Reconcile Bank Accounts

This is a high level overview of how to reconcile your bank accounts. Some steps may not apply to your process depending on your individual setup.

1. Enter the Month and Year You Want to Reconcile

1. In Budget, enter the Mo-Yr you want to reconcile when you log in or use the calendar icon in the upper left of the screen to change the month and year.
   Alternately, you can select the month and year entering the Reconciliation module by using the calendar icon within the window.
   

2. Enter the Reconciliation Module

1. Select Reconcile in the left or top menu to enter reconciliation.
   
2. Enter the Bank Code of the bank account you're about to reconcile (typically 1).
   

3. Add Outstanding Checks (and other entries)

Budget checks (and other entries) can be added manually or automatically. If you'd like your Budget entries to be automatically added to Reconciliation, check out the Detail Records Option page. Follow the steps below to manually add your Budget checks.

Add Budget Checks

1. Press Add, then select Budget Chks/Rcpts/Adjs/EPs.
   
2. On the Add Budget Checks screen, select Internal File then use the checkboxes to select which entries you want to add to your reconciliation.
3. The Mo-Yr should be the same as the month and year you are currently reconciling.
4. The Fund field can be used to only add checks from a specific fund. This is usually left blank to include all funds.
5. Press the Build File button. This will add selected entries to the Bank Reconciliation module.
   

Add Payroll Checks

Next you'll want to add your Payroll checks (employee pay checks and deduction checks) to the Bank Reconciliation module. You'll use the Payroll application to create a pay check data file that is imported to Bank Reconciliation. Follow the steps below to create the data file and add the checks to Bank Reconciliation.

1. Open Payroll and select Reports.
2. Select Bank Reconciliation.
3. Enter the Beginning and End dates for the month you are reconciling.
4. Enter the Bank Code in the Bank Code field (typically 1).
5. The Bdgt Path field must list the file path to your Budget folder. Use the folder icon to browse for and select your Budget folder. After selecting the folder and pressing Ok, the path to Budget will populate automatically the next time you open the report window.
   

   Budget Manager expects the paycheck data file to be saved to the Budget folder. This field must be correct for Payroll to save the file to the correct folder.

6. The Filename will default to PRCKFile.dat, there's no need to change this.
7. Optionally, use the Beginning and End Location Payroll Numbers to limit which employee checks are included. The defaults will include every employee.
8. Press the Build button. This will create the paycheck data file and save it to the folder specified.
   
9. Next, go back to Budget and Reconciliation.
10. Press Add then select Payroll Checks.
11. On the Add Payroll Checks screen, the Path-Filename should match what you just created in Payroll (PRCKFile.dat).
12. The Mo-Yr should be the month and year you are reconciling.
13. Press Add Pyrl Cks.

4. Reconcile

1. Use the Cleared column and the checkboxes to identify checks that have cleared the bank.
2. If you've added other entries, use the buttons on the bottom of the screen to view and clear those entries.
   
3. After reviewing and clearing all entries, press Save to save your work.

5. Print Reconciliation Report

1. Press Print to open the Bank Reconciliation Report.
2. Optionally, enter the name of the bank account in the Acct Name field if you want to specify what bank account was reconciled for this report.
3. Enter the statement bank balance in the Bank Statement Balance field.
   
4. The Deposits/Credits section can be used to enter up to 4 outstanding deposits.
   
5. The Charges/Debits section can be used to enter up to 4 outstanding charges.
   
6. The Outstanding Checks, Elect Pymt, Drct-Pay, and Adj/JE fields will automatically total outstanding entries from the main Bank Reconciliation screen (any entry that was not marked as cleared). These fields cannot be edited.
7. The Bank Balance field will display the current total based on the Bank Statement Balance, and all outstanding entries. The Bank Balance should equal the Cash in Bank Per Books amount.
8. When the Bank Balance and Cash in Bank Per Books balance are equal, press Print to print the reconciliation report.