Chapter 103: Reconciling Checks (MREC)

Purpose: Each refund check you print produces a record in the Refund Reconciliation file. 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

Refund checks and A/R on-account payments: If the refund check originated from an A/R open item that you flagged to produce a refund check, and the open item represented an on-account payment, then the system does not create a record in the Refund Reconciliation file. See Correcting Refund Check Errors for more information on generating refund checks for A/R open items.

In this chapter:

• Work with Check Reconciliation Screen

• Display Check Screen

• Reconciling and Unreconciling Checks

• Correcting Refund Check Errors

• Print Reconcile List Prompt Screen

• Check Reconciliation List

• Check Reconciliation List by Bank

• Purge Refund Checks Screen (MPRF)

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.

CSR0404 DISPLAY Work with Check Reconciliation 10/10/97 9:04:22 By Check # The KL Mail Order Company Opt Bnk Check# Chk Dt Amount Recon Voided Customer Name Type options, press Enter. 5=Display 6=Reconcile 7=Unreconcile 8=Void/Write-off 9=Void/Reinstate K9L 1 10/09/97 40.94 LEX AUTOPARTS ATTN: JO 5AL 2 10/09/97 52.50 LEX AUTOPARTS ATTN: JO 5AL 3 10/09/97 4.00 10/10/97 LEX AUTOPARTS ATTN: JO 5AL 4 10/09/97 21.00 THE MIGHTY STEEL CORPO K9L 5 10/09/97 46.00 MAXWELL, GEORGE M K9L 6 10/09/97 46.00 MAE, MARY M KAL 7 10/09/97 46.00 WILSON, GREG KAL 8 10/09/97 23.00 10/10/97 WILSON, GREG K9L 9 10/09/97 46.00 DEGANN, DAVE 5AL 10 10/09/97 46.00 DEGANN, DAVE KAL 11 10/09/97 46.00 REBAN, NATASHA R + F2=Display by check date F3=Exit F7=Reconcile by check or date range F12=Cancel F21=Print list F24=Select company

Field	Description
Bnk (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 file. See Accounts Payable Chapter 6: Working with Banks (WBNK). Alphanumeric, 3 positions; optional.
Check #	The number of the refund check. Numeric, 7 positions; optional.
Chk dte (Check date)	The date the system generated the refund check. Numeric, 6 positions (MMDDYY 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 (MMDDYY format); optional.
Voided	The date you voided the refund check. Numeric, 6 positions (MMDDYY format); optional.
Customer name	The name of the customer to receive the refund. Alphanumeric, 25 positions; display-only.

Screen Option	Procedure
Display a refund	Enter 5 next to a refund to advance to the Display Check Screen.
Reconcile a refund check	Enter 6 next to the refund to reconcile the check. See Reconciling and Unreconciling Checks.
Unreconcile a refund	Enter 7 next to the refund to unreconcile the check. See Reconciling and Unreconciling Checks.
Void/writeoff a refund	Enter 8 next to a refund to void/writeoff the refund. See Correcting Refund Check Errors.
Void/reinstate a refund	Enter 9 next to a voided refund to reinstate the refund. See Correcting Refund Check Errors.
Display refunds by check date or by check number	Press F2 to display the refunds in ascending order by check date. Press F2 again to display refunds in ascending order by check number.
Reconcile by check or date range	Press F7 to reconcile refunds by check or date range. See Reconciling and Unreconciling Checks.
Print a list of refunds	Press F21 to advance to the Print Reconcile List Prompt Screen.

Display Check 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, enter 5 next to the check you want to review.

