Electronic Bank Reconciliation 8.0
Contents
1. Encore Business Solutions Inc disclaims any warranty regarding the sample code contained in this documentation including the warranties of merchantability and fitness for a particular purpose The content of this manual is furnished for informational use only is subject to change without notice and should not be construed as a commitment by Encore Business Solutions Inc Encore Business Solutions Inc assumes no responsibility or liability for any errors or inaccuracies that may appear in this manual Neither Encore Business Solutions Inc nor anyone else who has been involved in the creation production or delivery of this documentation shall be liable for any indirect incidental special exemplary or consequential damages including but not limited to any loss of anticipated profit or benefits resulting from the use of this documentation or sample code Use of this product is covered by a license agreement provided by Encore Business Solutions Inc If you have any questions please call our office at 888 898 4330 EBR August 2004 TABLE OF CONTENTS Table of Contents ludas eX 4 Whats in This Manual exse o ae a aaa a 5 oymbols and Conven HONS ssa aa atat ad ia aa 6 AdditionaltTesour COS 6 Chapter Installation amp 10 Installing Electronic Bank Reconciliation sse 10 U2. 2004
3. Electronic Bank Reconciliation 8 0 An application for Microsoft Business Solutions Great Plains Encore Business Solutions Furthering your success through innovative business solutions Copyright Trademarks Warranty disclaimer Limitation of liability License agreement Publication Date Manual copyright 2004 Encore Business Solutions Inc Printed in Canada rights reserved Your right to copy this documentation is limited by copyright law and the terms of the software license agreement As the software licensee you may make a reasonable number of copies or printouts for your own use Making unauthorized copies adaptations compilations or derivative works for commercial distribution is prohibited and constitutes a punishable violation of the law Great Plains Dynamics eEnterprise and Dexterity are either registered trademarks or trademarks of Great Plains Software Inc in the United States and or other countries Great Plains Software Inc is a wholly owned subsidiary of Microsoft Corporation The names of actual companies and products mentioned herein may be trademarks or registered marks in the United States and or other countries of their respective Owners The names of companies products people and or data used in window illustrations and sample output are fictitious and are in no way intended to represent any real individual company product or event unless otherwise noted
4. conciliation gt gt Table Conversion E Table Conversion 2 Select Process Tables will be created permissions will be set and existing data will be converted Every time you install Electronic Bank Reconciliation you must run the table conversion upgrade process 14 ELECTRONIC BANK RECONCILIATION INSTALLATION amp SETUP Setting up Electronic Bank Reconciliation Before you can begin to use Electronic Bank Reconciliation to balance your bank account electronically you must e Create an import layout e Link layout to chequebook Create an import layout In the Import File Layout Maintenance window is used to create an Import ID template for an import file which can be used to import your bank statement Once a file is created it allows you to match the fields in your bank statement to those in Electronic BankRec To create an import layout 1 Open the Import File Layout window Tools gt gt Setup gt gt Encore Electronic Bank Reconciliation gt gt Import File Layout Ei Import File Layout Maintenance BHA Save Cea X Delete Import ID File Tupe Sample File Skip Rows Matching Field ID Sample Field Stat Length DateFormat Max Size x ELECTRONIC BANK RECONCILIATION 15 INSTALLATION amp SETUP 2 Enter the Import ID you will use to import your bank files each month You may define this ID tag as you wish an example would be Bank Import 3 Selecta file type either Co
