Bank Reconciliation

Maintain/Process Bank Statement

This section deals with the Bank Reconciliation business component and its activity Maintain/Process Bank Statement.

Maintain/Process bank statement – A summary of the activity

The screen ‘Maintain/Process Bank Statement' enables the user to generate transactions in bank book and also reconcile the transactions between the bank statement and bank book automatically. This screen generates the customer receipts, Sundry payment/Receipt vouchers automatically and auto reconcile transactions.

Maintaining/Processing bank statement

Ø Select the “Maintain/Process Bank Statement” activity under the “Bank Reconciliation” business component.

The “Maintain/Process Bank Statement” page appears.

Ø Select one of the following radio buttons:

Maintain

Select this radio button to create a new bank statement against a bank account, edit/modify an existing bank statement, confirm a bank statement for processing, delete a bank statement or view an already created bank statement.

Process

Select this radio button to process the bank statement and reconcile the bank statement.

Note: This radio button is visible only if the process parameter ‘Processing of Bank Statement’ is set as “Required” in the “Set Finance Process Parameters” activity of the “OU Parameter Setup” business component.

Ø Enter the following fields in the “Search Criteria” group box:

Bank Account No.	Use the drop-down list box to select the code identifying the bank account. The bank account number must be defined in the “Create Bank/Cash Details” activity of “Bank Cash Definition” business component. The system displays all the bank accounts defined, in the drop-down list box. The system displays the first bank account by default.
Bank Name	The name of the bank.
Statement #	The unique number generated by the system at the time of creating the bank statement.
Statement Date From	The start date of the statement (Date Format). This date must be less than the statement end date.
Statement Date To	The statement end date (Date Format). The end date must be less than or equal to the system date.

Ø Click the “Search” pushbutton to retrieve the search results in the multiline.

Ø Enter the following fields in the “Statement Information” group box:

Bank Account #	Use the drop-down list box to select the code identifying the bank account. The bank account number must be defined in the “Create Bank/Cash Details” activity of “Bank Cash Definition” business component. The system displays all the bank accounts defined, in the drop-down list box. The system displays the first bank account by default.
Bank Name	The name of the bank.
Statement #	The unique number generated by the system at the time of creating the bank statement.
Status	The status of the bank statement #.
Statement Start Date	The start date of the statement (Date Format). Mandatory. This date must be less than the statement end date.
Statement End Date	The statement end date (Date Format). Mandatory. The end date must be less than or equal to the system date.
Opening Balance	The opening balance of the bank statement as on the statement start date.
Closing Balance	The closing balance of the bank statement as on the statement end date.

Ø Enter the following fields in the “Statement Details” multiline:

Bank Statement #	The unique number generated by the system at the time of creating the bank statement.
Bank Account No.	Use the drop-down list box to select the code identifying the bank account. The bank account number must be defined in the “Create Bank/Cash Details” activity of “Bank Cash Definition” business component. The system displays all the bank accounts defined, in the drop-down list box. The system displays the first bank account by default.

The system displays the following fields:

Bank Name	The Name of the Bank under which the statement# has been created.
Status	The status of the bank statement #.

Ø Enter the following fields:

