Work with A/P Check Reconciliation (WREC)
Purpose: Use Work with A/P Check Reconciliation to display, reconcile, unreconcile, void, or reinstate A/P checks. Only printed A/P checks are added to the A/P Check Reconciliation table. This screen lists all paid A/P checks. This screen displays all A/P checks until you run the purge program that removes reconciled and voided check records.
In this topic:
• Work with A/P Check Reconciliation Screen
• Display Check Invoices Screen
• Reconcile by Check/Date Window
• Reconciliation List Date Window
Work with A/P Check Reconciliation Screen
How to display this screen: Enter WREC in the Fast path field at the top of any menu or select Work with Check Reconciliation from a menu.
Field |
Description |
Number |
The number of the check issued to the vendor. If using preprinted checks, this is the number on the check. If not using preprinted checks, this value was defined through the Generate A/P Checks Screen. Numeric, 7 positions; optional. |
Date |
The date when the A/P check was printed for the vendor. Numeric, 6 positions; MMDDYY format, optional. |
Amount |
The amount of the A/P check. This represents the dollar amount of the vendor's invoice minus any discount. Numeric, 9 positions with a 2-place decimal; optional. |
Date reconciled |
The date you reconciled the A/P check using option 6. Reconciliation does not necessarily occur the same day you receive the check from the bank. Numeric, 6 positions; MMDDYY format, optional. |
Voided |
The date you voided the A/P check, using option 8. Numeric, 6 positions; MMDDYY format, optional. |
Vendor name |
The name of the vendor from whom you made the purchase. You cannot scan on this field. Alphanumeric, 30 positions; display-only. |
Screen Option |
Procedure |
Display an A/P check record |
Select Display for an A/P check to advance to the Display A/P Check Screen. |
Reconcile an A/P check |
Select Reconcile for an A/P Check and select OK. See Reconcile Checks. |
Unreconcile an A/P check |
Select Unreconcile for an A/P Check and select OK. See Reconcile Checks. |
Void an A/P check |
Select Void for an A/P Check record and select OK. See Void Checks. |
Void/reinstate an A/P check |
Select Void/Reinstate for an A/P Check record and select OK. See Void Checks. |
Display refunds by check date |
Select Print List to display a list of refunds paid by check. |
Reconcile by check or date range |
Select Recon by chk/dte. See Reconcile a Batch of Checks. |
Purpose: Use this screen to review the details of a specific A/P check.
How to display this screen: Select Display for the A/P Check you want to review on the Work with A/P Check Reconciliation Screen.
Field |
Description |
Vendor |
A code that identifies the person or business from whom you made a purchase. Vendor numbers are defined in and validated against the Vendor table; see Working with Vendors (WVEN). Numeric, 7 positions; display-only. |
Vendor name (Unlabeled field to the right of the vendor number) |
The name of the vendor from whom you made the purchase. Alphanumeric, 30 positions; display-only. |
Status |
The status and status description of the A/P Check. Valid values are: • Printed • Reconciled • Voided Alphanumeric, 25 positions; display-only, updated by the system. |
Total amount |
The dollar amount of the vendor's invoice. Numeric, 9 positions with a 2-place decimal; display-only. |
Discount amount |
The dollar amount of the discount applied to the A/P invoice. Numeric, 9 positions with a 2-place decimal; display-only. |
Paid amount |
The amount of the A/P check used to pay off the vendor's invoice. Calculated by subtracting the value in the Discount amount field from the value in the Total amount field. Numeric, 9 positions with a 2-place decimal; display-only. |
Date printed |
The date on which the A/P check was printed for the vendor. Numeric, 6 positions; MMDDYY format, display-only. |
Date reconciled |
The date on which you reconciled the A/P check using option 6. Numeric, 6 positions; MMDDYY format, display-only. |
Manual/generated |
This setting indicates whether an actual check was printed for the vendor through Work with A/P Checks (WCHK). Valid values are: • M = The system did not print a check for the vendor. You selected the Pay/no check option because the vendor is paid via wire transfers. • G = The system printed a check for the vendor. Alphanumeric, 1 position; display-only. |
Date voided |
The date on which you voided the A/P check using option 8. Numeric, 6 positions; MMDDYY format, display-only. |
Print count |
The number of times this check has been printed or reprinted. This field defaults to 1 and increments by 1 each time you reprint the A/P check through Reprinting A/P Checks (RCHK). Numeric, 3 positions; display-only, updated by the system. |
Screen Option |
Procedure |
Display the invoices associated with this A/P check |
Select Display Invoices to advance to the Display Check Invoices Screen. |
Purpose: Use this screen to review the individual invoices associated with this A/P check. A single check can be issued to the vendor to pay off multiple invoices.
How to display this screen: Select Display Invoices on the Display A/P Check Screen.
Field |
Description |
Vendor |
A code that identifies the person or business from whom you made a purchase. Vendor numbers are defined in and validated against the Vendor table. Numeric, 7 positions; display-only. |
Vendor description (Unlabeled field to the right of the vendor number) |
The name of the vendor from whom you made the purchase. Alphanumeric, 30 positions; display-only. |
Invoice # |
The number of the vendor's invoice for the merchandise or service purchased. Alphanumeric, 11 positions; display-only |
Total amount |
The dollar amount of the vendor's invoice. Numeric, 9 positions with a 2-place decimal; display-only. |
Discount amount |
The dollar amount of the discount applied to the A/P invoice. Numeric, 9 positions with a 2-place decimal; display-only. |
Paid amount |
The amount of the check used to pay off the vendor's invoice. Calculated by subtracting the discount from the value in the Total field. Numeric, 9 positions with a 2-place decimal; display-only. |
Purpose: Use the reconcile option on the Work with A/P Check Reconciliation Screen to identify an A/P check as paid and cancelled.
