are using A R Answer Y if you want to get deposits from A R otherwise answer N If you are in start up mode per the Control File all deposits prior to the cut off date described below will
12. 999998 to indicate a returned check e The check date is the date on which the check was returned to you e The distribution is to two valid G L accounts a The suspense account used above in A R for the amount of the check and b Bank Charges for the service charge When transferred to B R this non A P check will reduce the bank account balance to account for both the returned check plus any service charge If using A R but not A P A returned check means that the entries that were previously paid are no longer paid The customer s balance must therefore be increased Instead of reinstating all the entries previously paid you can enter the full returned check as a single debit memo using Sales of the Accounts Receivable package Distribute the full amount to the appropriate cash account The next step is to reduce your bank account by the amount of the returned check plus any bank charges The deposit corresponding to the original cash receipt for the check should have already been made to the bank and should already be recorded in the Bankbook File Bank Reconciliation Setting Up for a Reconciliation Samco Power Accounting 12 2 Enter an adjustment using Bankbook entries for the amount of the returned check plus any bank charges You will need to make a General Ledger adjustment for the amount of the bank charge If using A P but not A R Make a general journal entry as follows for the amount of the returned check
13. ARO d gt it Bank account reports Account activity Bank acct 1020800 Bank Canadian Please enter 4 Print in what order 4 Which entries Balance forward 5 Which statuses Cleared Deposits Uncleared Checks Void Adjustments Stop payment 6 Which sources Direct entry Accounts Payable Payroll Accounts Receivable Fishpro Point of Sale 4 Date 2 Number 3 Payee number 4 Payee name Enter the information as follows Bank Reconciliation Reports Samco Power Accounting 14 4 1 Print in what order Enter one of the following or press Enter for date order 1 Date 2 Document number 3 Payee number 4 Payee name 2 Starting 3 Ending Enter the range of values to show on the report The field names and values to enter depend on what order has been entered above as follows Date Starting Ending date Document number Starting Ending document Payee number Starting Ending payee Payee name Starting Ending payee name 4 Which entries Press Enter at each type of entry you want to show on the report and answer N at those types you don t want to show or use the option Option F1 to show All types of entries 5 Which statuses Press Enter at each status you want to show and answer N at those types you don t want to show or use the option Option F1 To show All statuses 6 Which sources Press Enter at each source you want to show and answer
14. D to display entries for clearing in date order Type C to clear them in order by check number Type M for manual entry of check document numbers When selecting manual clearing method a window will appear for you to enter the check document number If the document is valid you can then enter in a new clear date and press Enter to clear un clear 000 Cash account 13726 31 13 56 000 00 56 000 00 04 26 10 181 50 00 Up or Dn PgUp or PgDn then ENTER F1 F2 Bank Reconciliation Reconcile Statements Samco Power Accounting 13 3 If a reconciliation is already in progress the number of entries already cleared the dollar amount cleared and the reconciliation difference all for the current reconciliation are displayed at the bottom of the screen The reconciliation difference is the difference between the current and last bank statement balances minus the dollar amount cleared The reconciliation difference will equal zero when the bank statement is fully reconciled On the next screen you see EF 34 Rn Reconcile sanements Fee ES AR K OF SA AP PC GL OK PO 8R Pl CL FP OPS OP TA TA PER YM PA DX F Help POXOR INIA COG HAO PO E Reconcile statements Acme Enterprises Inc Reconcile bank statement and bank book This stmnt 12 31 13 75 000 00 Recon difference 75 000 00 Date Doc Reference Deposits CR Checks DR Cir date 02 05 97 119 Amer Expr 2 02 i 10 28 08 151 Gift Card 50 00 7 04 26 10 181 Gift Car
15. be transferred If you are not in start up mode only deposits for which a deposit slip has been printed will be transferred See the A R User Manual chapter titled Cash History for information on deposit slips Show deposit detail This question appears only if you selected to transfer deposits from A R Each deposit consists of one or more cash receipts Answer Y to show the individual cash receipts on the transfer report 4 Transfer from FishPro This question appears if you are using FishPro Answer Y if you want to get checks from FishPro otherwise answer N Checks that have been printed and posted and hand written checks that have been posted will be transferred No un posted checks will be transferred 5 Transfer from Point of Sale This question appears only if you are using Point of Sale Answer Y if you want to get deposits from Point of Sale otherwise answer N Transfer options allow you to select one or all stores and whether or not to consolidate registers Consolidating registers will combine all entries by cash type into a single deposit Bank Reconciliation Transfer Checks Deposits Samco Power Accounting 9 3 The values entered in Point of Sale Tickets Close drawer not the individual transactions themselves are used for interfacing with Bank Reconciliation 6 Check for entries earlier than the last transfer date This question appears only if earlier transfers were done You can great
16. book to bank or bank to book reconciliation In book to bank reconciliation the bank statement is regarded as fixed and the bank book is brought into alignment with it In bank to book reconciliation the bank book is regarded as fixed and the bank statement is brought into alignment with it Your choice here is used in Reconcile statements If you are unsure which to use use book to bank which is the most common method Press Enter to use book to bank reconciliation or enter 2 to use bank to book reconciliation When you press Enter at Field number to change 2 you are asked if you wish to enter any notes about the bank account You can enter an unlimited number of notes about this bank account Each note is given a date time stamp so that you can browse through the notes in time sequence later A menu at the bottom of the Notes area shows three selections Menu Pressing F1 brings up a number of selections Each selection is described below Save After entering a note this selection permanently saves the note New Start a new note If you have made any changes to the current note those changes are lost Delete Permanently deletes the note Jump Allows you to enter a specific date for viewing notes Change date Change the date and time this note was entered Abandon Abandon any changes to the current note and exit the notes function Exit Exit the notes function PgUp View an earlier dated note Bank Rec
17. entries Entries are compressed up to the point where the sequence is broken an un cleared entry or an entry with a clear date after the cut off date is encountered The cleared entries in that sequence are then deleted and a balance forward entry is created The date of the balance forward record is the date of the last cleared entry in that sequence The total of the balance forward entry is the sum of the cleared sequence The next unbroken sequence of cleared entries is then found and compressed into another balance forward entry If a void entry occurs in the middle of a sequence group of cleared entries that are being compressed the void entry is deleted Any void entry dated on or before the date of the last bank statement is also deleted The Compress Cleared Entries Report prints as entries are being compressed A sample Compress Cleared Entries Report is included at the end of this chapter Bank Reconciliation Compress Cleared Entries Samco Power Accounting 15 3 SAMCO Building business and technology relationships Chapter 16 Close Bank Account Introduction Use this selection to purge from the files a bank account which you have closed A bank account may be closed under these conditions 1 No reconciliation is in progress Ze The current bankbook balance and last statement balance are both zero 3 All entries on file for the account are either cleared void or stop payment 4 The sum of the non void
18. entries on file is zero 5 There are no un transferred checks or deposits in A P Payroll FishPro or A R 6 There are no modify transactions on file in A P to pay a check manually 7 There are no un posted manual Payroll adjustment entries NOTE Before closing a bank account you should print the Bankbook Report and Account Activity Report to get final printed versions of information regarding the bankbook before all traces of it are purged To Begin Select Close bank accounts from the 2nd page of the B R menu This is the screen you see Bank Reconciliation Close Bank Account Samco Power Accounting 16 1 BTC BR Close banking accounts i File Edt AR IC OE SA AP PC GL UC PO BA A CL POL G Rwts COG A Close bank accounts This function will delete all bankbook entries for this bank account The BANKbook report and the Account activity report should be printed prior to closing the bank account Please select bank account F1 next bank account Enter the information as follows Please select bank account Enter the bank account to close Option F1 to scan through the bank accounts on file To purge this bank account from the files answer Y to Are you sure 2 If all of the conditions for closing a bank account are met as described at the beginning of this chapter then the bank account is purged from the files Bank Reconciliation Close Bank Account Samco Power Accounting 16 2 SAMCO Build
19. includes e The appropriate account from the Cash Accounts File e Basic information about the bank such as bank number name and address e The reconciliation method for the bank book To Begin From the B R menu select Bank accounts Then from the Bank accounts menu select Enter Entering Bank Accounts Bank Reconciliation Bank Accounts Samco Power Accounting 7 1 You can work with both new and existing bank accounts Enter the following information 1 Bank acct Enter the bank account number or use one of the options Options F1 to scan through the bank accounts on file F2 Toscan through the cash accounts on file 2 Bank name Enter the name of this bank or use the option Option F1 to use the bank name in the A R Cash History File for this cash account if A R is interfaced Format 25 characters 3 Bank account Enter your account number at this bank or use the option Option F1 to use the bank account number in the A R Cash History File for this cash account if A R is interfaced Format 15 characters 4 Address 1 5 Address 2 6 Address Enter the bank s address Format 25 characters for each field 7 Contact Enter a contact person at the bank Format 15 characters 8 Phone Enter a phone number for the contact person at the bank Bank Reconciliation Bank Accounts Samco Power Accounting 7 2 Format 12 characters 9 Recon method Enter the reconciliation method you want to use
20. make up each deposit may be printed e Grand totals appear on the Account Activity Report e Totals of un cleared items now optionally appear on the Reconciliation Report e A close bank book function is provided to remove an obsolete bank book from the system Bank Reconciliation Understanding Bank Reconciliation Samco Power Accounting 1 6 SAMCO Building business and technology relationships Chapter 2 Getting Started Introduction We assume at this point that you have installed Bank Reconciliation on your computer according to the Installation Guide If you have not done so refer to that manual and install the B R package before proceeding We also assume that you have familiarized yourself with the main features of this package by reading the chapter titled Understanding Bank Reconciliation If you have not done so read that chapter now then return to this chapter Your Accountant We advise you to consult with your accountant before using Samco s business application software Your accountant should be familiar with your accounting software in order to serve you well and may have good advice on converting from your existing Bank Reconciliation system In order to use this package you first need to enter into the Control File information about your current accounting and bank book state of affairs The Bank Reconciliation Control File This file contains certain control information which you must enter This inform