Transaction Type	The Type of transaction that has been created in the bank statement.
Transaction Date	The Date of the transaction.
Remarks	Any comments pertaining to the transaction type.
Prefix	A prefix for the check number. The prefix precedes the check number and is given for easy identification. It can be a combination of both alphabets and numbers.
Check No.	The number identifying the check. The check number must be defined in the “Create Check Series” activity of “Release Payment” business component. The check number is mandatory if the “Transaction Type” selected is “Check Payment”.
Amount	The amount of the transaction.
Running Balance	The balance calculated by the system. The running balance in the first row is the sum of derived opening balance and the derived amount in the first row. The running balance in the other rows is the aggregate of the running balance in the preceding row and the derived amount in that row. Note: The running balance in the last row must be equal to the closing balance.
Pay-in-Slip No	The number identifying the pay in slip. The pay in slip must be defined in the “Create Pay-in-Slip” activity of the “Realize Receipt” business component. This field is mandatory if the “Transaction Type” selected is “Receipt” or “Service Charges”.
Depositing Point	The login organization unit of the transaction. This field is mandatory if the “Transaction Type” is “Receipt” or “Service Charges”.
Company Reference	It is a unique code that refers to the company involved in the transaction. This field is mandatory if the “Transaction Type” selected is “Payment” or “Service Charges”.
Account Code	The Account Code against which the postings should be done in case of sundry payment voucher/sundry receipt generated for transactions generated automatically during processing.
Account Description	The description of the account code.
Currency	The currency in which the transaction is done i.e. bank currency.
Exchange Rate	The Exchange rate between the bank currency and base currency as on the transaction date.
Amount(Base Currency)	The amount of the transaction in base currency.
Trading Partner Type	The trading Partner type against whom the transaction is done which could be ‘Supplier’ or ‘Customer’. This will be used to generate automatic transactions while processing of bank statement.
Trading Partner #	The trading partner # against whom the transaction is done.
Ref. Doc. Type	The Reference document type specifying the transaction generated in the system already against the Bank Statement entry. This will be used to reconcile the bank statement entry with the transaction in the system. This could be ‘Payment Voucher’, ‘Prepayment Voucher’, ‘ Sundry Payment Voucher’, ‘ Sundry Receipt’, ‘ Customer Receipt’ or ‘ Customer Invoice’.
Ref. Doc. #	The Refence Document # already saved against the entry while creating/editing the bank statement.
Ref. Doc. Amount(Base Currency)	The amount in the reference document in base currency.
Cost Center	The cost center to which the postings should be done in case of sundry payment voucher/sundry receipt generated for transactions generated automatically during processing.
Analysis Code	The analysis code to which the postings should be done in case of sundry payment voucher/sundry receipt generated for transactions generated automatically during processing.
Sub Analysis Code	The sub Analysis code to which the postings should be done in case of sundry payment voucher/sundry receipt generated for transactions generated automatically during processing.
Addl. Ref. - 1	The additional references provided against the entry while creating/editing the bank statement.
Addl. Ref. - 2	The additional references provided against the entry while creating/editing the bank statement.
Addl. Ref. - 3	The additional references provided against the entry while creating/editing the bank statement.
Document Status	Use the drop-down list box to specify the status of the document in which new transaction against the bank statement entry should be generated on process of the statement. The system lists the following values: § Blank – Indicates the transaction is already available in the system and need not be generated on processing. This option can be selected only when no reference details are provided against an entry. § Fresh – Indicates that the transaction should be created in ‘Fresh’ status. § Authorized – Indicates that the transaction should be created in ‘Authorized’, ‘Adjusted’ or ‘Paid’ status as applicable. § Not Applicable – Indicates that the system need not generate any transaction on processing. This option can be selected when any of the reference details (Ref. Doc. Details/Trading Partner Details/Account Details) are provided. Note: The system defaults the field based on the process parameter ‘Default Document Status in Process Bank Statement with’ set in the “Set Finance Process Parameters” activity of the “OU Parameter Setup” business component.
Document Type	The type of the document in which new transaction against the bank statement entry should be generated on process of the statement.
Document #	The document number of the transaction. Click the hyperlink to launch the respective screen.
Error Log	Description of the error message.
Statement Start Date	The Start Date of the statement.
Statement End Date	The End Date of the statement.
Line Status	The status of the Line which could be “Confirmed”, “Processed” or “Reconciled”.

Ø Select the following checkbox:

Auto Reconcile

Select the checkbox to auto-reconcile the bank statement with transactions available in the system. The system also considers the documents which are newly generated during processing.

Note: The system displays the field checked by default if the process parameter ‘Default Auto-Reconcile checkbox as checked in Process Bank Statement’ is set as “Yes” in the “Set Finance Process Parameters” activity of the “OU Parameter Setup” business component.

Any entries in the bank statement which are not reconciled (due to the absence of contra entry in the system or transaction amount variance or any other reason) need to be manually reconciled by the user under ‘Reconcile Transactions’.

User can also ‘Un reconcile’ the system reconciled transactions under ‘Unreconciled transactions’ activity.

Ø Click the “Compute Running Total” pushbutton to calculate the running number.

The system calculates the running balance in the first row as the sum of derived opening balance and the derived amount in the first row.

The running balance in the other rows is the aggregate of the running balance in the preceding row and the derived amount in that row.

Ø Click the “Save” pushbutton to record the entered details.

Ø Click the “Confirm” pushbutton to confirm the Bank Statement.

Note: Only the ‘Bank Statements’ in confirmed status will be further allowed for ‘Processing’.

Note: Modifications of statement details or Deletion of bank statement is not allowed after ‘Confirmation’ of Bank Statement.

Ø Click the “Delete” pushbutton to delete the bank statement.

Note: Another Bank Statement can be created for the same period.

Ø Click the “Process” pushbutton to process the bank statement.

On click of ‘Process’ pushbutton, if the ‘Auto-Reconcile’ checkbox is ‘checked’, then the system will automatically process and auto-reconcile the bank statement.

On click of ‘Process’ pushbutton, if the ‘Auto-Reconcile’ checkbox is ‘unchecked’, then the system will only process the bank statement and generate the required transactions. All the bank Statements which are ‘processed’ can be retrieved in the ‘Reconcile Transactions’ screen for manual reconciliation.

The Status of bank statement will be derived based on the line level status of the entries in the bank statement.

The Bank Statement status will be updated as ‘Processed’ only when all the entries in the statement are processed. The status will be retained as ‘Confirmed’ even if one entry in the statement is not processed.

The Bank Statement will be updated as ‘Reconciled’ only when all the entries in the statement are reconciled. The status will be retained as ‘Processed’ even if one entry in the statement is not reconciled.

Action Links:

This section comprises of the next possible action links for a given document.

4 Create Customer Receipt

4 Edit Customer Receipt

4 Record Instrument Information

4 Create Adjustment

4 Edit Adjustment

Ø Enter the following fields in the “Record Statistics” section:

Created By	The user name by whom the statement in reference has been created.
Created Date	The date on which the statement in reference has been created.
Modified By	The user name by whom the statement in reference has been last modified.
Modified Date	The date on which the statement in reference has been last modified.