5. econciliation module only e Provides detailed reports showing all transactions that are Cleared and Not Cleared Note Cleared with a difference is available only when using Electronic Bank Reconciliation with Great Plain s Bank Reconciliation 4 ELECTRONIC BANK RECONCILIATION INTRODUCTION What s In This Manual This manual contains a detailed description of Encore s Electronic Bank Reconciliation 8 0 module step by step instructions to guide you through the installation and setup and instructions for how to reconcile your bank statement electronically This manual assumes that you are familiar with and know how to operate the Great Plains accounting system It also assumes that Great Plains 8 0 has been installed and configured on your computer This manual contains the following chapters The Introduction chapter lists the benefits and features of the Electronic Bank Reconciliation 8 0 module The Installation amp Setup chapter has step by step instructions that guide you through the installation and setup of your Electronic Bank Reconciliation module The Using Electronic Bank Reconciliation chapter describes how to set up bank statement information and how to import the bank statement when reconciling bank accounts ELECTRONIC BANK RECONCILIATION 5 INTRODUCTION Symbols and conventions This manual uses the following symbols and conventions to make information stand out The warning symbol indicates situatio
6. le Bank Statement Enter or choose a Chequebook ID Enter the Bank Statement Ending Balance amount reported on your bank statement Enter the Bank Statement Ending Date that is reported on your bank statement Enter the Cutoff Date for this reconciliation Choose Save to save the information in this window You may choose Delete if you wish to delete the information in this window and begin again ELECTRONIC BANK RECONCILIATION USING ELECTRONIC BANK RECONCILIATION Importing the bank statement Once your bank statement information is set up you can import the bank statement To import the bank statement 1 Open the Bank Import window Iransactions Financial Encore Electronic Bank Import Ei Bank Import Chequebook ID Import ID Import File File Type 2 Enter or choose the Chequebook ID that you want to match transactions against 3 Ensure that the Import File displayed is the Import ID that you linked to the selected chequebook in the Link to Chequebook Maintenance window ELECTRONIC BANK RECONCILIATION 23 24 USING ELECTRONIC BANK RECONCILIATION 4 Choose Import to import the bank statement file Ei Bank Import FI a Document Number Date Payment Depot Description OO0026 0120222000 100 00 000027 05 02 2000 200 00 000025 1220222000 300 00 600 00 0 00 Total 600 00 5 Choose Match to start the reconciling process Cheques will be matched by document nu
7. mber and payment amount and a detailed matching report will be created listing all transactions that cleared or did not clear Note Cleared with a difference is available only when using Electronic Bank Reconciliation with Great Plain s Bank Reconciliation ELECTRONIC BANK RECONCILIATION USING ELECTRONIC BANK RECONCILIATION 6 Thereport destination dialog box will appear when the match reconciliation process is finished Report Destination Report Information A Import Generic E ceptians Option Destination Printer LI File File Mame File Format 7 Select the report destination s you prefer to view a report similar to the one below Screen Output A Import Generic Exceptions Sele Syst em 01062004 12 07 57 PM Fabrikam Inc Page l User Date lZ 04 7007 Bank Reconciliation Import User ID sa E Chequebook ID FIBST BANE Type Number Tate Description Trx Amount Cleared Amount Difference NOT CLEARED 0000Z6 01 02 2000 2100 00 000027 05 02 2000 Z200 00 0000285 12 02 2000 300 00 ELECTRONIC BANK RECONCILIATION 25 USING ELECTRONIC BANK RECONCILIATION 26 ELECTRONIC BANK RECONCILIATION APPENDIX A DATA TABLES Appendix A Data tables The following charts list all related data tables created in Electronic Bank Reconciliation and their descriptions Financial Series Display Name Technical Name Physical Description Name A Import Banks A I