21. using Cash accounts and a bank account using Bank accounts for each bank account to be maintained by B R Make sure that start up mode is selected in the Control File Step 2 Enter a balance forward entry with the date and closing amount of the last bank statement Use Bankbook entries Step 3 Enter all checks deposits and adjustments that have not yet cleared the bank as of the last bank statement Use Bankbook entries Step 4 Run Set up set last balance Step 5 Replace this checklist in the B R User Manual You will now be ready to use the Bank Reconciliation package for regular day to day processing Bank Reconciliation Starting Up a Bankbook User Manual 8 11 SAMCO Building business and technology relationships EN Chapter 9 Transfer Checks Deposits Introduction Use this selection to transfer checks from Accounts Payable FishPro and Canadian Payroll and deposits from Accounts Receivable and Point of Sale into the Bank Reconciliation package This selection can be run only if you have specified in the B R Control File to use one or more of these packages To Begin Select Transfer checks deposits from the B R menu This is the screen you see Bank Reconciliation Transfer Checks Deposits Samco Power Accounting 9 1 Transfer checks deposits Acme Enterprises Inc Please enter 1 Transfer from Accounts Payable Last transferred 09 30 20 2 Transfer from Payroll Last transferred 09 30
22. you enter does not already exist in the Valid G L Account File you may add it here Options F1 to scan through the accounts on file Description Bank Reconciliation Cash Accounts Samco Power Accounting 5 2 Enter a description of the cash account Format 30 characters 2 Last check The last check number is used by Accounts Payable to determine the next check number to be used when A P checks are cut It is not used by Accounts Receivable Canadian Payroll FishPro or Bank Reconciliation If you are using only A R or B R or both This field displays Not applicable and entry is not allowed If you are using A P Enter the last check number used for a new cash account from which A P checks will be cut Format 999999 NOTE If you have been using A R or B R and are now installing A P be sure to enter a last check number for any cash accounts already entered for A R or B R for which you plan to cut computer checks 3 Comments Enter comments about the cash account Format 10 lines of 65 characters each You enter text in much the same way as most word processing programs using the Enter key T keys Del key Tab or Esc when done etc When you are finished entering text press Tab and follow the screen instructions When you press Esc or Tab while entering comments you have these choices File Save what have just entered changed Like pressing Enter at Field number to change 2 in other sel
23. 0 asof 07 25 09 Last transfer 08 24 09 from A P 9199 from Pas Not yet posted 500 00 in A P Not yet transferred _15 201 97 From A P 11 909 44 from PRI Bank account total 114 432 31 Press ENTER to select another bank account Bank Reconciliation View Bank Account Information Samco Power Accounting 11 2 SAMCO Building business and technology relationships Chapter 12 Setting Up for a Reconciliation Introduction This chapter describes how to get ready to perform a reconciliation Before reconciling make sure you have entered or transferred from other packages any of these items Interest received Returned customer checks which you have already deposited Bank charges Returned vendor checks which have already been posted Use the appropriate instructions in this chapter before beginning a reconciliation next chapter Interest Received If using A R In A R enter any interest received as a cash receipt with the bank as the customer Enter it as non A R cash it is cash received but is not a check and it doesnt reduce accounts receivable The credit account is Interest Earned Create a separate deposit slip for it You could also enter this through the Bank Reconciliation package directly but then you would have to adjust your General Ledger manually If not using A R Enter interest received as an adjustment using Bankbook entries You will also have to adj
24. Acme Enterprises Inc 00 Reconciliation Summary 311 753 542 29 This stmnt bal 321 645 974 00 5 130 10 Outstanding 5 130 10 Total bank bal Total bankbook bal Recon difference 311 758 672 39 Total bank bal 321 651 104 10 311 758 672 39 9 892 431 71 321 651 104 10 6 0 00 311 769 431 00 0 00 Entries cleared Checks cleared Deposits cleared Adjustments cleared Total cleared 311 769 431 00 Press F1 to continue reconciliation TAB to complete reconciliation If the reconciliation method is bank to book the bank statement is being brought into agreement with the bankbook the summary screen appears as Bank Reconciliation Samco Power Accounting Reconcile Statements Press F1 to continue clearing entries re JA AR Reconcie statements Fie Em AR K OF SA AP PC GL IC PO BR PI CL FP PS RP TA TR HR SM PA OK SF Help POLOnVJxXJtA coo naro dqa a amp Reconcile statements Acme Enterprises Inc Reconcile bank statement and bank book Bank acct 10104000 Cash account 13726 This stmnt 112 31 13 56 000 00 Recon difference 56 000 00 Reconciliation Summary This stmnt bal 56 000 00 Total bankbook bal 51 00 Last stmnt bal 0 00 Total outstanding 51 00 Difference 56 000 00 Cleared bankbook bal 0 00 Cleared this date 0 00 This stmnt bal 56 000 00 Recon difference 56 000 00 Recon differe
25. EACH DAY AS NEEDED View your current checking account balances using View checking information When viewing this information you may optionally include un posted and un transferred entries from other Samco packages in order to get a very accurate statement of your current checking account balance __ Print the Account Activity Report to obtain a cross section of bank book entries in several different ways For example you can get a report of all A P checks toa specific vendor using this report Weekly Operations Checklist EACH WEEK Transfer checks from A P FishPro and P C Transfer deposits from A R NOTE You may wish to transfer checks and deposits to B R more frequently than once a week This information can be transferred twice weekly or even daily if needed Periodic Monthly Operations Checklist EACH PERIOD EACH PERIOD AS NEEDED When you receive your bank statement enter any adjust ments using Bankbook entries and then reconcile your bank statement using Reconcile statements Use the Reconciliation Report as Bank Reconciliation Guide To Daily Operations Samco Power Accounting 4 2 needed while reconciling your checking account ____ Print a complete report of all checking account activity for a period using Bank book entries ____ Reduce the number of entries in your checking account files by using Compress cleared entries to combine the totals of cleared entries into balance f
26. Fla ES AR K CF SA AP PC UG CK PO 8R Pl CL FP PS 5P CTA TA PER YM PA OOK 5 Hp l Pozos T 4 A Reconcile statements Acme Enterprises Inc Reconcile bank statement and bank book Please enter 1 Bank account Last statement date Last statement balance Reconciliation method 2 This statement date 3 This statement balance 4 Clearing method F1 next bank account Enter the information as follows 21 Bank account If only one bank account is in the Bank Accounts File that account number automatically displays Otherwise enter the number of the bank account or use the option Option F1 to scan through the bank accounts on file The last statement date last statement balance and reconciliation method display for the bank account 2 This statement date If only one bank account is on file this is field number 1 Enter the date of the bank statement If a reconciliation is already in progress the date of the bank statement being reconciled is displayed and cannot be changed Format MMDDYY Bank Reconciliation Reconcile Statements Samco Power Accounting 13 2 3 This statement balance If only one bank account is on file this is field number 2 Enter the bank statement balance If a reconciliation is already in progress the statement balance is automatically displayed Format 9 999 999 999 99 4 Clear in date or check number order If only one bank account is on file this is field number 3 Options Type
27. N at those sources you don t want to show Not applicable displays for each package you are not using You can also use this option if any packages are interfaced Option F1 to show All sources The entries shown for each source are Direct Entry Shows entries entered directly into the Bank Reconciliation package Accounts Payable Shows checks transferred from A P Payroll Shows checks transferred from Payroll Bank Reconciliation Reports Samco Power Accounting 14 5 Accounts Receivable Shows deposits transferred from A R FishPro Shows checks transferred from FishPro Point of Sale Shows deposits transferred from Point of Sale 7 For a single payee This question appears only if you selected to print in date order or document number order and you have selected to show checks If neither A P FishPro nor Payroll is being used just enter Y or N otherwise select one of the following No don t show checks for a single payee A P Vendor show checks from A P for a single vendor PR Employee show checks from Payroll for a single employee Direct Entry show checks entered directly into the Bank Reconciliation package for a single payee om lt Z If you are not using A P you cannot select a single vendor If you are not using Canadian Payroll you cannot select a single employee If you enter V enter the vendor number you can enter a vendor that is not on file or use one of the options Options F1 to
28. RTED FILE OR A ADD RECORDS TO EXISTING CONVERTED FILE STARTING FILE KEY and ENDING FILE KEY prompts The following screen will be displayed only if you did not select All files at the Please select file prompt Bank Reconciliation File Utilities Samco Power Accounting B 4 ETC BR File utilities Se Fle Edt AR IC OE SA AP PC GL JC PO BA PI CL FP PS IC TR PA DX SR SE Hep POU S VRwott COG MALO 4Pa Ew File utilities Bank Reconciliation Acme Enterprises Inc Export a file AEE Creating new export file for TC BRBOOK DAT 1 Starting file key EA 2 Ending file key Press F1 for First Enter the following data 1 Starting file key 2 Ending file key Enter the starting and ending file keys for the data file selected for conversion or press F1 for First and Last Up to 37 alphanumeric characters may be entered Unless you know the exact key for the records in the data file it is recommended that you press F1 When you have completed all entries the following prompt will appear C create new export file or A add records to existing export file Enter C to create a new export file and over write any pre existing ASCII export for this data file or enter A to add the records selected for conversion to any pre existing ASCII export file on the device specified After selecting which type of file to create the screen then clears and the ASCII file name is displayed along with a counter of t
29. SAMCO Building business and technology relationships Bank Reconciliation Copyright 2014 by Samco Software Inc PROPRIETARY RIGHTS NOTICE All rights reserved No part of this material may be reproduced or transmitted in any form or by any means electronic mechanical or otherwise including photocopying and recording or in connection with any information storage or retrieval system without the permission in writing from SAMCO Software Inc SAMCO Software Inc SAMCO has taken reasonable preventative measure to ensure the accuracy of the information contained in this manual However SAMCO makes no warranties or representations with respect to the information contained herein and SAMCO shall not be liable for damages resulting from any errors or omissions herein or from the use of the information contained in this manual SAMCO is a registered trademark of SAMCO Software Inc Unit 61 Building 6 7789 134th Street Surrey British Columbia V3W 9E9 Canada Telephone 604 597 4211 http www samco com Other product and company names are trademarks of their respective corporations SAMCO Building business and technology relationships a Table of Contents Understanding Bank Reconciliation sssssossssesseseeseseeseesessescsresesseseesso 1 1 Definitions A aa 1 Product DESEMDLION ci Dima 4 Getting Started AA PP Pro II ne ere 2 1 Getting Bank Reconciliation Ready for USE cece cece cece ce ee