CSR0405 DISPLAY Display Check 10/24/97 12:59:55 EZK Mail Order Check # . . . . . : 63 Amount . . . . : 10.46 Date printed . . : 10/24/97 Date voided . . . : Date reconciled . : Received from bank . . . : N Order # . . : 3938 - 1 Customer # . . . : 295 KAPLAN, ELISE Z Bill to . . . . : 191 COMMERCIALWARE ATTN: KAPLAN ELISE Bank . . . . . . : 001 DEFAULT BANK FOR CASH POSTING F3=Exit F12=Cancel

Field	Description
Check #	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 (MMDDYY format); display-only.
Date voided	The date you voided the refund check. Numeric, 6 positions (MMDDYY format); display-only.
Date reconciled	The date you reconciled the refund check. Numeric, 6 positions (MMDDYY format); display-only.
Received from bank	This value indicates whether you have received the canceled refund check from the bank. Valid values are: Y = You have received the check from the bank. N = You have not received the check from the bank. The system updates this field to Y when you reconcile the check. See Reconciling and Unreconciling Checks. Alphanumeric, 1 position; display-only.
Order #	The order that produced the refund. In cases where the system consolidated refund check amounts due to an accounts receivable customer on credit open items flagged to produce refund checks, the order number is 0 - 0. You cannot void such checks. See Correcting Refund Check Errors. Numeric, 8 positions; display-only, assigned by the system.
Customer #	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 file. See Accounts Payable Chapter 6: 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: Enter 6 next to the refund check. The current date appears in the Recon field to indicate that the check has been reconciled.

Unreconcile a single check: Enter 7 next to 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: Press F7 to display the Batch Reconciliation pop-up window:

Batch Reconciliation Starting check# Ending check# - OR - Starting check date Ending check date F12=Cancel (no update)

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: Enter 8 next to 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: Enter 9 next to 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 Order Inquiry.

Note: If you do not have the general ledger numbers set up in the Pay Type G/L file at the time the system initially posts the refund to the general ledger, but then populate the general ledger numbers in the Pay Type G/L file, the system will post to a 0 general ledger account when you void and reinstate a check. See Voiding/Reinstating Refund Checks.

A/R refund checks: You can also void refund checks created through Processing A/R Refunds (MARC). Unlike checks produced through the Process Refunds option, these checks represent credit A/R open items that were flagged to produce a refund check, rather than applying the credit toward the A/R account. When you void these refund checks, the A/R open item remains in a processed (P) status, and the system updates the original refund record, available through Working with Refunds, Writeoffs and Balances Due (WREF).

However, when there is more than one credit open item flagged to produce a refund check for a bill-to account, the system consolidates the refunds into a single check. The order number for such checks appears on the Display Check Screen as 0 - 0. You cannot void such checks; instead, an error message displays indicating that the refund record was not found. See Chapter 105: Processing A/R Refunds (MARC).

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, press F21.

CSR0510 ENTER Print Reconcile List Prompt 1/06/03 16:04:50 KAB Co. Bank Print unreconciled checks with a check date from to OR Print reconciled checks with a reconciled date from to F3=Exit

Field	Description
Bank	The bank whose refund checks you wish to review. Bank codes are defined in and validated against the Bank file. 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 set to Y. 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 (MMDDYY 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 (MMDDYY 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.

Purge Refund Checks Screen (MPRF)

Purpose: Use this screen to purge refund check records once you have reconciled or voided the checks.

How to display this screen: Enter MPRF in the Fast path field at the top of any menu or select Purge Refund Checks from a menu.

CSR0516 ENTER Purge Refund Checks 10/10/97 8:36:33 Mail Order Inc. All refund checks with a reconcile or void date will be deleted! Press Enter to submit job. F3=Exit F12=Cancel

To purge checks, press Enter. Enter Y at the confirmation prompt that appears at the bottom right corner of the screen to purge refund checks; otherwise, press F3 or F12 to return to a menu.

The system submits the PURG_REFCHK batch job, which purges all reconciled and voided refund checks. Once purged, refund checks no longer appear on the Work with Check Reconciliation Screen.

The system also produces the Check Reconciliation List. Although identical in layout to the Check Reconciliation List, this version of the list includes all voided and reconciled refund checks that have been purged by the Purge Refund Check program.