COPYRIGHT (c) Copyright 1985 by CharterHouse Software Corporation. All rights reserved. No part of this publication may be reproduced, transmitted, transcribed, stored in a retrieval system, or translated into any language or computer language, in any form or by any means, electronic, mechanical, magnetic, optical, chemical, manual or otherwise, without the prior written consent of CharterHouse Software Corporation, 30401 Agoura Road, Agoura Hills, CA 91301-2009. DISCLAIMER CharterHouse Software Corporation makes no representations or warranties with respect to the contents hereof and specifically disclaims any implied warranties of merchantability or fitness for any particular purpose. Further, CharterHouse, Inc. reserves the right to revise this publication and to make changes from time to time in the content hereof without obligation of CharterHouse, Inc. to notify any person of such revision or changes. ================================================================== BANK RECONCILIATION OVERVIEW ================================================================== The Bank Reconciliation function may be used independently from or along with the Accounts Payable and Accounts Receivable Applications. If you are using the function stand-alone, you will be required to enter all check activity from your checkbook register, plus any adjustments for reconciliation. If you are using the Accounts Payable and Accounts Receivable Applications along with the Bank Reconciliation function, Levinson Lyon will read the accumulated information in those applications and supply check and deposit entries for: - Checks that have been printed in A/P - Handwritten checks posted in A/P - Deposits that have been entered in A/R Note that the Bank Reconciliation function is a read-only function and that the adjustments made in the cash activity via the Bank Reconciliation function will not update the A/P or A/R general files which are interfaced to the G/L after monthend closing. ================================================================== 1 - 1 ================================================================== GETTING STARTED WITH BANK RECONCILIATION ================================================================== The procedure outlined here assumes that you have completed the Guide To Operations, and that specifically, you: - Have set up the general files for Accounts Payable, Accounts Receivable and General Ledger and printed their contents - Have performed Voucher Maintenance to reflect your current cash activity , i.e. printed checks and entered handwritten checks, if any. - Have entered A/R deposits reflecting your current cash activity. During the Getting Started procedure you will: 1. Set up the Cash Account File. 2. Print the Bank Account Profile. 3. Set up the Cash Activity File. 4. Print the Cash Activity File Listing. ------------------------------------------------------------------ 2 - 1 ------------------------------------------------------------------ SETTING UP THE CASH ACCOUNT FILE ------------------------------------------------------------------ The Cash Account File maintains information which is used repeatedly for doing bank reconciliations. The information includes: - G/L Account Number - Bank Account Number - Account Description - Next Check Number - Beginning Balance Although Levinson Lyon has included a default cash account record (1020-0000), the bank account number, account description, next check number and beginning checkbook balance must be completed by you. ------------------------------------------------------------------ From the Accounts Payable Menu o Select - File Maintenance Enter 5 - Cash Account ------------------------------------------------------------------ 2 - 2 ------------------------------------------------------------------ ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** CASH ACCOUNT MAINTENANCE *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ ACTION: dd hange elete nquire . ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ ³ ³ G/L Account Number: .... - .... ³ ³ ³ ³ Bank Account Number: .......... ³ ³ Account Description: .................... ³ ³ ³ ³ Next Check Number: ...... ³ ³ ³ ³ Beginning Balance: ............ ³ ³ ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ F1 -Process F2 -Clear F3 -Prev F4 -Next Esc -Return to Menu ------------------------------------------------------------------ ACTION o Enter "a" for ADD. ------------------------------------------------------------------ G/L Account Number: The G/L Account (number) identifies the location of each bank account record in the Cash Account File. The account number must be a valid G/L account previously set up in the Chart of Accounts File. If you are using the default Levinson Lyon Chart of Accounts, you can enter the cash account (1020-0000) that was shipped with the program and complete the required information. ------------------------------------------ o Enter a valid G/L account number for the bank account you are