30. any of the calculated values do not match the actual you see a message saying so and are asked if you want to reset the calculated values Bank Reconciliation Data Integrity Check Samco Power Accounting 18 2 SAMCO Building business and technology relationships Appendix A Initializing Data Files Introduction Initialize means to create a new data file When you initialize a data file which already exists any information in it is completely erased and the file is newly created This function allows you to initialize one or more data files You probably won t need to initialize data files very often if ever But this function is included just in case If you suspect you have a corrupted fouled up data file don t initialize it without first checking with your supplier and attempting other recovery actions see the appendix titled File Utilities at the end of this manual for information on rebuilding corrupted data files CAUTION DON T USE THIS FUNCTION UNLESS YOU REALLY WANT TO INITIALIZE A DATA FILE ANY DATA FILE INITIALIZED WILL HAVE ITS INFORMATION COMPLETELY ERASED To Begin Log into your Samco top level directory and type BRINIT NOTE If you are running under Xenix Unix HPUX AIX or a similar operating system and are logged on as root super user replace the above command with BRINIT Enter the company ID you wish to initialize Bank Reconciliation data files for You will then see a screen similar to th
31. ate A balance forward amount is a lump sum dollar amount obtained by adding together several individual dollar amounts All these specific amounts were placed in the account on or before a specified date called the balance forward date Compress Compress means to make smaller The compress selection reduces the number of records in a file by adding the dollar amounts of several cleared entries together and creating a single balance forward entry with the same total amount Spool SPOOL is a computer word meaning Save Printer Output Off Line Spooling is a technique that allows a report to be printed at a later time Instead of reports going directly to a printer they are saved as a disk file which is usually a lot faster When a printer is available all or some saved reports can be printed in one long run for example overnight SAM Samco s Automated Manuals A revised edition of this and all Samco user manuals is available on line from within any function of Samco s business applications Simply press F10 F11 for the Windows version and SAM will guide you to whatever information you need Refer to the chapter titled Help SAM in the System Functions manual for details Product Description With these definitions in mind here are the features of the Bank Reconciliation package This package provides the means to apply the advantages of a computer to two accounting tasks which every business mus
32. ation defines which other packages you are using and whether you are in regular use or start up mode Getting Bank Reconciliation Ready for Use You are now ready to begin making this package ready for use Do the following Bank Reconciliation Getting Started Samco Power Accounting 2 1 1 Follow the instructions in the System Functions manual for setting up your company information If you are adding B R to an existing installation you will want to read the chapter titled Company information for instructions on adding B R to your company ID s main menu 2 Start B R according to the instructions in the chapter titled Using Bank Reconciliation 3 Enter your control information into the Control File using the chapter titled Control Information 4 Perform the start up procedure appropriate for your system Start up checklists Have been provided in the chapter titled Starting Up a Bank book When you complete the start up procedure the package is ready for use 5 Read the chapter titled Guide to Daily Operations which explains how you use Bank Reconciliation to perform various daily weekly and periodic tasks Regular Use The remaining chapters in this manual show how to Make entries checks deposit slips etc that do not originate from the other packages you may be using Rapidly view information in your checking accounts Reconcile your bank books with bank statements Print or view reports Compress c
33. awsavudateshavaayessavdvecniadenedenendactsens 14 1 RECONCILIATION sects a eins E e 14 1 BankDOOK sie SR tie ce a oem inane ted bali on os 14 3 Account activity i xin vive ieran tase ee aE AE EREE EE EEEE EE ENAKE dhs 14 4 Compress cleared entries cocidas eiii 15 1 CASIACCIONES a AA Ae 5 1 Control information 6 1 Data integrity CHECK odas 18 1 Starting up a DAaNKDOOK asii ai 8 1 Close bank ACCOUMES ssessssssessessssssessessesseesoscsesoessosoceesoesseoo 16 1 Reset b nk ACCOUNES id AAA 17 1 Bank Reconciliation Using Bank Reconciliation Samco Power Accounting 3 4 SAMCO Building business and technology relationships Chapter 4 Guide to Daily Operations Introduction The following checklists are provided as examples of how you might use Bank Reconciliation to perform various daily weekly and periodic tasks While we attempt to present the tasks in a logical order you should adjust the checklist as necessary to meet your own needs You may wish to consult with your accountant for advice on organizing your own checklists to ensure the efficiency and security of your business operations Daily Operations Checklist EACH DAY EACH DAY AS NEEDED ____Enter checks and deposits using Bank book entries If you are using other packages you would only enter checks and deposits that were not entered using A R A P FishPro or P C Bank Reconciliation Guide To Daily Operations Samco Power Accounting 4 1 EACH DAY
34. ct several possible types of data file corruption sometimes due to hardware or operating system errors File Utilities This selection provides the capability to recover corrupted data files You can also use it to convert important data files to a format which can be easily transferred to common data base and word processing packages Printers You can easily select any one of more than two dozen of the most popular printers Additionally instructions are given to allow you to interface the software to other printers Upgrading from Earlier Versions We have included the necessary instructions to allow you to upgrade from an earlier version of this same package Please refer to the Upgrade Guide for more information New Features for 6 5 Plus This section describes the features that have been added to Bank Reconciliation for version 6 5 Plus Users who have upgraded from an earlier version will want to read this section after installing version 6 5 Plus in order to obtain an overview of the increased capabilities of the software In order to take advantage of the new features simply read the relevant chapter s of the User Manual e An unlimited number of cash accounts are supported These cash accounts may be shared with Accounts Receivable and Accounts Payable e Revised bank book entry makes it easier to locate existing bank book entries e When transferring deposits from Accounts Receivable details of the cash receipts which
35. d 35 00 03 15 10 123 Agnew David 500 00 12 10 09 300 Agnew David 1 180 55 VOID 01 18 10 301 Alberta Test Employee 799 62 01 18 10 302 Black Robert 2 013 09 01 18 10 303 Blanchard George 523 23 01 18 10 304 British Columbia Test Em 884 27 01 18 10 305 Delaney Kevin 2 371 56 01 18 10 306 Manitoba Test Employee 761 75 01 18 10 307 New Brunswick Test Emplo 772 12 01 18 10 308 New Foundland Test Emplo 1 045 17 01 18 10 309 Northwest Territories Te 800 42 01 18 10 310 Nova Scotia Test Employe 772 88 01 18 10 311 Nunavit Test Employee 806 55 Press Up or Dn PgUp or PgDn then ENTER to clear or unclear TAB to exit Press F1 to view ALL entries F2 to view reconciliation summary Bank Reconciliation Reconcile Statements Samco Power Accounting 13 4 On this screen you can mark entries as cleared or not cleared All entries for the bank account are displayed that either have not yet been cleared or have a clear date equal to This statement date above Move to the last entry on the screen by pressing the PgUp key When you are at the last entry on the screen use the PgDn key to get the next screen of entries Move to the first entry on the screen by pressing the PgUp key When you are at the first entry on the screen use the PgDn key to get the previous screen of entries If an entry has been cleared a date will display in the CLR DATE clear date column To unclear it press Enter and the date will be clear
36. ding entries Step 5 Run Set up Set last balance Bank Reconciliation Setting Up a Bankbook Samco Power Accounting 8 9 Step 6 Replace this checklist in the B R User Manual Checklist C The Bank Reconciliation package and one or any combination of the A P FishPro and Payroll packages is already in use and the A R package is to be newly installed User Manual chapters you will be referring to e Control Information e Bankbook Entries e Starting Up a Bankbook Preliminary You have been entering deposits up until now directly into the Bank Reconciliation package and some deposits are already on file Some might be marked as cleared already and some might not yet be marked as cleared Step 1 Install the A R package using the Installation Guide System Functions manual and A R User Manual Step 2 Start entering cash through the A R package Step 3 Discontinue entering deposits directly through the Bank Reconciliation package That is all that is necessary to do The balance forward in the Reconciliation package will already be correct Step 4 Replace this checklist in the B R User Manual Bank Reconciliation Setting Up a Bankbook Samco Power Accounting 8 10 Checklist D You have just installed the Bank Reconciliation package and you are using no other packages User Manual chapters you will be referring to e Bankbook Entries e Starting Up a Bankbook Step 1 Make sure that you have entered a cash account
37. e This would be incorrect and is not allowed Instead you will be compressing groups of cleared checks and deposits into what are called balance forward entries In this way your bankbook balance will always be correct However when you are in start up mode you are allowed to purge bankbook entries at will as well as enter or change them This is so you can set up your bankbook quickly simply and directly Once you leave start up mode and go into regular use mode by running Set up set last balance you will no longer be allowed to purge bankbook entries Use this selection to mark entries that you want to purge When you purge an entry you completely remove it from the file A screen appears for you to enter the account number of the bank account to clear Enter the bank account which must be in the Bank Accounts File or use the option Option F1 to scan through the bank accounts on file Either way this is the next screen you see Bank Reconciliation Setting Up a Bankbook Samco Power Accounting 8 2 li up A Ox Wi SF Hep SOX B XA COO ALO lt p ii Starting up a bankbook Set up clear entries Please enter bank acct 1020400 Bank Canadian Any change N Select entries to clear using the Jt keys Move forward to the next screen of entries by using the PgDn key Move back to the previous screen of entries by using the PgUp key To clear an entry so that it can be purged answer Y to Cl
