Purpose: Each refund check you print produces a record in the Refund Reconciliation table. You can use the Work with Check Reconciliation function to:
• reconcile refund checks that you receive back from the bank
• void refund checks in order to write them off
• void refund checks so that you can issue new refund checks
• unreconcile refund checks that were reconciled in error
In this chapter:
• Work with Check Reconciliation Screen
• Reconciling and Unreconciling Checks
• Correcting Refund Check Errors
• Print Reconcile List Prompt Screen
• Check Reconciliation List by Bank
For more information: See Reconciling Checks (MREC).
Work with Check Reconciliation Screen
Purpose: Use this screen to display, reconcile, unreconcile, writeoff, void or reinstate refund checks. This screen lists all refund checks. Reconciled, voided and written off refunds remain on this screen until you use the Purge Refund Checks Screen (MPRF).
How to display this screen: Enter MREC in the Fast path field at the top of any menu or select Work with Check Reconciliation from a menu.
Field |
Description |
Bank |
The bank associated with the source code on the order. You associate a source code with a bank through its division. If you process orders in multiple currencies, the bank indicates the currency of the refund check, since each currency on your system is associated with a unique bank. Bank codes are defined in and validated against the Bank table. See Working with Banks (WBNK). Alphanumeric, 3 positions; optional. |
Check number |
The number of the refund check. Numeric, 7 positions; optional. |
Chk Dt (Check date) |
The date the system generated the refund check. Numeric, 6 positions (in user date format); optional. |
Amount |
The amount of the refund check. If you process orders in multiple currencies, this amount is in the currency used on the order. Numeric, 9 positions with a 2-place decimal; optional. |
Recon (Date reconciled) |
The date you reconciled the check. Reconciliation does not necessarily occur the same day you receive the check from the bank. Numeric, 6 positions (in user date format); optional. |
Voided |
The date you voided the refund check. Numeric, 6 positions (in user date format); optional. |
Customer name |
The name of the customer to receive the refund. Alphanumeric, 25 positions; display-only. |
Screen Option |
Procedure |
Display a refund |
Select Display for a refund to advance to the Display Check Screen. |
Reconcile a refund check |
Select Reconcile for the refund to reconcile the check. See Reconciling and Unreconciling Checks. |
Unreconcile a refund |
Select Unreconcile for the refund to unreconcile the check. See Reconciling and Unreconciling Checks. |
Void/writeoff a refund |
Select Void/Write-off for a refund to void/writeoff the refund. See Correcting Refund Check Errors. |
Void/reinstate a refund |
Select Void/Reinstate for a voided refund to reinstate the refund. See Correcting Refund Check Errors. |
Display refunds by check date or by check number |
Select By Check Date to display the refunds in ascending order by check date. Select By Check Date again to display refunds in ascending order by check number. |
Reconcile by check or date range |
Select Batch Reconcile to reconcile refunds by check or date range. See Reconciling and Unreconciling Checks. |
Print a list of refunds |
Select Print List to advance to the Print Reconcile List Prompt Screen. |
Purpose: Use this screen to review the details of a refund check.
How to display this screen: At the Work with Check Reconciliation Screen, select Display for the check you want to review.