entering. ------------------------------------------------------------------ 2 - 3 ------------------------------------------------------------------ Bank Account Number: o Enter the Bank Account Number. ------------------------------------------------------------------ Account Description: o Enter a description for the account, e.g. Checking, Savings, etc. ------------------------------------------------------------------ Next Check Number: o Enter the next check number that will be printed with the Accounts Payable system. ------------------------------------------------------------------ Beginning Balance: Each time a bank reconciliation update is performed, the system updates the beginning balance amount. ------------------------------------------ o If you are preparing for your first bank reconciliation, enter the checkbook balance that was recorded as of your last manual reconciliation. ------------------------------------------------------------------ 2 - 4 ------------------------------------------------------------------ - Process o When the information is complete, press to process. When the action is complete, you may: 1. Enter another G/L cash account, or 2. Press to return to the menu. ------------------------------------------------------------------ 2 - 5 ------------------------------------------------------------------ BANK ACCOUNT PROFILE ------------------------------------------------------------------ The Bank Account Profile is a two part report that is updated each time you: - complete an A/P check run, - post a handwritten check, - post a deposit in A/R - enter transactions into the Cash Activity File It is useful for reviewing bank account information, making adjustments and/or reconciling your checkbook register with the bank statement. Assuming that all entries are current, the Bank Account Profile reports your current bank register balance. If you are preparing for your first bank reconciliation, you should print the profile so that: - you are aware of transactions that have been automatically entered by the system, if any, and - by comparing the profile report with your checkbook register, you can determine which transactions are missing. (You will need to enter the missing transactions into the Cash Activity File to prepare for doing your first bank reconciliation.) The detail or summary activity for each bank account may be displayed, printed or stored in a file. Part one of the Bank Account Profile displays the same information as the bank reconciliation update: - Cash G/L Account - Bank Account Number - Description - Beginning Balance - Total Deposits - Total Checks - Net Misc. - Ending Balance 2 - 6 Part two displays the detailed listing of transactions and includes: - Activity Date - Transaction Type (check, deposit or miscellaneous) - Check/Deposit Number - Amount (Negative or Positive) - Description - Reference (Vendor ID) - Cleared status (Yes or No) - Reconciled status (Yes or No) ------------------------------------------------------------------ o Select - Daily Processing Enter 3 - Bank Account Profile ------------------------------------------------------------------ ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** BANK ACCOUNT PROFILE *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ ³ ³ Cash Account Number: .... - .... ³ ³ ³ ³ ³ ³ Print Mode:

rinter isplay ile . ³ ³ ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ F1 -Process F2 -Clear Esc -Return to Menu 2 - 7 ------------------------------------------------------------------ Cash Account Number: o Enter the cash account number you are profiling. ------------------------------------------------------------------ Print Mode The bank account profile may be printed, displayed or stored in a file. ------------------------------------------ o Enter a "P" for Print. ------------------------------------------ If you are printing the Bank Account Profile, an additional form will be displayed to provide options for including the activity detail. ------------------------------------------------------------------ Include Activity Detail? o Enter "Y" for yes. ------------------------------------------------------------------ Print o When the information is complete, press to continue with the print style options and print the report. When the report is complete, the system will return to the Accounts Payable menu. You may: 1. Continue profiling other G/L cash accounts or 2. Proceed with setting up the Cash Activity File. ------------------------------------------------------------------ 2 - 8 ------------------------------------------------------------------ SETTING UP THE CASH ACTIVITY FILE ------------------------------------------------------------------ The Cash Activity File is a multiple record file that maintains a record of each cash transaction in your checkbook. Transactions are entered automatically by the system when you: - Print a check from the Accounts Payable system, or - Post a handwritten check, or - Post a deposit thru Accounts Receivable. Other transactions