38. e Bank account reports menu This report shows bankbook entries in order by date along with a running balance A screen appears for you to enter the bank account for which you want to print the report You can also use the option Option F1 to scan through the bank accounts on file A screen appears for you to enter the following information 1 Starting date 2 Ending date Enter the range of dates to show on the report Follow the screen instructions Format MMDDYY in each field A sample Bankbook Report is shown at the end of this chapter The Starting balance is the balance of all entries before the starting date Account Activity Report Select Account activity from the Bank account reports menu Bank Reconciliation Reports Samco Power Accounting 14 3 This report shows bankbook activity in several different ways You can look at just about any cross section of entries you have in your bank account For example you could print a list of checks written to a specific payee and a list of which of those checks have cleared Or you could print a report showing which entries originated from A P Payroll or A R or which entries you entered directly in B R Enter the bank account for which to print the activity report or use the option Option F1 to scan through the bank accounts on file This is the screen you see RIBA BR Account activity fle Edt AR IC OE SA AP PC GL JC BA FP PS PA Ox Wi SF Hep BOL GHe VRwtt COG
39. e report Follow the screen instructions Bank Reconciliation Bank Book Entries Samco Power Accounting 10 7 Format MMDDYY If you change the status of an entry to Void or Stop payment the date that action was taken will appear in the CLEAR DATE column of the report A sample Bankbook Entries Report is shown at the end of this chapter Transferring Cash from One Account to Another This section describes how to transfer cash from one bank account to another There are two different situations 1 You are using the General Ledger G L package 2 You are not using the G L package If you are using the G L package From the General Ledger menu Get Distributions interface with BR If you are not using the G L package Adjusting the bank accounts Using Bankbook entries in this package make two entries 1 The check written on the account you are transferring cash FROM 2 The deposit of that check into the account you are transferring cash TO For clarity in keeping your records you should deposit ONLY the single check from the FROM account and not include any other checks or cash in this deposit For example suppose that you are transferring 5 000 from account 1100 000 to account 1200 000 on December 31 1999 You would make two entries as follows using Bankbook entries FROM TO Cash acct 1100 000 Cash acct 1200 000 Type Check Type Deposit Date 12 31 99 Date 12 31 99 Doc Check Doc Deposit
40. e valid While transactions are being processed their amounts are added together and the totals are saved These totals represent the calculated balance of the information that should be in the data files When Data integrity check is run the actual amount of information in the data files is totalled and the actual and calculated amounts are compared on a data integrity report The actual and calculated amounts should always be equal A difference between the two indicates that an unexpected error has occurred Such errors could include e Hardware failures e Turning off or rebooting the machine while processing is still going on Never do this intentionally e Power surges due to electrical storms or other causes Because this report shows differences between the actual and calculated amounts you can locate errors by referring to edit lists and registers run since the data integrity check was last run If a difference is noted between the actual and calculated amounts you will be asked if you want to reset the calculated amount to match the actual amount If you answer Bank Reconciliation Data Integrity Check Samco Power Accounting 18 1 Y the calculated amount will then be set equal to the actual amount This does not mean the problem is fixed only that the amounts are now equal To Begin Select Data integrity check from page 2 of the B R menu A sample of this report follows at the end of this chapter If
41. ear To exclude an entry from purging skip it by using the arrow keys If you had already answered Y to an entry and want to change the answer enter N for that entry Set up Purge Entries Select Set up purge entries from the Starting up a bankbook menu A screen appears for you to enter the account number of the bank account to clear Enter the bank account which must be in the Bank Accounts File or use the option Option F1 to scan through the bank accounts on file When you run Purge entries any entries marked as cleared for purging are purged The processing occurs automatically Set up Set Last Balance Select Set up set last balance from the Starting up a bankbook menu Bank Reconciliation Setting Up a Bankbook Samco Power Accounting 8 3 Use this selection to set the last statement balances and dates for all bank accounts and leave start up mode You should run this when you are satisfied that all of your bank accounts are properly set up If you have cleared entries for purging but have not yet purged them you will get an error message You will not be able to continue with this selection until you have either purged the cleared entries or uncleared them It may be necessary to do this for more than one bank account If everything is OK a screen with this message appears Elon BR starting up a bankbook E POSOAN Starting up a bankbook Acme Enterprises Inc Set up set last balance This function se
42. econciliation Bank Accounts Samco Power Accounting 7 4 When you press Enter at Field number to change you are asked whether you wish to view the status of this bank account If you answer Y a new screen appears showing the account number reconciliation method bank book balance last bank statement date and whether a reconciliation is in progress Printing a List of Bank Accounts From the Bank accounts menu select Print From the screen which appears enter the following information 1 Starting account 2 Ending account Enter the starting and ending account numbers Follow the screen instructions 3 Print notes Your answer here determines whether any notes entered above will be printed Bank Reconciliation Bank Accounts Samco Power Accounting 7 5 SAMCO Building business and technology relationships EN Chapter 8 Starting Up a Bankbook Introduction Use this selection to initially set up all of your bankbooks This can be done only when the Bank Reconciliation B R package is in start up mode as defined in Control information For any cash account and its corresponding bankbook one of four situations can occur A One or more of the A P A R F P P S and Payroll packages has already been in use and the B R package is being added B No other package has been in use yet C The B R package and one or both of the A P F P and P C packages are already in use and the A R package
43. ections Save amp continue Save what have just entered changed but leave the information on the screen because want to continue to work with it Abandon changes Throw away what have just entered changed Like pressing Esc at Field number to change in other selections Bank Reconciliation Cash Accounts Samco Power Accounting 5 3 Delete Delete this entire comment from the screen Like Delete in other selections The software will ask you to confirm the deletion with an OK to delete message Deleting Cash Accounts The F3 key is used to delete a cash account A cash account cannot be deleted if it has been entered in the A R Order Entry Plus or A P Control File as a default cash account There are also other checks made If you cannot delete a cash account for some reason the software will inform you through a message as to why Printing a List of Cash Accounts From the Cash accounts menu select Print From the screen which appears enter the following information 1 Starting account 2 Ending account Enter the starting and ending account numbers Follow the screen instructions 3 Print comments Your answer here determines whether comments will be printed Bank Reconciliation Cash Accounts Samco Power Accounting 5 4 SAMCO Building business and technology relationships Chapter 6 Control Information Introduction Use this selection to set up the Bank Reconciliation package to
44. ed If your current answer is no N This means that there are no checks in your Vendor History File to transfer Change your answer to Y so that this file will hold future A P checks for transfer to Check Reconciliation Since no A P checks have been transferred skip steps 3 and 4 below Go directly to step 5 Step 2d If you are using FishPro Transfer all checks using Transfer checks deposits Bank Reconciliation Setting Up a Bankbook Samco Power Accounting 8 6 The result is that all checks in the FishPro Checks File are marked as transferred Step 3 Now run Set up clear entries and clear all entries that are on your latest bank statement Then purge these entries using Set up purge entries Step 4 Using Set up clear entries clear all entries earlier than the current bank statement except for the entries which have not cleared the bank yet Then purge all cleared entries The result is a Bankbook File that contains all checks and deposits previously entered through A P FishPro Payroll and A R that have not appeared yet on any bank statement have not cleared Step 5 Using Bankbook entries enter any other outstanding checks and deposits that were not transferred and that have not yet appeared on your bank statement These would be outstanding checks and deposits that were no longer in the History files when you did the transfer above There might not be any of these At this point the Ban
45. ed from the screen To clear an entry press Enter The This statement date above will display for the clear date Before a stop payment check can be cleared ts status must be changed to un cleared in Bankbook entries A void check cannot be un cleared A balance forward entry cannot be un cleared As you clear and unclear entries the reconciliation difference is recalculated and displayed at the top of the screen When the statement is fully reconciled this amount should equal zero Press F1 to show only current entries for this bank account Press F1 again to go back to showing all entries for this bank account no matter what their clear dates When you are through clearing and un clearing entries either press Esc to end off without completing the reconciliation or press F2 to view the reconciliation summary You must view the reconciliation summary before you can complete the reconciliation The summary screen appears as follows if the reconciliation method for this account is book to bank the bankbook is being brought into agreement with the bank statement You see Bank Reconciliation Reconcile Statements Samco Power Accounting 13 5 p JA RR Reconcile statements Fe Em AR K OE SA AP PC GL IC PO SR PI CL FP PS BP TA TR PER SM PA OX S Help lt gt a SOLGeVRWts coc nro a amp Bank acct 1000 000 ash account 13557 This stmnt 1 31 11 4 Recon difference 321 645 974 00
46. eeeteseneeeeeeeeeecees 1 Resu lar US a ria 2 Using Bank Reconciliation ccicissccevcessenssevisserecestectscssenceseebbewssetasan es 3 1 To Start Bank Reconciliation 200 2 Guid t the MENU cri ais 4 Guide to Daily Operations caia AAA 4 1 Daily Operations Checklist senessensessessescssessesossosrescoroerseeoseerserseeees 1 Weekly Operations Checklist acosada 2 Periodic Monthly Operations Checklist sssessessssossossssoseosesseseesesseseeses 2 Cas M ACCOUNTS errien onan A E E EE 5 1 Entering Cash Accounts s ssssessesssseesessesceseseescsrosesscseosesseseesesseseeses 1 Deleting Cash ACCOUNTS cdi 4 Printing a List of Cash Accounts ssssessessssessessescssosesscsroseseeseeresseseesee 4 Control INTORMAMON a 6 1 BanK ACCOUNTS AR E E E E E E ea ee kes 7 1 Entering Bank ACCOUNTS ns 1 Viewing the Status of the Account cece cece cece cece eeeeeeeneeeeeeeececeeeeeeeeees 4 Printing a List of Bank Accounts ir aaa 5 Starting Up a Bankbook ciar 8 1 Adding Bank Accounts after B R is Installed oooooooccocccccocccccccnnocnnno cocos 1 Set up Clear Entries salas 2 Set up Purge ENTES os ccdesiisk seca eased iis a 3 Checklist Aorere 0 Ig TE E E EE E E EA 5 Checklist iii iio 9 A A e agai IO 10 Checklist D it taa 11 Transfer Checks Deposits cie 9 1 Bankbook Entries ira As 10 1 Making Bankbook Entre aaa ir Ai 1 Bank Reconciliation Table of Contents Samco Power Accounting 2 Bankbook Entrie