Field |
Description |
Check number |
The number of the refund check. Numeric, 7 positions; display-only, assigned by the system. |
Amount |
The total dollar amount of the refund. If you take orders in multiple currencies, the amount is in the currency used on the order. Numeric, 11 positions with a 2-place decimal; display-only. |
Date printed |
The date you printed the refund check. Numeric, 6 positions (in user date format); display-only. |
Date voided |
The date you voided the refund check. Numeric, 6 positions (in user date format); display-only. |
Date reconciled |
The date you reconciled the refund check. Numeric, 6 positions (in user date format); display-only. |
Received from bank |
Indicates whether you have received the canceled refund check from the bank. Valid values are: • selected = You have received the check from the bank. • unselected = You have not received the check from the bank. The system updates this field to selected when you reconcile the check. See Reconciling and Unreconciling Checks. |
Order number |
The order that produced the refund. Numeric, 8 positions; display-only, assigned by the system. |
Customer number |
The number of the customer receiving the refund. Numeric, 9 positions; display-only, assigned by the system. |
Customer name (Unlabeled field to the right of the customer number) |
The name of the customer receiving the refund. Alphanumeric, 41 positions; display-only. |
Bill to (Bill-to customer number) |
The number of the bill-to customer associated with the order. Bill-to customer information appears only if there is a bill-to customer associated with the order. Numeric, 7 positions; display-only. |
Bill-to customer name (Unlabeled field to the right of the bill-to customer number) |
The name of the bill-to customer and company associated with the order. Alphanumeric, 42 positions; display-only. |
Bank |
The bank associated with the source code on the order. You associate a source code with a bank through its division. Bank codes are defined in and validated against the Bank table. See Working with Banks (WBNK). If you process orders in multiple currencies, each currency on your system is associated with a unique bank. Alphanumeric, 3 positions; display-only. |
Bank name (Unlabeled field to the right of the bank code) |
The description associated with the bank. Alphanumeric, 30 positions; display-only. |
Reconciling and Unreconciling Checks
Purpose: From the Work with Check Reconciliation Screen, you can reconcile individual canceled refund checks or you can reconcile a group (batch) of canceled checks by check number or by date range.
Note: You cannot reconcile or unreconcile a voided check.
Reconcile a single check: Select Reconcile for the refund check. The current date appears in the Recon field to indicate that the check has been reconciled.
Unreconcile a single check: Select Unreconcile for a reconciled refund check that you want to unreconcile. The reconciled date disappears from the screen to indicate that the check is still unreconciled.
You cannot unreconcile a voided check.
Reconcile a batch of checks: Select Batch Reconcile to display the Batch Reconciliation pop-up window.
To reconcile a batch of canceled refund checks, enter the necessary information. You can:
• Reconcile canceled checks by check number by entering the first and last check numbers in the Starting check # and the Ending check # fields, or
• Reconcile canceled checks by batch by entering the first date and the final date of the checks in the Starting check date and Ending check date fields
Correcting Refund Check Errors
Void and writeoff a refund check: Select Void/Write-off for the refund at the Work with Check Reconciliation Screen.
When you accept the void/writeoff, the system:
• displays the void date
• voids the check record
• puts the refund in writeoff pending status so it can be written off the next time you process refunds
• writes a transaction message at the Display Order History Screen.
Void and reinstate: Select Void/Reinstate for the refund.
Using the void/reinstate option:
• places the refund on hold so that it won't be processed the next time you process refunds
• writes a transaction message at the Display Order History Screen, which you can view through standard Order Inquiry. This information is also available through streamlined Order Inquiry by selecting History.
Print Reconcile List Prompt Screen
Purpose: Use the Check Reconciliation List when reconciling refund checks against your account. You can include checks within a specific range of dates and also a specific bank; this may be useful if you are preparing a report for a specific accounting period.
How to display this screen: At the Work with Check Reconciliation Screen, select Print List.
Field |
Description |
Bank |
The bank whose refund checks you wish to review. Bank codes are defined in and validated against the Bank table. If you enter a bank code, you must also enter a date range for unreconciled checks or reconciled checks. This field displays only if the Use Alternate Currency Pricing (H89) system control value is selected. If you specify a bank, the system prints the Check Reconciliation List by Bank in the currency associated with the bank. Alphanumeric, 3 positions; optional. |
Print unreconciled checks with a check date from and to |
The first and last dates of the period for which you want to review unreconciled refund checks. Numeric, 6 positions (in user date format) each field; required if reconciled date range is not specified. |
Print reconciled checks with a reconciled date from and to |
The first and last dates of the period for which you want to review reconciled refund checks. Numeric, 6 positions (in user date format) each field; required if unreconciled date range is not specified. |
To print the Check Reconciliation List, enter dates in each field for unreconciled, reconciled or both.
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MREC OROMS 17.0 2018 OTN