such as bank fees, interest, check charges, adjustments, etc. must be entered by you in order to reconcile your checkbook with your bank statement. You may enter these type of transactions either via: - the Cash Activity File Maintenance, or - during the Bank Reconciliation procedure. During the Bank Reconciliation procedure, you will have an opportunity to mark check items which have cleared on your bank statement. When transactions have been cleared and reconciled by the system, they will be purged from the Cash Activity File. Each Cash Activity record maintains: - Transaction ID - Cash Account Number - Activity Date - Activity Type (check, deposit or misc) - Check/Deposit Number - Description - Vendor ID - Activity Amount - Cleared Status - Reconciled Status ------------------------------------------------------------------ 2 - 9 ------------------------------------------------------------------ PROCEDURE FOR PREPARING FOR YOUR FIRST BANK RECONCILIATION ------------------------------------------------------------------Ä When preparing for your first bank reconciliation with the system, you will be required to make entries in the Cash Activity File for transactions that have not been added by the system but are contained in your current checkbook balance. Note that if you have been using the system for printing A/P checks, posting handwritten checks or posting A/R deposits, you should refer to the Bank Account Profile so that you do not duplicate any transactions that have been entered by the system. PROCEDURE Using your last manually adjusted (reconciled) checkbook balance, make entries into the Cash Activity File for transactions which do not appear on the Bank Account Profile and include the following: 1. Outstanding checks (and deposits, if any) which are prior to your last reconciled balance, 2. All checks, deposits, and miscellaneous amounts (bank debit or credit advances) that have been entered since your last reconciled balance, and 3. Any new bank charges, check charges or adjustments (debit or credit advances) that appear on your bank statement. (These charges may be optionally added during the Bank Reconciliation procedure if you prefer. However, for a complete checkbook audit trail we recommend that you add them into the Cash Activity File.) ------------------------------------------------------------------ 2 - 10 ------------------------------------------------------------------ ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º *** CASH ACTIVITY MAINTENANCE *** º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ ACTION: dd hange elete nquire . ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ TRX ID: ...... ³ ³ ³ ³ Cash Account Number: .... - .... ³ ³ Activity Date: .. / .. / .. ³ ³ Activity Type: . ³ ³ heck ³ ³ eposit ³ ³ isc ³ ³ ³ ³ Check/Deposit Number: ...... ³ ³ Description: .............................. ³ ³ Vendor ID: ..... ³ ³ Activity Amount: ............ ³ ³ Cleared (Y/N): . ³ ³ Reconciled (Y/N): . ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ F1 -Process F2 -Clear F3 -Prev F4 -Next Esc -Return to Menu ACTION o Enter "A" for add. ------------------------------------------------------------------ TRX ID: Each time a blank form is displayed, the system enters a transaction ID number. ------------------------------------------------------------------ Cash Account Number: o Enter the G/L account which is affected by the cash activity you are entering. ------------------------------------------------------------------ 2 - 11 ------------------------------------------------------------------ Activity Date: The activity date is the date you have recorded in your checkbook as the transaction date. ------------------------------------------ o Enter the activity date. ------------------------------------------------------------------ Activity Type: The activity may be a debit for a check payment, a credit for a deposit or any miscellaneous debit or credit that is entered in your checkbook. ------------------------------------------ o Enter the type of activity "C" , "D" or "M" corresponding to your choice. ------------------------------------------------------------------ Check/Deposit Number: o Enter the check or deposit number. ------------------------------------------------------------------ Description: The description will be included in the Bank Reconciliation Report. ------------------------------------------ o Enter the description of the check, deposit or miscellaneous activity you are entering. ------------------------------------------------------------------ 2 - 12 ------------------------------------------------------------------ Vendor ID: The vendor ID will be included in the Bank Reconciliation Report. ------------------------------------------ o Enter the vendor ID that references the cash activity you are entering. ------------------------------------------------------------------ Activity Amount: o If the activity is a check or any reduction of your checkbook balance, enter the amount as a negative