47. fit your particular requirements The information entered here will control various operations throughout this package To Begin Select Control information from page 2 of the B R menu This is the screen you see Bank Reconciliation Control Information Samco Power Accounting 6 1 BOXGSEVKXWYN Y OCOG AAS ra Fa Regular use Bank Reconciliation Control Information Samco Power Accounting 6 2 Enter the information as follows 1 Using Accounts Payable Answer Y if you are using the A P package otherwise answer N 2 Using Payroll Answer Y if you are using the Samco Canadian Payroll package otherwise answer N In Payroll Control Information you must set Use B R to reconcile checks to Y 3 Using Accounts Receivable Answer Y if you are using the Accounts Receivable package otherwise answer N 4 Using FishPro Answer Y if you are using the Samco FishPro package otherwise answer N 5 Using Point of Sale Answer Y if you are using the Samco Point of Sale package otherwise answer N Options allow you to select one or all stores and whether or not to consolidate registers Consolidating registers will combine all entries by cash type into a single deposit The values entered when you close a drawer not the individual ticket amounts are used for interfacing with Bank Reconciliation 6 Start up mode or regular use Choose start up mode when you first set up this package then change to
48. ges to the Bankbook File using Transfer checks deposits as shown below Step 2a If you are using Accounts Receivable You need to transfer cash receipts to the Bank Reconciliation package but first all cash receipts must be gathered into deposit slips See Prepare deposits in the A R User Manual chapter titled Process Cash History Since the Bank Reconciliation package is in start up mode you do not have to print deposit slips before transferring cash receipts Later during regular use of the Bank Reconciliation package any cash receipt will have to be printed Bank Reconciliation Setting Up a Bankbook Samco Power Accounting 8 5 on a deposit slip before it can be transferred Transfer these cash receipts using Transfer checks deposits The result is that all deposits in the Cash History File are marked as transferred Step 2b If you are using Payroll Transfer all payroll checks using Transfer checks deposits The result is that all checks in the Payroll Checks File are marked as transferred Step 2c If you are using Accounts Payable Look at your answer as it currently exists for field KEEP VENDOR HISTORY FILE 2 in the A P Control File Use Control information as described in your A P User Manual to look at your current answer If your current answer is yes Y Transfer all checks using Transfer checks deposits The result is that all checks in the Vendor History File are marked as transferr
49. gorization and presentation of financial records Accounts Receivable Accounts Receivable is the accounting area dealing with sales made by a company and with money it is owed As used here account means a record of financial activity and receivable means due to be received or due you Accounts Receivable is often abbreviated A R or AR Accounts Payable Accounts Payable is the accounting area dealing with purchases and disbursements made by your company and the money your company owes As used here payable Bank Reconciliation Understanding Bank Reconciliation Samco Power Accounting 1 2 means that must be paid or due to someone else Accounts Payable is often abbreviated A P or AP Payroll Payroll is the accounting area dealing with wages you pay as an employer to your employees The word means literally the roll list of names to be paid It is often abbreviated PC or PR Data Organization Most of the information you enter into your computer is stored on your disk In order for computer programs to be able to locate specific pieces of information within large masses of information and to be able to process it logically information must be organized in some predictable way Samco accounting software organizes your information for you automatically as it stores it on your disk There are five terms you should understand about the way the information is organized Cha
50. h have been cleared Includes on line user manuals available to you at any time by pressing a single key Handles stop payment checks and checks that are voided after they have been transferred to the bank book Allows you to pinpoint any particular check or type of check within seconds with just a few key strokes Provides many safeguards against getting your information out of balance or getting tangled up during the reconciliation process Has a start up procedure that lets you set up the balances in your bank book quickly and easily whether or not you are using any of the other packages A R A P F P or P C Bank Reconciliation also provides these features which are common to all Samco packages Password Protection You have the option to specify that passwords are required A password is a unique code you assign to each individual using your Samco application software When passwords are required each potential user must first enter a valid password before he or she will be allowed to use a protected selection Data Integrity Checks A data integrity check compares the actual numbers in the system to the calculated or projected numbers If these numbers do not match you are warned that data information might have been lost due to a machine or power failure By running this Bank Reconciliation Understanding Bank Reconciliation Samco Power Accounting 1 5 selection at the start or end of the day you can dete
51. he number of records exported If you had selected All at the Please select file it is assumed that you wish to create a new converted file After the Any change prompt the screen clears and the ASCII file name is displayed along with a counter of the number of records exported for all files Bank Reconciliation File Utilities Samco Power Accounting B 5 The Export a file menu reappears after the file or files selected have been exported so that you may choose another file After you have completed running the convert routine press Tab at the Please select file prompt A window will appear for you to select how to print the export log Restore an exported file This function is used to restore one of more of the listed data files from the flat ASCII file format to the internal format The exported file is read in and an output file is created in the company sub directory with the name xxxxxx DAT Where xxxxxx is the file name From the File utilities menu select Restore an exported file You see EITC BR File utilities AS File Edt AR IC OE SA AP PC GL JC PO BA A CL FP PS TC TR PA DX SA SF Hep POL Ga 4RwWtt COG ALO 4090 te File utilities Bank Reconciliation Acme Enterprises Inc Restore from an export file 3 Please select file B R control file BRCTLFTO Cash account file CSHACTTO B R notes file CBRNOTFTC Bank account file CBRACCTTC Bankbook file BRBOOKTC Bank distributio
52. ing business and technology relationships Chapter 17 Reset Bank Accounts Introduction The purpose of this selection is to allow you to reset the bankbook balance last statement date and last statement amount You will probably never need to use this selection However if the Bank Accounts File is inadvertently destroyed for example initialized by mistake you will need to use this selection to reset the above information which is stored in that file Follow this sequence to reset bank accounts 1 Using Control information put B R in start up mode 2 If a reconciliation was in progress for a bank account you plan to reset set each bankbook entry already marked as cleared for this reconciliation only back to uncleared status Use Bankbook entries to do this 3 Obtain your last bank statement for each bankbook and note down the statement date and the balance If you have not yet used B R to reconcile a bankbook the last statement date and balance would be the ones which were displayed by the software after you ran Set up set last balance 4 Use Reset bank accounts to reset each bank account by entering the bank account last statement date and last statement balance for each 5 When you exit from Reset bank accounts you will be asked if it is OK to return to regular use of B R Answer Y and B R will return to regular use mode To Begin Bank Reconciliation Close Bank Account Samco Power Accounting
53. is Bank Reconciliation Initializing Data Files Samco Power Accounting A 1 Please enter for each file Init 1 Cash accounts file 2 B R account file 3 B R notes file 4 B R control file 5 Bankbook file Answer Y for each file you want to initialize N to not initialize a file A brief description of each data file is shown below Cash Accounts file This file contains all the G L accounts which you have designated as cash accounts in Cash accounts It is shared by the A R and A P packages B R Account file This file contains the bank accounts maintained in Bank Reconciliation B R Notes file This file contains the notes you entered for your bank accounts B R Control file Contained within this file are parameters that define your bank reconciliation structure Bankbook file This file includes all bankbook items including checks deposits adjustments and balance forward entries Bank Reconciliation Initializing Data Files Samco Power Accounting A 2 SAMCO Building business and technology relationships a Appendix B File Utilities Introduction This function will allow you to Recover the data files that have become corrupted fouled up Recover disk space by rebuilding data files with purged or deleted records that are still taking up space Export your data into a format that can be used by many popular spreadsheet word processing and data base programs Corrupted data files
54. is to be newly installed D You have just installed the B R package and you are using no other packages A checklist for each of these situations is located at the end of this chapter We suggest that you take the one that applies to your situation out of this User Manual and check off the steps as you perform them The checklist steps will guide you through the correct sequence of actions to correctly set up your checking accounts Adding Bank Accounts after B R is Installed If you are adding an entirely new bankbook which has no activity it is not necessary to go into start up mode or use Checklist B Simply do this Bank Reconciliation Setting Up a Bankbook Samco Power Accounting 8 1 1 Add the new cash account to the Cash Accounts File 2 Add the bank account to the Bank Accounts File 3 Make the cash account the default in the A R and A P Control files as applicable Then go on with your regular day to day processing If you are adding a bankbook which already has activity not as a result of using A R A P F P or PR then follow Checklist B To Begin Select Starting up a bankbook from the 2nd page of the B R menu then select Set up clear entries Set up Clear Entries NOTE You will use this selection only if you are using at least one other package In your regular day to day use of this package not in start up mode you will never be purging completely removing bankbook entries from the Bankbook Fil
55. kbook File contains only entries that have not cleared the bank yet as of the date of the last bank statement It should contain all of these entries at least up to the closing date of the last bank statement It might also contain entries after the last statement date Step 6 Go back to Bankbook entries and make a balance forward entry The amount is the closing amount of your last bank statement You should have already reconciled this statement manually If this has not yet been done you can make any adjustments and corrections later through Bankbook entries The date of the balance forward entry should be the closing date of the last bank statement Step 7 Do the above procedure for each of your cash accounts Step 8 Run Set up set last balance Bank Reconciliation Setting Up a Bankbook Samco Power Accounting 8 7 Your bankbooks are now set up for regular use and you are no longer in start up mode NOTE If you have any uncleared entries dated before the balance forward entry you entered above the running balance figure will not be accurate before the balance forward entry however it will be accurate from the balance forward entry onward Once all entries before the date of the last bank statement have finally been cleared the running balance figure will be accurate in all cases Step 9 Replace this checklist in the B R User Manual Bank Reconciliation Setting Up a Bankbook Samco Power Accounting 8 8 Checkli