Optionally, use the unreconcile option on the Work with A/P Check screen to re-set a A/P check to an unreconciled status and remove the reconciliation date. Select this option if you mistakenly identified a check as reconciled.
When to reconcile checks: You may reconcile an A/P check when you receive a bank statement that proves that the A/P check has been cashed (cancelled). When you reconcile the cancelled checks, you update your account by indicating that certain A/P checks are no longer outstanding.
The system updates the A/P check with a reconciliation date when you select the option to reconcile the check; however, the system removes this date if you unreconcile the check.
The system deletes reconciled checks from the A/P Check Reconciliation table when you run the purge program and the checks meet the criteria for purging.
Instructions: To reconcile an A/P check on the Work with A/P Check Reconciliation Screen:
1. Select Reconcile for the A/P check you want to reconcile; however, you cannot reconcile a voided check.
2. Select OK. The system displays the current date in the Date reconciled field.
3. Optionally, select Unreconcile for a reconciled check to remove the reconciled status.
4. Select OK. The system removes the date from the Date reconciled field. You may reconcile the check at a later time.
Void option: Use the void option on the Work with A/P Check Reconciliation Screen (select Void) to void the check on the system, which makes the check ineligible to be cashed. Use the void option, for example, if the vendor goes out of business and you do not have to pay the invoice.
When you void a check, the system first requires you to confirm the void operation, then requires you to specify the division and bank against which the A/P purchase posted so that the system can back out the posting from the appropriate G/L account number. The system will credit the disbursements account and debit the cash account.
Void/reinstate option: Optionally, use the void/reinstate option on the Work with A/P Check Reconciliation screen (select Void/reinstate) to void the check, but make the invoice eligible to be paid the next time you use the Generate A/P Checks Screen. You may choose this option if you cut a check for a vendor by mistake, but you intend to pay the vendor's invoice at a later date.
When you select this option, the system also requires you to confirm the void/reinstate operation and specify the division and bank against which the transaction posted.
The A/P invoice is flagged as paid, the status is changed back to Open, and the system writes a General Ledger transaction to reduce cash and increase A/P. The system updates the A/P check with a void date, but also “opens up” the A/P invoice, as if it was never paid. This makes the invoice eligible to be paid the next time you use the Generate A/P Checks Screen.
When you void/reinstate a check, the invoice amount will be reflected in the vendor's total open A/P.
Instructions: To void an A/P check:
1. Select Void for the A/P check you want to void; however, you cannot void a reconciled check.
2. Select OK. The system displays a Void Confirmation pop-up window. Select OK to confirm the action or select Cancel to cancel the action.
3. If you void the check, the system displays the Enter Bank/ Division pop-up window where you must specify the division and bank against which the purchase posted. The system uses this information to debit the correct cash General Ledger account and credit the correct General Ledger disbursements account.
4. The system updates Date voided field of the Check record with the current date.
5. Optionally, select Void/reinstate for the A/P check you want to void and reinstate; however, you cannot void/reinstate a reconciled check.
6. Select OK. The system displays the Void Confirmation pop-up window. Select OK to confirm the action or select Cancel to cancel the action.
7. Again, the system displays the Enter Bank/Division pop-up window for you to specify the division and bank number against which the original purchase posted.
8. If you void and reinstate the check, the current date displays in the Date voided field. You may re-generate the A/P check the next time you run the Generate A/P Checks program.
Note: The system does not allow you to void/reinstate a direct disbursement check.
Purpose: Use the Reconcile by check or date range function (Recon by chk/dte) at the Work with A/P Check Reconciliation Screen to reconcile a group of checks in a single step, for example, if you want to reconcile an entire bank statement.
When to use this function: Use this option when you want to reconcile a consecutive number of checks, based on a particular date or check range. The system will identify each check in the specified range as reconciled. If necessary, you may select the option to unreconcile any check in the range that has not been cashed.
Reconcile by Check/Date Window
Purpose: Complete this window to identify the range of check numbers or dates within which each eligible check will be reconciled.
How to display this screen: Select Recon by chk/dte on the Work with A/P Check Reconciliation Screen.
Instructions: To reconcile a batch of checks within the specified date or check number range.
1. Enter the number of the first check you want to reconcile and the last check you want to reconcile in the Check # range fields. The system will reconcile every check within this range, or
2. Enter the starting and ending date of the checks you want to reconcile in the Check date range fields. The system will reconcile every check within these dates; however, the system will not reconcile any voided checks.
3. Select OK to reconcile the appropriate checks or select Cancel to cancel this action.
4. The system updates the Date reconciled field with the current date.
Reconciliation List Date Window
Purpose: Use the Print List function on the Work with A/P Check Reconciliation Screen to print the A/P Reconciliation List. This report identifies all unreconciled, reconciled, and voided checks that were manually generated, system-generated or entered as a direct disbursement.
Use this report when you are reconciling your A/P checks. You can consult the report to update the status of A/P checks on the A/P Check Reconciliation screen. Additionally, this report provides subtotals and totals so that you can balance the account(s) against which the checks posted.
How to display this screen: This window appears when you select Print List to print the A/P Reconciliation List.
You can specify a date up to and including which you want to report check information; otherwise, select OK to include all checks on this report.