amount, or If the activity is a deposit or addition to your checkbook balance, enter the amount as a positive amount. ------------------------------------------------------------------ Cleared (Y/N): An activity should be entered as cleared, "Y", if it has been included on your bank statement or previous bank statements. However, clearing items may be done later during the Bank Reconciliation procedure. If the activity has not shown up on the bank statement as yet, it should be marked as uncleared,"N". Uncleared items will remain in the Cash Activity File until they have been marked as cleared and reconciled and then will be purged during the Bank Reconciliation update procedure. ------------------------------------------ 2 - 13 ------------------------------------------ o Enter a "Y" or an "N" corresponding to your choice. ------------------------------------------------------------------ Reconciled (Y/N): An activity should be entered as reconciled, "Y", only if the activity is included in the beginning balance maintained in the Cash Account File. If the activity has not been included in in the beginning balance maintained in the Cash Account File, it should be marked as uncleared,"N". Unreconciled items will remain in the Cash Activity File until they have been marked as cleared and reconciled and then will be purged during Bank Reconciliation update procedure. During the Bank Reconciliation update, Levinson Lyon will mark items as reconciled ("Y"), when the items become included in the reconciled ending balance. In addition, the reconciled ending balance will become the new beginning checkbook balance that is maintained in the Cash Account File. ------------------------------------------ o Enter a "Y" or an "N" corresponding to your choice. ------------------------------------------------------------------ - Process o When the information is complete, press to process. Levinson Lyon will add the activity record to the Cash Activity File. ------------------------------------------------------------------ 2 - 14 ------------------------------------------------------------------ CASH ACTIVITY FILE LISTING ------------------------------------------------------------------ The Cash Activity File Listing is an 80/120 column report that lists the contents of the records in the Cash Activity File. Unlike most system reports, you determine what contents will be printed, displayed or sent to a file. Depending on the number of items you wish to include, the report will print in 80 column normal print or 120 compressed print mode. The activity records may be listed by: - Transaction ID (TRX#) or - Cash Account Number The full listing includes the activity's: - Transaction ID - Cash Account - Activity Date - Activity Type - Check/Deposit # - Description - Vendor ID - Activity Amount - Cleared (Y/N) Status - Reconciled (Y/N) Status In addition the report may be printed for a range of transactions or a range of cash accounts. ------------------------------------------------------------------ o Select - File Listings Enter 6 - Cash Activity File ------------------------------------------------------------------ 2 - 15 ------------------------------------------------------------------ TRX# Description Cash Account Vendor ID Activity Date Activity Amount Activity Type Cleared (Y/N) Check/Deposit # Reconciled (Y/N) TRX# Cash Acct, Activity Type, Check/Deposit # Enter Starting Key ( only means from beginning): .................... Enter Ending Key ( only means to end): .................... Print Display File The Activity File Listing screen is displayed in sections. The entries that are highlighted will determine: - the contents of the report, - how the report will be sorted, - the range of transactions or accounts that will be included, and - if the report will be printed, displayed or saved in a file. After the report is complete, your selections can be saved, so that you need not go through the process of selecting the items the next time you use the Cash Activity File Listing. ------------------------------------------------------------------ 2 - 16 ------------------------------------------------------------------ TRX# Description Cash Account Vendor ID Activity Date Activity Amount Activity Type Cleared (Y/N) Check/Deposit # Reconciled (Y/N) The highlighted entries will be the items included in the report. Entries may be highlighted and unhighlighted by moving the cursor over the entry and pressing . ------------------------------------------ o Highlight the entries you wish to include in the report and press . ------------------------------------------------------------------ TRX# Cash Account, Activity Type, Check/Deposit # The report can be sorted by transaction ID or by the Cash Account number which will be further sorted in activity type and check/deposit number order. ------------------------------------------ o Highlight the report sort order of your preference and press . ------------------------------------------------------------------ 2 - 17 ------------------------------------------------------------------ Enter Starting Key ( only means from beginning): Enter Ending Key ( only means through end): You can include a specific range of transactions/accounts or all transactions/accounts. ------------------------------------------ o Enter the starting and ending range, or Press to include all transactions/accounts. ------------------------------------------------------------------ Print Display File o Highlight the print mode of your preference and press . ------------------------------------------------------------------ Reselect Reprint Save Selection in Disk File Return to Menu Top of Form You may: - Reselect the items for reporting in a different format, - Reprint the report, - Save your selection criteria in a file so that future reports will be printed with the same criteria, - Return to the menu, or - Issue a top of form command to prepare for your next report if necessary. ------------------------------------------ o Highlight the option of your preference and press . ------------------------------------------------------------------ 2 - 18 ================================================================== DOING A BANK RECONCILIATION ================================================================== Even though the Bank Reconciliation function is listed as a monthly processing procedure, it may be performed at any time during the month. During a bank reconciliation, Levinson Lyon compares the entries in the Cash Activity File (reflecting your adjusted checkbook balance) with the adjusted bank statement balance to determine an "in balance" or "out of balance" condition. If there is no difference between your adjusted checkbook balance and the adjusted bank statement amount, you can proceed with the bank reconciliation update. During the update, Levinson Lyon will: - purge all checks, deposits and miscellaneous entries which are marked cleared, and - update the beginning account balance amount in the Cash Account File with the newly adjusted checkbook balance. The Bank Reconciliation Report includes: - Bank Account Number - Account Description - Balance Per Bank - Outstanding Checks - Deposits in transit - Uncleared Miscellaneous - Adjusted Bank Balance - Beginning Register Balance - Total checks - Total Deposits - Total Miscellaneous - Total Interest - Total Bank Charges - Total Other (adjustments) - Adjusted Register Balance - Difference In addition, the Bank Reconciliation Report may optionally include the detail of outstanding checks and deposits and/or complete check/ deposit register. ------------------------------------------------------------------ 3 - 1 ------------------------------------------------------------------ o Select - Monthly Processing Enter 5 - Bank Account Reconciliation ------------------------------------------------------------------ ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º * * * BANK ACCOUNT RECONCILIATION * * * º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ Statement Date: .. / .. / .. ³ ³ Cash G/L Account: .... - .... ³ ³ Bank Account No: ³ ³ Description: ³ ³ ³ ³ Ending Balance (per bank): ........... ³ ³ ³ ³ Interest: ........... ³ ³ Bank Charges: ........... ³ ³ ³ ÃÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ´ ³ BANK RECONCILIATION REPORT OPTIONS ³ ³ ³ ³ Print Detail of ³ ³ Outstanding Checks/Deposits? (Y/N): . ³ ³ ³ ³ Print Complete ³ ³ Checks/Deposits Register? (Y/N): . ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ F1 -Process F2 -Clear Esc -Return to Menu Statement Date: The statement date represents the cut-off date for cash activity. That is, it is the date of the latest activity appearing on the Bank Statement. All cash activity records in the Cash Activity File dated after the statement date will be ignored during the Bank Reconciliation procedure. ------------------------------------------ o Enter the bank statement date. ------------------------------------------------------------------ G/L Account: o Enter the G/L account for the bank account you are reconciling. ------------------------------------------------------------------ 3 - 2 ------------------------------------------------------------------ Bank Account No: Description Levinson Lyon retrieves and displays the bank account number and description that has been set up in the Cash Account File for your verification. ------------------------------------------------------------------ Ending Balance (per bank): o Enter the amount that is indicated as the ending balance on your bank statement. ------------------------------------------------------------------ Interest: Charges: If you are doing your first reconciliation, you may have added records for bank charges and/or accumulated interest earned in the Cash Activity File. If so you can bypass these entries. If you have not made entries in the Cash Activity File for bank charges and/or any interest (interest bearing accounts) indicated on your statement, enter the totals for those items here as positive amounts. Levinson