56. leared entries Close a bank book Reset a bank book Perform a data integrity check Appendix A explains how to initialize create from scratch your B R data files You may never need this option but it is included just in case Appendix B describes how to use the File utilities for exporting importing and rebuilding B R data files Samco Support You re ready to continue now Build the data files per the above instructions then begin using B R to process your work This manual in combination with your Installation Guide and System Functions manual is designed to allow you to use Custom Labels without additional help However if you encounter problems you cannot resolve by referring to these Bank Reconciliation Getting Started Samco Power Accounting 2 2 manuals you may want to get additional assistance Your supplier may be able to provide such assistance or he may be able to recommend an independent source If all else fails contact Samco Support Department Unit 61 7789 134th Street Surrey B C V3W 9E9 Phone 604 597 4211 Fax 604 597 4878 There will be a fee for support services from Samco Bank Reconciliation Getting Started Samco Power Accounting 2 3 SAMCO Building business and technology relationships Chapter 3 Using Bank Reconciliation About this Manual This manual provides the information needed to learn and use Bank Reconciliation Organization The next chapter is a guide to dai
57. ly operations It explains how you use Bank Reconciliation to perform various daily weekly and periodic tasks After the guide the next few chapters give instructions on how to enter the basic information which will set up your package according to your needs and prepare you for daily operation Following those come chapters which you will use most frequently They describe how to use Bank Reconciliation on a daily basis The last few chapters describe selections which are used periodically including such selections as compressing cleared entries Additional information can be obtained from the System Functions manual which contains chapters that describe features common to all packages How to Use this Manual When beginning you will want to keep this manual handy so you can refer to it as often as you need Later you may only need to refer to it occasionally Each chapter of this manual provides instructions on how to use a particular selection of your software SAM Samco s Automated Manuals This and all Samco application user manuals are available for your reference in an on line format the screens and sample reports have been removed Simply press F10 Bank Reconciliation Using Bank Reconciliation Samco Power Accounting 3 1 F11 for the Windows version and you will have instant access to the information you need with the help of SAM Refer to the chapter titled Help SAM for information on using SAM To Star
58. ly speed up the transfer process if you answer N to this question If all the checks and deposits you have entered and posted in the other packages since your last transfer have dates after the last transfer date answer N If you are unsure answer Y When you answer N the software completely skips looking for un transferred checks and deposits with dates earlier than the last transfer date If you did a transfer then posted a check in A P for example dated earlier than the last transfer date then this check would not get transferred In this case you must answer Y to ensure that such checks and deposits do get transferred Next enter the cut off date Only entries having dates on or before this date will be transferred You may use the option Option F1 to use Latest no cut off date If an entry was already transferred it won t be transferred a second time When you are done the entries are transferred automatically If the Control File specified to print a Transfer Register it then prints Bank Reconciliation Transfer Checks Deposits Samco Power Accounting 9 4 SAMCO Building business and technology relationships Chapter 10 Bankbook Entries Introduction Use this selection to make bankbook entries or print a list of them If you are not using any other packages use this selection to enter all your bank account activity If you are using the Accounts Payable FishPro Payroll Point of Sale and or Accoun
59. n file BRDISTTC Please enter device for export file Please enter device size in kilobytes Press F4 for All Bank Reconciliation File Utilities Samco Power Accounting B 6 Enter the following information Please select file Enter the file number from the list provided of the file to be restored from an ASCII export format or use the option Option F1 to restore All exported files Please enter device for exported file Enter the drive letter of the device that the ASCII version of the data file will be read from or use the option Option F1 If you either a did not append a drive letter prefix to the file name Unix only or b the file s reside on your computer s default hard drive For UNIX XENIX users This is the drive letter attached to the front of the file name For example if the file to restore is A xxxxxxnn EXP you would enter A here If no designation is at the beginning of the file press F1 for none C Create New Data File Or A Add Records To existing Data File If you answer C Create new file all of the existing data records in the original file will be destroyed and the data records contained in the converted file will be transferred to the original file If you answer A Add records to file all of the existing records in the original file will remain and the data records contained in the converted file will be added to the original file The following message will display
60. n file Include unposted untransferred entries You are asked this question if at least one other package is being used Enter Y to include un posted entries and un transferred entries Bank Reconciliation View Bank Account Information Samco Power Accounting 11 1 For the A P package this is the total amount of un posted non A P checks and hand written checks plus checks in the Vendor History File not yet transferred to the Bank Reconciliation package For Payroll this is the total amount of un posted hand written payroll entries plus checks not yet transferred For FishPro this is the total amount of un posted checks not yet transferred For A R this is the total amount of un posted cash receipts entries plus deposits in the Cash History File not yet transferred If a reconciliation is in progress for this account you will be informed of this If you selected to include un posted entries processing may take some time If you wish you can stop and either exit or resume processing See the screen instructions If you use more than one bank account you can press Enter to view the next one The following is a sample screen from this function TC BR Bank ecceunt i Acme Enterprises View bank account information Bank account 10004000 cash account 13557 include unposted untransferred entries Reconciliation method Bank to book Latest statement 15 888 71 04 15 99 Balance on bankbook 85 129 9
61. nce 56 000 00 Entries cleared Checks cleared 0 00 Deposits cleared Adjustments cleared 0 00 Total cleared i 0 00 Press F1 to continue reconciliation TAB to exit i If the reconciliation difference is not zero press Tab to end off If the reconciliation difference is zero and at least one entry has been cleared press Tab to complete the reconciliation Bank Reconciliation Samco Power Accounting Reconcile Statements SAMCO Building business and technology relationships Chapter 14 Reports Introduction Select Bank account reports from the B R menu then select a report from the menu which appears Reconciliation Report Select Reconciliation from the Bank account reports menu A screen appears for you to enter the bank account for which you want to print the report If only one bank account is on file this screen does not appear You can also use the option Option F1 to scan through the bank accounts on file This is the screen you see Bank Reconciliation Reports Samco Power Accounting 14 1 Zitc BR Reconciliation alo x E IR III EC CO BG 4Rwott COG ARO 4APa nt Bank account reports Acme Enterprises Inc Reconciliation L000 H000 Cash account 13557 Please enter 1 Statement date 2 Show cleared entries this date 3 Show uncleared entries This report is designed to help you with a reconciliation that is in progress Further to a client request the Rep
62. nd cannot be changed For a void check The status is set to Void and cannot be changed as long as field 5 Amount is zero If you want to un void a check you must reset field 5 to a non zero amount then return here to change its status Format 1 character 8 Account Enter the G L distribution account number 9 Clear date For a balance forward entry the clear date is automatically set to the date of the entry and cannot be changed Balance forward entries are always considered cleared For other types of entries this field is automatically skipped unless you entered a status of C cleared above and you are in start up mode Format MMDDYY Bankbook Entries Report Select Print from the Bankbook entries menu This is the screen you see Bank Reconciliation Bank Book Entries Samco Power Accounting 10 6 TOC erwien Pritt aa Edt AR IC OE SA AP PC GL JC PO BA Pi CL FP PS IC TA PA OX Hop OB RwOFtte COG ARO dha Ew Bankbook entries Acme Enterprises Inc Print Please enter 1 Bank account 2 Starting date 3 Ending date F1 next bank account F2 All Enter the information as follows 21 Bank account Enter the number of the bank account you want to print the report for or use one of the options Options F1 to scan through the bank accounts on file F2 To print the report for All bank accounts 2 Starting date 3 Ending date Enter the range of dates to show on th
63. om the second page of the B R main menu Export a file This function is used to export data files from the internal format to a flat ASCII file The data file s is read in and an output file is created in the Samco root directory with the name xxxxxxnn EXP Where xxxxxx is the file name and where nn is the company number the file came from If you are running under Unix you will also have the option of appending a drive designation to the front of the file To begin select Export a file from the File utilities sub menu A screen similar to the one below will appear Bank Reconciliation File Utilities Samco Power Accounting B 2 IC OR Fle tina eee aloja Fle Edt AR IC OF SA AP PC GL JC PO BA Pi CL FP PS IC TA PA DX SA SF Heb E POL G 4RwOtd COG ALO 4P0 ie i File utilities Bank Reconciliation Acme Enterprises Inc Export a file Please select file 1 B R control file BRCTLETO 2 Cash account file CCSHACTTC Se POR NOES CEC 20 0 CBRNOTFTC 4 Bank account file CBRACCTTC ae Oy dented y Bi AAA CBRBOOKTC 6 Bank distribution file CBRDISTTC Please enter device for export file Please enter device size in kilobytes Press F4 for All Enter the following data Please select file Enter the number from the list provided of the file to be converted to ASCII format or use one of the options Options F1 To export All files F2 To view additional files available for conver
64. onciliation Bank Accounts Samco Power Accounting 7 3 PgDn View a later dated note Home View the earliest dated note oldest End View the newest note on file Text entry When you select to enter a note the cursor is positioned for you to enter the first line of the text of the note While entering a note the following keys and rules apply Enter Completes the entry of a line of text and moves the cursor to the next line AutoWrap The text editor will automatically wrap the typed text to the next line once you reach the end of the line For example if you were typing superb and only had enough room left on the line for sup the entire word would be automatically moved to the next line F1 Access the menu selections described in the previous section Esc Exit the note function without saving the changes to the current note Tab Exit the note function and save the changes to the current note F2 Begin entering a new note F3 Edit the next note on file F4 Edit the previous note on file Format 10 lines of 77 characters each This concludes entry of a new bank account When you subsequently view or change an account you may choose to view notes by using the F6 key or you may view account status as described below Viewing the Status of the Account Status information consists of the account number reconciliation method bank book balance statement date and reconciliation information Bank R