8. mma Delimited or Fixed Length 4 Enter the file location of the sample file of your bank statement or use the file icon to locate it 5 Count the number of header lines in your sample file Enter this number in the Skip ff rows Q If the correct number isn t entered your file will not be imported successfully 6 If you are using Comma Delimited select the Sample Field that matches the one displayed in the Matching Field ID column until you have matched all required fields See the table below the illustration which provides a description of all matching field IDs Once you have completed matching the fields skip to step 8 ri Import File Layout Maintenance Bo Save Clear x Delete Inport File Type Sample File A Preductsz Bank Hecanciliatianz Testing Suppa Skip H Rows Matching Field ID Sample Field Stat Length DateFormat amp Data Type Max Size DEPOSIT g oO 0100 000026 10000 e e ga ay 16 ELECTRONIC BANK RECONCILIATION hi INSTALLATION amp SETUP Matching Field ID Required Description Document Date Yes Date transaction cleared bank Document Number Field containing cheque f Deposit t etc Payment Yes Payment amount LUN VM Deposit No Deposit amount A i Description No Description of TP _ If you are using Fixed Length enter the Start position the starting position count the characters in the Sample at the bottom of the windo
9. mport Banks BS3000 Import Banks amp reports A Bankrec Import Temp A Bankrec Import Temp BS2005 Import Banks amp reports A Import Checkbook MSTR A Import Checkbook MSTR IMP0003 Import Checkbook A_Import_Generic_TEMP A_Import_Generic_TEMP TEMP Temp file for import A_Import_Field_Match_TEMP A_Import_Field_Match_TEMP TEMP Temp file for import A_Import_Generic_Exceptions_ A_Import_Generic_Exceptions_ TEMP For Report use only RPT RPT A_Import_Generic_HDR A_Import_Generic_HDR IMP1000 Import Checkbook File Layout A_Import_Generic_LINE A_Import_Generic_LINE IMP1100 Import Checkbook File Layout Line A Import Generic Problem RPT Import Generic Problem TEMP For reports use only ELECTRONIC BANK RECONCILIATION 27 APPENDIX A DATA TABLES 28 ELECTRONIC BANK RECONCILIATION Known Issues Electronic Bank Reconciliation does not support multicurrency cheque books If the currency that you are attempting to link to the cheque book ID does not match the functional currency of your company you will not be able to link that currency ELECTRONIC BANK RECONCILIATION 29 30 ELECTRONIC BANK RECONCILIATION About Encore Business Solutions Encore Business Solutions Inc is part of a worldwide network of independent partner organizations that sell implement and support the award winning products of Microsoft Business Solutions Encore is also an authorized Solution Developer for Microsoft Business Solutions developing and marke
10. n Q refer to Appendix A Data tables ELECTRONIC BANK RECONCILIATION 11 INSTALLATION amp SETUP Upgrading from previous versions of Electronic Bank Reconciliation To upgrade to version 8 0 you will need to obtain a new registration key Call Encore Business Solutions Inc toll free at 888 898 4330 to obtain the new registration key To upgrade from any prior version you must update tables in the Table Conversion window as described in Creating tables on page 13 Registering Electronic Bank Reconciliation Before you can use Electronic Bank Reconciliation with your company data you must register your software To register your software enter the product registration key provided to you by Encore If you choose not to enter the registration key you will only be able to use Electronic Bank Reconciliation in Fabrikam Inc the lesson company To register your product 1 Open the Encore Product Registration window Tools gt gt Setup gt gt System gt gt Encore Product Registration 2 Select the product you wish to register Encore Product Registration Site Users 1 Database SQL Server MSDE Platform Great Plains 8 00 View By All Products Products Advanced Analytics for Project Tracking Electronic Bank Reconciliation for Great Plains Bank Rec Electronic Bank Reconciliation for Multicurrency Bank Enhanced Customer Statement Mass Billing for I
11. ng up Electronic Bank Reconciliation Installing Electronic Bank Reconciliation You will use the installation program to install Electronic Bank Reconciliation Before you begin installing do the following e Note the directory location of your Great Plains installation You will need this information during the installation e Verify that the EBRO80 00 01 xxx exe file has been loaded on to your computer The x s in the file name will be replaced with numbers e Create a backup of your Great Plains data before installing Electronic Bank Reconciliation e Exit all applications To install Electronic Bank Reconciliation 1 Open Windows Explorer and locate the EBR080 00 01 xxx exe file The location of this file will vary depending on how you acquired the application 2 Launch the EBRO080 00 01 xxx exe file by double clicking it The installation program for Electronic Bank Reconciliation will start ELECTRONIC BANK RECONCILIATION INSTALLATION amp SETUP 3 Follow the instructions in each window 4 Start Great Plains You will receive the following message box Dexterity Runtime 1 Mew code must he included in the C GPSGL 8 0 Dynamics set dictionary Do you wish to include new cade new 5 Select Yes Information for Electronic Bank Reconciliation and Encore Product Registration will be included in the Dynamics set file For information on the data tables installed for Electronic Bank Reconciliatio