Lyon will add any interest amounts and deduct any bank charge amount to determine your adjusted checkbook balance. Bank charges may include: - Insufficient fund charges - Bank service charge - Check charges, etc. ------------------------------------------ 3 - 3 ------------------------------------------ o Enter the totals for any interest earned and/or bank charges that are included on your bank statement, or If you have entered these items in the Cash Activity File, you should leave these entries blank. ------------------------------------------------------------------ Print Detail of Outstanding Checks/Deposits? (Y/N) Levinson Lyon will include a detail listing of outstanding checks and deposits when the Bank Reconciliation Report is printed. ------------------------------------------ o Enter a "Y" or an "N" corresponding to your choice. ------------------------------------------------------------------ Print Complete Checks/Deposit Register? (Y/N) Levinson Lyon will include a complete listing of checks and deposits when the Bank Reconciliation Report is printed. ------------------------------------------ o Enter a "Y" or an "N" corresponding to your choice. ------------------------------------------------------------------ F1 - Process o When the information is complete, press to process. Levinson Lyon will display the bank reconciliation activity screen. ------------------------------------------------------------------ 3 - 4 ------------------------------------------------------------------ * * * B A N K R E C O N C I L I A T I O N * * * Check/ Activity TRX Deposit Date Type Number Amount Description Ref Clear ÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ ÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ [ ] line up [PgDn] page down [Ctl-Home] first page [C] clear/unclear [ ] line down [Home] top of page [Ctl-End] last page [R] range of checks [PgUp] page up [End] end of page [Esc] Summary Levinson Lyon retrieves and displays all check items, followed by deposits and miscellaneous entries through and including the statement date. The keys for cursor movement listed at the bottom of the screen are self explanatory. Two additional keys are available for the purpose of marking checks that have cleared on your statement. The keys you will use for clearing are: - "C" - for marking a highlighted check as cleared (toggle for uncleared), and - "R" - for entering the starting check number and ending check number for a range of checks to be cleared. This key is also a toggle. That is, if you enter a range to be marked as clear and enter the same range again with the "R" key, it will unclear those items. 3 - 5 Note that when the number of items to be marked cleared exceeds the number of items to be left uncleared, you may use the "R" range key to clear all the items first. Do this by typing the word "ALL" at the starting check number prompt. Then unclear the appropriate items by using the "C" and/or "R" keys. ------------------------------------------------------------------ Clear status o Using your bank statement, indicate the cash activity items (checks, deposits, misc.) that have cleared by: 1. Highlighting the item and 2. Pressing "C" so that the cleared status indicates "Y". ------------------------------------------------------------------ - Summary o When you have cleared all items that are on the statement, press to view the summary screen. ------------------------------------------------------------------ 3 - 6 ------------------------------------------------------------------ ÉÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍ» º * * * B A N K A C C O U N T R E C O N C I L I A T I O N * * * º ÈÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍÍͼ ÚÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄ¿ ³ Balance Per Bank: ³ ³ Outstanding Checks: ³ ³ Deposits in Transit: ³ ³ Uncleared Misc.: ³ ³ Adjusted Bank Balance: ³ ³ ³ ³ Beginning Register Balance: ³ ³ Total Checks: ³ ³ Total Deposits: ³ ³ Total Misc.: ³ ³ Interest: ³ ³ Bank Charges: ³ ³ Other: ............ ³ ³ ³ ³ ³ ³ Adjusted Register Balance: ³ ³ ÄÄÄÄÄÄÄÄÄÄÄÄÄÄ ³ ³ Difference: ³ ³ ÍÍÍÍÍÍÍÍÍÍÍÍÍÍ ³ ÀÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÄÙ Esc -Options Levinson Lyon calculates the adjusted bank balance by: - deducting the outstanding (uncleared) checks from the bank balance amount, - adding any deposits that have not yet appeared on the bank statement, and - adding or deducting any miscellaneous uncleared items. In addition, Levinson Lyon uses the beginning register balance maintained in the Cash Account File to arrive at the adjusted register balance by: - deducting the total checks you have written since the last reconciliation, - adding the total deposits you have made since the last reconciliation, - adding or deducting the total miscellaneous items since the last reconciliation, and - adding any interest and deducting any bank charges that were entered via the Bank Reconciliation Entry procedure. ------------------------------------------------------------------ 