65. orts Reconciliation function now prints a grand total Before this a summary sheet was generated only if the account was being reconciled You can print previous reconciliations as well as cleared and un cleared entries Enter the information as follows 1 Statement date Enter the date of the bank statement You can press Enter to default to the date of the current statement if a reconciliation is in progress otherwise Enter defaults to the date of the last statement that has been reconciled Format MMDDYY 2 Show cleared entries this date Answer Y if you want to show entries that have already been cleared on the reconciliation date otherwise answer N 3 Show uncleared entries Answer Y if you want to show un cleared entries otherwise answer N Bank Reconciliation Reports Samco Power Accounting 14 2 Cut off date If you selected to show un cleared entries enter the cut off date All un cleared entries having dates on or before this date will be shown on the report You can press Enter to default to the reconciliation date Format MMDDYY The Reconciliation Report normally has two parts 1 The list of bankbook entries 2 If a reconciliation is currently in progress the reconciliation summary shows the same information as is shown on the reconciliation summary screen of Reconcile statements A sample Reconciliation Report is shown at the end of this chapter Bankbook Report Select Bankbook from th
66. orward entries Bank Reconciliation Guide To Daily Operations Samco Power Accounting 4 3 SAMCO Building business and technology relationships Chapter 5 Cash Accounts Introduction The Samco system allows for an unlimited number of cash accounts Cash accounts are used by Accounts Payable Accounts Receivable Job Cost and Bank Reconciliation You enter your cash accounts here so that the cash account number can be verified later when you post cash receipts in Accounts Receivable cut computer checks in Accounts Payable or make bankbook entries in Bank Reconciliation If B R is being used stand alone you must enter each cash account for which B R will be maintaining a bankbook Otherwise only those additional cash accounts not already entered as a result of using A R and A P need to be entered here Each cash account must first be entered in the Valid G L Account File To Begin From the B R menu select Set Up from the second screen and Cash accounts Then from the Cash accounts menu select Enter Entering Cash Accounts Bank Reconciliation Cash Accounts Samco Power Accounting 5 1 AITO GF Cath accounts Enter Acme Enterp 2 Last funds trfr chk 3 Last check 4 Currency 4 Comments Enter account F1 next account ShF1 prev account You can work with both new and existing cash accounts Enter the following information 1 Cash account Enter the cash account number If the account
67. racter A character is any letter number or other symbol you can type on your computer keyboard Field A field is one or more characters representing a single piece of information For example a name a date and a dollar amount are all fields Record A record is a group of one or more related fields For example the fields representing a customer s name address and account balance might be grouped together into a record called the customer record Entry A record in a data file is often referred to as an entry Data file A data file is a group of one or more related records A data file is often referred to simply as a file without the word data The Customer File in Accounts Receivable is an example of a data file Such a file is made up of several records each of which contains the name address etc for one customer Each file is kept separate from other files on the disk There are other types of files in addition to data files For example programs are stored on the disk as program files However references to file in this User Manual mean data file unless specifically stated otherwise Purge When you purge a file you permanently remove information from it Once the information is purged it cannot be recovered Bank Reconciliation Understanding Bank Reconciliation Samco Power Accounting 1 3 Balance Forward Balance forward means the balance in an account as of a certain d
68. rvice charge Adjust your General Ledger accordingly If A P is used Bank Reconciliation Setting Up for a Reconciliation Samco Power Accounting 12 3 Use Void checks to void the check See the A P manual chapter titled Void Checks for details on how to void checks Enter a positive non A P check for the amount of the bank charge with the bank as vendor and a dummy check number to indicate that it is a returned check charge You must do this in the Accounts Payable package in order for the bank charge to be properly recorded in G L Bank Reconciliation Setting Up for a Reconciliation Samco Power Accounting 12 4 SAMCO Building business and technology relationships Chapter 13 Reconcile Statements Introduction Use this selection to bring together the bankbook and bank statement information and either ensure that they match or make them match This is the reconciliation process making the bank statement match your bankbook or vice versa Use the appropriate instructions in the chapter titled Setting Up for a Reconciliation before you use this selection If you are in start up mode in the Control File you cannot run this selection To change from start up mode see the chapter titled Starting Up a Bankbook Select Reconcile bank and bank book from the Reconcile statements menu This is the screen you see Bank Reconciliation Reconcile Statements Samco Power Accounting 13 1 T 34 BR Reconcie statements a
69. s Reporta AA A 6 Transferring Cash from One Account to Another sssssssesscsssessessecsscossessees 8 If you are using the G L package oooooorcoccrcorccccncnconccconcnroncccorcaraccnnas 8 If you are not using the G L package sssssessesssesssssecssccsscossesecsscessees 8 View Bank Account Information ooooocccccocccccncccccccnoncccocco noo cc occ rr cn nr ccoo 11 1 Setting Up for a Reconciliation o oooooomoocorcorccncnanncnccroraoroncororcanccacnns 12 1 Reconcile Statements vir A AAA 13 1 REPO inca oi A A A E Ai cas 14 1 Reconciliation ROO A A AR A 1 Bankbook Report sevciccrcn tones dki ikii aiias ia 3 ACCOUME ACTIVILY Reporte asein sr nE En E EEE EEE E A TE 3 Compress Cleared Entries ssssossoersseseoersesseoseseesesseseesosrosroscoreeroeeo 15 1 Close Bank Account osea e E AA A EE eaaan 16 1 Reset Bank ACCOUNTS o cimciocomirueyinins toads cnccb in dae nr 17 1 Data Integrity Check AGA labia terete ii 18 1 Initializing Data Files ocoocio cionado a A 1 PREJUICIOS B 1 Corrupted data files cc iscccvcccsedecccesavaccs t Cins tt iTos tees stdin ENTES veces sdedsaesecess 1 HAIR SD a 2 Exporta TG 00 A A A A a Eae 2 Restore an exported file ii a cedanthonsne taamlon nna Senaw ened aes eeWewdoas nebeammeee us 6 Rebuilding Data Files cc ic vaccavaede sas sods svncebeeas debtddewevweauvins stacecucebslensduesaveuends 8 Bank Reconciliation Table of Contents Samco Power Accounting 3 SAMCO Building busine
70. scan through vendors on file Enter Leave the vendor number blank to look up the vendor by name If you enter E you can select a single employee in the same way If you enter D or V enter the payee number or use the option to look up the payee by name Checks having a payee number matching the number you entered or having a payee name matching the portion you entered will be shown Format 1 character Bank Reconciliation Reports Samco Power Accounting 14 6 SAMCO Building business and technology relationships Chapter 15 Compress Cleared Entries Introduction Use this selection to compress cleared entries The only time entries can actually be removed purged from the Bankbook File is when you are in start up mode per the Control File During regular use you can remove cleared entries using this selection When compression is done all cleared entries in one unbroken sequence are added together and made into one balance forward entry and then the original entries are deleted Compression is a way of reducing the number of entries in the Bankbook File If you are in start up mode per the Control File you will not be able to run this selection To get out of start up mode see the chapter titled Starting Up a Bankbook To Begin Select Compress cleared entries from the B R menu This is the screen you see Bank Reconciliation Compress Cleared Entries Samco Power Accounting 15 1 tie cleared entries NN alo x
71. ss and technology relationships EN Chapter 1 Understanding Bank Reconciliation Introduction NOTE If you are upgrading from an earlier version of Check Reconciliation see the end of this chapter for new features for 6 5 Plus Definitions Following are definitions of key words used in this manual Reconciliation Reconciliation means bringing into agreement Check Reconciliation When reconciliation is applied to bank books it means bringing into agreement the balance of your bank book and the balance shown on your bank statement To get to the point where you can decide whether they agree or not you take into account the entries you have performed which the bank didn t know about when they prepared the statement checks you have written which haven t shown up at the bank yet and deposits which were made later than the date the bank prepared your statement There are also entries which the bank has performed and shown on the statement which you didn t know about until you received the statement interest they paid you service charges and returned checks Clear Bank Reconciliation Understanding Bank Reconciliation Samco Power Accounting 1 1 To clear means to mark an entry as having been recognized and recorded by the bank In the case of a check which you wrote this means that the check was received by the bank which recognized your check as valid and transferred money from your checking account to
72. st B No other package has been in use yet User Manual chapters you will be referring to e Control Information e Bankbook Entries e Starting Up a Bankbook Step 1 If you are going to be using any other packages install them first and build the data files for each package before starting this Bank Reconciliation package Step 2 Make sure that you have entered a bank account using Bank accounts for each cash account used by A P and A R if one or more of these packages are in use Make sure that you have entered a cash account using Cash accounts and a bank account using Bank accounts for any other bank accounts to be maintained by B R which are not used by other packages Make sure that start up mode is selected in the Control File Step 3 Take the latest bank statement dated before any checks or deposits are entered into the other packages and enter a balance forward entry using Bankbook entries The date and amount of this entry are the date and closing balance of the last bank statement Step 4 Enter all checks and deposits that have not yet been cleared as of the latest bank statement directly into the Bank Reconciliation package These will be checks and deposits that you will not be entering into the other packages Use Bankbook entries The result is a Bankbook File that has only outstanding entries for each bank account as of the date of the latest bank statement and has all of these outstan