12. ns you should be especially aware of when completing tasks Typically this symbol includes cautions about performing steps in their proper order or important reminders about how other information in Great Plains may be affected The light bulb symbol indicates helpful tips Q shortcuts and suggestions File gt gt Print The gt gt symbol indicates selections to make from a menu In this example from the File menu choose Print Additional resources Documentation is provided in online or hard copy format as an Adobe Acrobat PDF file Online help is not available in this version of Multicurrency Bank Reconciliation To obtain product support services Please refer to this quick reference table when you need to use Encore s Technical Support services Service Contact General Calls 204 989 4330 Support Contracts 888 898 4330 Fax 204 235 2331 E mail support encorebusiness com Web www encorebusiness com 6 ELECTRONIC BANK RECONCILIATION INTRODUCTION ELECTRONIC BANK RECONCILIATION 7 INTRODUCTION 8 ELECTRONIC BANK RECONCILIATION INSTALLATION amp SETUP Installation amp Setup 10 This chapter describes how to install and set up Electronic Bank Reconciliation This chapter contains the following sections Installing Electronic Bank Reconciliation Upgrading from previous versions of Electronic Bank Reconciliation Creating tables Registering Electronic Bank Reconciliation Setti
13. nvoicing Mass Billing for SOP Multicurrency Bank Reconciliation Project Tracking Project Tracking Budgeting Project Tracking Budgeting Importer v ij EPM 8 00 02 011 12 ELECTRONIC BANK RECONCILIATION INSTALLATION amp SETUP 3 Choose the show details expansion button to display the detailed view of the registration window Encore Product Registration Site Users 1 Company Fabrikam Inc Database SOL Server MSDE Platform Great Plains 8 00 View By All Products Products Electronic Bank Reconciliation for Multicurrency Bank Rec Product ID Product Key EPM 8 00 02 011 4 Enter the product registration key provided by Encore for the product that you have purchased 5 Select the About zoom field to open the About window for this product This window contains the version number for this product and information on how to contact Encore 6 Select OK to close the Encore Product Registration window Creating tables Whether you want to demo or run the product you must run the Table Conversion Upgrade process to create tables this will set up SOL components and convert any existing data Q You must log in as System Administrator to run Table Conversion ELECTRONIC BANK RECONCILIATION 13 INSTALLATION amp SETUP To create tables 1 Open the Table Conversion window File gt gt Maintenance gt gt Encore Bank Re
14. ort ID 3 Enter or choose the Import ID created in the Import File Layout Maintenance window 18 ELECTRONIC BANK RECONCILIATION INSTALLATION amp SETUP 4 Choose the Default File location and file name of your bank statement import file Ei Link to Chequebook Maintenance IE di Li Sae Cea X Delete Chequebook ID FIRST BANK Impart ID BANK IMPORT File Fixed Length Skip af Rows Default File B Praductsl Bank ReconcilationTesting S upporting Matertals Import 5 Select Save to save your changes ELECTRONIC BANK RECONCILIATION 19 INSTALLATION amp SETUP 20 ELECTRONIC BANK RECONCILIATION USING ELECTRONIC BANK RECONCILIATION Using Electronic Bank Reconciliation 22 This chapter describes how to use Electronic Bank Reconciliation to reconcile your bank with your bank statement information It includes the following sections e Setting up the bank statement information e Importing the bank statement Setting up the bank statement information Before you can begin to reconcile bank statements using Electronic Bank Reconciliation you must set up the bank statement information See the Multicurrency Bank Reconciliation user manual for setup instructions if you are using Electronic Bank Reconciliation with Encore s Multicurrency Bank Reconciliation To set up the bank statement information 1 Open the Reconcile Bank Statements window Transactions Financial Reconci