3 - 7 ------------------------------------------------------------------ Other: Any other item (positive or negative) may be entered to arrive at reconciliation. (i.e. adjustments for errors in your checkbook, forgotten overdraft charge, adjustments made in order to reconcile, etc.) If you enter any other item, Levinson Lyon will prompt you for a description. The description will be included in the bank reconciliation summary report. ------------------------------------------ o Enter any other item and complete the items description when prompted or Press to display the options. ------------------------------------------------------------------ Difference If there is no difference, proceed to the options and 1. Print the Bank Reconciliation Report, and 2. Perform the Bank Reconciliation Update. 3 - 8 If there is a difference, proceed to the options and: 1. Print the Bank Reconciliation Report, 2. Compare the report with your checkbook. If you find items that should have been marked as cleared (or uncleared) resume clearing (unclearing) items, 3. Try the reconciliation again. If a difference still exists, you can: 1. Search your checkbook for errors. 2. Verify that any bank charges that were entered via the Reconciliation Entry screen were entered as positive amounts and are being deducted from the beginning register balance. 3. Print the Cash Activity File Listing to verify that: - items which have cleared on this statement are marked cleared "Y", reconciled "N", - items which are a part of the beginning balance in the Cash Activity File and are still outstanding are marked cleared "N", reconciled "Y". 4. Verify that the bank charges/interest entered via the Bank Reconciliation entry screen are not included as items on the clearing screen (duplication error). 5. Verify the beginning balance maintained in the Cash Account File agrees with the adjusted reconciled balance found in your checkbook as of your last reconciliation. 6. If all else fails, you can enter the amount displayed as the difference as the "other" item to arrive at reconciliation. Remember to adjust your checkbook register accordingly. ------------------------------------------------------------------ 3 - 9 ------------------------------------------------------------------ BANK ACCOUNT RECONCILIATION OPTIONS ------------------------------------------------------------------ The bank account reconciliation options include: 1. Print the Bank Reconciliation Report 2. Reconciliation Update 3. Resume Clearing Items 4. View Summary Return to Menu ------------------------------------------------------------------ 1. Print the Bank Reconciliation Report The Bank Reconciliation Report provides a summary information for arriving at an adjusted bank balance and an adjusted checkbook register balance. The report must be printed prior to an update and may optionally include the detail of outstanding checks an deposits and/or a complete check/deposit register. If any additions or changes have been made in the Cash Activity File, or Cash Account File's beginning checkbook balance amount since the last reconciliation attempt, this report must be reprinted before a reconciliation update can occur. ------------------------------------------------------------------ 3 - 10 ------------------------------------------------------------------ 2. Reconciliation Update After the Bank Reconciliation Report is printed if the difference between the adjusted bank balance and the adjusted register balance is equal to zero, the update may be performed. During the update, Levinson Lyon will: - purge all checks, deposits and miscellaneous entries which are marked cleared, and - update the beginning account balance amount maintained in the Cash Account File with the newly adjusted checkbook register balance. - change the reconciled status of all items included in the adjusted register balance that is reconciled to "Y". IMPORTANT - Any entries made via Cash Activity Maintenance as well as entries made for "interest", "charges", and "other" items during the Bank Reconciliation entry procedure are not posted to either A/P or G/L. Although your new beginning bank balance will reflect those items, they should be entered via Journal Entry to update the G/L. ------------------------------------------------------------------ 3 - 11 ------------------------------------------------------------------ 3. Resume Clearing Items Resumes the entry cycle by displaying the item clearing screen. ------------------------------------------------------------------ 4. View Summary Recalculates the bank and register totals and displays the bank reconciliation summary screen. ------------------------------------------------------------------ Return to Menu Prompts you for saving your cleared items before leaving the reconciliation program. If you respond "no" all items that have been marked as cleared during the session will be lost and will need to be marked again. ================================================================== 3 - 12