73. t Bank Reconciliation From your company ID s main menu select Bank reconciliation If Bank reconciliation does not appear on the main menu refer to the chapter titled Company Information in the Systems Function manual for details The Bank Reconciliation menu then appears NZITC BR Bank Reconciliation menu Fm EM AR OF SA AP PC GL JC PO GA Pi CL FP PS IC TR PA DX SA SF POL G4 RwWFE COG MAD dha iit SAMCO Power Accounting Bank Reconciliation Please select E 2 Bankbook entries 3 Transfer checks deposits 4 Reconcile statements 5 Bank account reports 6 Compress cleared entries Make a selection or press F2 for more selections or F1 1 for help at any time The selections that you will be using most often such as Bankbook entries are on the first screen of the main menu Bank Reconciliation Using Bank Reconciliation Samco Power Accounting 3 2 To get to page 2 of the menu press F1 from page 1 You see URITC BR Bank Reconciliation menu hie alot x fle Ed AR IC OF SA AP PC GL JC PO BA M CL FP PS TC TR PA Dx SA SF Hep POV BGH VRwWFtS COG HAO 4Pa iit SAMCO Power Accounting Bank Reconciliation Acme Enterprises Inc Please select 5 7 Setup 8 Data integrity check 9 Starting up a bankbook 10 Close bank accounts 11 Reset bank accounts 12 File utilities 13 Print reports from disk 14 Change company number Make a selection or press F2 for more selections or F11 for help at any time
74. t perform accurately 1 Keeping bank books for money deposited and disbursed in Accounts Receivable FishPro Accounts Payable and Canadian Payroll 2 Reconciling bank books periodically with bank statements The Bank Reconciliation package can be integrated with any or all of the Accounts Receivable FishPro Accounts Payable and Canadian Payroll packages You can transfer information from these packages automatically into the Bank Reconciliation package Bank Reconciliation Understanding Bank Reconciliation Samco Power Accounting 1 4 The package can also be used stand alone This Bank Reconciliation package provides these features Automatically gets deposits and checks from Accounts Receivable Accounts Payable and Canadian Payroll Handles an unlimited number of checking accounts fully integrated with A R A P FishPro and Payroll Provides the ability to enter change delete or print a list of bank book entries For each checking account offers the option of either bank to book or book to bank reconciliation A Close bank book selection is provided to remove an obsolete bank book from the system Allows reports to be stored on disk to save computer time then printed later at your convenience Provides the following reports Reconciliation Report Bank book Report Account Activity Report Minimizes the amount of information which must be kept on disk by allowing compression of entries whic
75. the bank that the payee deposited it in The payee is the person or company that you wrote the check to In the case of any other entry a deposit a bank charge etc this means that the bank has recognized the deposit or charge and has updated your account in its own records At the point that an entry is cleared your account balance the amount of money you have in your checking account is changed accordingly Transactions As used in accounting transaction means a business event involving money and goods or services For example a transaction occurs each time you gas up your car you pay money in exchange for gasoline goods Because computer software deals primarily with business events which have already taken place in Samco software transaction means the record of a completed business event involving money and goods or services The records of sales made and payments received are examples of transactions from the area of accounting called accounts receivable The records of your purchases and the payments you make for such purchases are transactions from the accounting area called accounts payable The records of quantities of goods received or sold are transactions from the area of accounting called inventory control In Samco application software when a transaction is entered into the system into a file it is often referred to as an entry Accounting Accounting is the collection cate
76. ting Please enter device for converted file Enter the drive letter of the device that the ASCII version of the data file will be written to or use the option Option F1 If you either a do not want to append a drive letter prefix to the file name Unix only or b want the file created on your hard Bank Reconciliation File Utilities Samco Power Accounting B 3 drive For UNIX XENIX users The drive letter entered here will be attached to the front of the file name The letter A is recommended for consistency The ASCII backup file name in the Samco root directory will read A xxxxxxnn EXP Alternatively if you do not want to add a drive letter press F1 for none Please enter the device size in kilobytes Enter the size of the disk the ASCII files are to be written to The following table shows some of the more common device sizes in kilobytes F1 Unlimited Hard disk drive If you enter a specific device size once the disk is filled you will then be asked for another diskette This process will be repeated until all the data is written to the disk The screen will then prompt you Any change Enter Y and all the entries that you have made will be cleared and you will be returned to the Please select file prompt Press Enter to accept the default of N NOTE If you choose to convert All files the screen will move immediately into displaying the file and record being backed up It skips past the C CREATE NEW CONVE
77. ts Receivable packages you can also use this selection to change or delete entries transferred to the Bank Reconciliation package from these other packages You now have the ability to enter manual bank transactions interest service charges etc built right into Bankbook entries this new ability allows you to enter transactions into B R and then interface them with the G L Instructions for using this selection to transfer funds between bankbooks are included at the end of this chapter To Begin Select Bankbook entries from the B R menu then select Enter Making Bankbook Entries This is the screen you see Bank Reconciliation Bank Book Entries Samco Power Accounting 10 1 EITC BR Bankboak entries faa a th AR EOE SA POPC GLO PO AR OG FP OS TC TR PA OK Hep POV GeV MAS COG ALO d gt a nit Bankbook entries Enter Amount Payee Status Account Clear date F1 next entry F2 next bank account New and Existing Entries From this screen you can work with both new and existing bankbook entries Enter the information as follows 1 Bank acct For a new entry Enter the number of the bank account or use one of the options Options F2 to scan through the bank accounts on file Enter to use the bank account previously entered if any Bank Reconciliation Bank Book Entries Samco Power Accounting 10 2 For an existing entry To bring up a specific bankbook entry enter the bank account date t
78. ts the last statement balances for ALL of your bank accounts After this is done you will automatically leave start up mode and be put into regular use mode lare you sure you want to do this now E If you continue the last statement balance for each bank account is then set to the balance of all entries in the account and the last statement date is set to the latest clear date on any entry The package is then changed from start up mode to regular use mode automatically Bank Reconciliation Setting Up a Bankbook Samco Power Accounting 8 4 Checklist A One or more of the A P A R F P and Payroll packages has already been in use and the Bank Reconciliation package is being added User Manual chapters you will be referring to Transfer Checks Deposits Bankbook Entries Starting Up a Bankbook Cash History chapter in the A R User Manual Deposits section Control Information chapter in the A P User Manual Follow steps 1 through 7 for each of your cash accounts Step 1 Make sure that you have entered a bank account using Bank accounts for each cash account used by A P and A R Make sure that you have entered a cash account using Cash accounts and a bank account using Bank accounts for any other bank accounts to be maintained by B R which are not used by other packages Make sure that start up mode is selected in the Control File Step 2 Transfer all checks and deposits from the other existing packa
79. tus to be assigned to the entry Field 6 Payee is set to Void check and field 7 Status is set to Void Fields 6 7 and 8 are skipped and you are positioned at Field number to change 2 If you enter a non zero amount you can mark the check as void in field 7 after entering payee information in field 6 For an adjustment If an adjustment increases the bankbook balance for example Interest Received enter a positive amount If the adjustment reduces the balance for example Check Charges enter a negative amount After you enter the amount the bankbook balance is adjusted and re displayed on the right Format 9 999 999 999 99 6 Payee Name or Comment For a check Enter a payee number then a name Format 6 characters for payee number 25 characters for payee name 25 characters for comment For a void check The payee number is set to blank The payee name is set to Void check For a balance forward deposit or adjustment entry Enter a comment appropriate to the entry You can press Enter to leave the comment field blank 7 Status Enter the status as follows Bank Reconciliation Bank Book Entries Samco Power Accounting 10 5 Blank or N Not yet cleared C Cleared V Void S Stop payment You can enter a status of C only in start up mode You can enter a status of S for a check only If the entry is a balance forward a status of C is automatically displayed a
80. ust your General Ledger accordingly Returned Customer Checks If not using A P and A R Bank Reconciliation Setting Up for a Reconciliation Samco Power Accounting 12 1 Enter an adjustment using Bankbook entries for the amount of the returned check plus any bank charges You will also need to adjust your General Ledger accordingly If using A P and A R A returned check means that the entries that were previously paid are no longer paid The customer s balance must therefore be increased Instead of reinstating all the entries previously paid you can enter the full returned check as a single debit memo using Sales of the Accounts Receivable package Distribute the full amount to a suspense account The next step is to reduce your bank account by the amount of the returned check plus any bank charges The deposit corresponding to the original cash receipt for the check should have already been made to the bank and should already be recorded in the Bankbook File The total charge to your bank account includes the amount of the returned customer check plus any bank charges Enter this total charge as a non A P check using Payables of the Accounts Payable package Fill in the fields as follows The type of the entry is a non A P check The vendor is the bank The invoice number is a memo field The invoice amount is the amount of the returned customer check plus any bank charges e The check number is a dummy number such as
81. ype and document number of the entry you want or use the option Option F1 to scan through the entries on file F2 to scan through the bank accounts on file If the entry was transferred from Accounts Payable FishPro Payroll Point of Sale or Accounts Receivable A P PR FP BR or A R displays for SOURCE If the entry was made directly in Bankbook entries Direct Entry displays for SOURCE If Bank Reconciliation is being used stand alone SOURCE does not appear 2 Date Enter the date for the entry or use one of the options Options F1 to scan through all entries in date order for the specific bank account entered above in field 1 Enter to default to the last date entered or for the first entry to the current date Format MMDDYY 3 Type Enter the type of entry as follows B Balance forward D Deposit C Check A Adjustment If the previous entry made was a check you can press Enter to default to type C Check Or use the option Option F1 to scan through all entries for the specific bank account and date entered This may be used to easily locate a particular entry made on a specific date NOTE You can make a balance forward entry only when you are in start up mode Bank Reconciliation Bank Book Entries Samco Power Accounting 10 3 Format 1 character NOTE For an adjustment entry you must also post the adjustment in General Ledger if you are using G L

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