15. pgrading from previous versions of Electronic Bank Reconciliation 12 Registering Electronic Bank Reconciliation sse 12 Creatine tables c ia Lear 13 Setting up Electronic Bank Reconciliation esses 15 Chapter Using Electronic Bank Reconciliation 22 Setting up the bank statement information nenea anna nenea anna 22 Importing Ihe bank staleetit sir pie ad Retreat a ovi eMe taia da 23 Appendix A Data tables esses 27 Known ISSUES ii ii 29 About Encore Business 5 31 ELECTRONIC BANK RECONCILIATION i TABLE OF CONTENTS li ELECTRONIC BANK RECONCILIATION INTRODUCTION Introduction Welcome to Electronic Bank Reconciliation a powerful companion product to Encore s Multicurrency Bank Reconciliation product and to the Bank Reconciliation module in Microsoft Business Solutions Great Plains Electronic Bank Reconciliation provides the following features and benefits e Reads bank statement transactions e Allows flexibility in defining the type of file format to use in the matching process comma delimited or fixed length e Automatically matches payments and deposits greatly reduces the amount of time you will spend tediously matching entries against the bank statement Note Matching deposits is supported when using Encore s Multicurrency Bank R
16. ting industry specific software worldwide that tightly integrates to core modules of Microsoft Business Solutions Great Plains and Small Business Manager We are 10090 dedicated to developing client focused reliable industry specific solutions and companion applications providing total end to end solutions that meet the operational and reporting needs of our customers Encore has developed several products including Project Tracking with Profit Analysis Recurring Contract Billing Electronic Bank Reconciliation Project Tracking Budgeting Recurring Contract Billing Importer Multicurrency Bank Reconciliation Project Tracking Importer Recurring Contract Billing ImageLink GST PST Distribution Project Tracking ImageLink Mass Billing Advanced Analytics for Project Tracking Enhanced Customer Statement If you have questions regarding any Encore product or service feel free to contact us Phone 888 898 4330 204 989 4330 Fax 204 235 2331 E mail encore encorebusiness com Internet www encorebusiness com Mail 467 Provencher Blvd Winnipeg MB Canada R2J OB8 Microsoft GOLD CERTIFIED Microsoft Gold Certified Business Solutions Partner 2003 Business Solutions Microsoft Business Solutions Organizational Excellence 2002 Microsoft Business Solutions Inner Circle Member 2000 2002 2003 amp 2004 Microsoft Business Solutions Partners Choice Developer Award 1999 amp 2000 Microsoft Business Solutions President s Club
17. w to determine this of the various matching fields and the Length of each of the fields number of digits Ei Import File Layout Maintenance bi Save L Clear Delete Import ID BANK IMPORT ZE File Type Sample File Skip Rows Manake 1 tema A D LY CL 0 DOCUMENTDATE 8 Of0500 000027 20000 Eu e ELECTRONICBANKRECONCILIATION 17 INSTALLATION amp SETUP 8 Select Save to save the changes you made in the Import File Layout Maintenance window In order to reconcile deposits Multicurrency Bank Rec looks for matching document numbers and deposit amounts If your bank file does not include document numbers for deposits you must enter ONE of the following two lines into the Dex ini file to change this criteria MCBR_MatchBy DATE MCBR_MatchBy AMOUNT After you add one of these two lines to the Dex ini file deposits will be matched by date and amount Link layout to chequebook This procedure links the import layout you just defined to the chequebook that you want to reconcile To link layout to chequebook 1 Open the Link to Chequebook window Tools gt gt Setup gt gt Electronic Bank Reconciliation gt gt Link to Chequebook Link to Chequebook Maintenance DER Li Save Clea X Delete Chequebook ID Import ID File Tupe Skip of Rows Default File 2 Choose the Chequebook ID that you want to link to the Imp
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