Chapter 29: wWork 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 file. 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 chapter:

• Work with A/P Check Reconciliation Screen

• Display A/P Check Screen

• Display Check Invoices Screen

• Reconcile Checks

• Void Checks

• Reconcile a Batch of Checks

• 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.

ACR0148 DISPLAY Work with A/P Check Reconciliation 5/16/94 10:19:53 CommercialWare ---------- Check ---------- ------ Date ------- Opt Number Date Amount Reconciled Voided Vendor name Type options, press Enter. 5=Display 6=Reconcile 7=Unreconcile 8=Void 9=Void/reinstate 3010 5/10/94 101.95 ROJACKS 3011 5/10/94 31.00 ROJACKS F3=Exit F7=Reconcile by check or date range F8=Show/Hide Zero Check# F12=Cancel F21=Print list F22=User defined option F24=Select company

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	Enter 5 next to an A/P check to advance to the Display A/P Check Screen.
Reconcile an A/P check	Enter 6 next to an A/P Check and press Enter. See Reconcile Checks.
Unreconcile an A/P check	Enter 7 next to an A/P Check and press Enter. See Reconcile Checks.
Void an A/P check	Enter 8 next to an A/P Check record and press Enter. See Void Checks.
Void/reinstate an A/P check	Enter 9 next to an A/P Check record and press Enter. See Void Checks.
Display refunds by check date	Press F21 to display a list of refunds paid by check.
Reconcile by check or date range	Press F7. See Reconcile a Batch of Checks.

Display A/P Check Screen

Purpose: Use this screen to review the details of a specific A/P check.

How to display this screen: Enter 5 next to the A/P Check you want to review on the Work with A/P Check Reconciliation Screen.

ACR0149 DISPLAY Display A/P Check 5/16/94 12:02:07 CommercialWare Vendor . . . . . : 14 COLE HANN Status . . . . . : P Printed Total amount . . : 22.50 Discount amount : Paid amount . . : 22.50 Date printed . . : 5/10/94 Date reconciled : Date voided . . : Manual/generated : G Print count . . : 2 F3=Exit F7=Display invoices F12=Cancel

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 file; see Merchandising Chapter 19: 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: P = Printed R = Reconciled V = Voided Status code: Alphanumeric, 1 position; display- only, updated by the system. Status description: 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. This value is 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 value 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	Press F7 to advance to the Display Check Invoices Screen.

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: Press F7 on the Display A/P Check Screen.

ACR0150 DISPLAY Display Check Invoices 5/16/94 12:03:37 CommercialWare Vendor : 14 COLE HANN ---------------- Amount ---------------- Invoice # Total Discount Paid 76 22.50 .00 22.50 F3=Exit F12=Cancel

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 file. 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. This value is calculated by subtracting the discount from the value in the Total field. Numeric, 9 positions with a 2-place decimal; display-only.

Reconcile Checks

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 file when you run the purge program and the checks meet the criteria for purging.

Step-by-step instructions: To reconcile an A/P check on the Work with A/P Check Reconciliation Screen:

1. Enter 6 next to the A/P check you want to reconcile; however, you cannot reconcile a voided check.

2. Press Enter. The system displays the current date in the Date reconciled field.

3. Optionally, enter 7 next to a reconciled check to remove the reconciled status.

4. Press Enter. The system removes the date from the Date reconciled field. You may reconcile the check at a later time.

Void Checks

Void option: Use the void option on the Work with A/P Check Reconciliation Screen (option #8) 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 associated invoices.

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 (option #9) to void the check, but make the associated invoices 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 invoices 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 invoices are 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 invoices, as if they were never paid. This makes the invoices 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.

Step-by-step instructions: To void an A/P check:

1. Enter 8 next to the A/P check you want to void; however, you cannot void a reconciled check.

2. Press Enter. The system displays a Void Confirmation pop-up window. Press Enter to confirm the action or press F12 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, enter 9 next to the A/P check you want to void and reinstate; however, you cannot void/reinstate a reconciled check.

6. Press Enter. The system displays the Void Confirmation pop-up window. Press Enter to confirm the action or press F12 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.

Reconcile a Batch of Checks

Purpose: Use the Reconcile by check or date range function (F7) 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: Press F7 on the Work with A/P Check Reconciliation Screen.

Reconcile by Check/Date Check # range . . to - OR - Check date range . to F12=Cancel

Step-by-step 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. Press Enter to reconcile the appropriate checks or press F12 to cancel this action.

4. The system displays a message if you press Enter and updates the Date reconciled field with the current date:

Reconciling checks...

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 press F21 to print the A/P Reconciliation List.

Reconciliation List Date Print the reconciliation list for checks with a check date on or before Leave the date blank to print all checks. F3=Exit F12=Cancel

You can specify a date up to and including which you want to report check information; otherwise, press Enter to include all checks on this report.