Reconciliation statements (CA302000)

If you are in the list window, the first line in the table is a search line. Each column has a search field which you can click to search for or filter on specific values and narrow down the displayed table rows. You can search and filter in as many columns as you need to, to only display the results you want to view.

There are two types of search fields:

• White: here you can type a specific search term to display results in this column containing this exact value. If you search on several (partial) words, you can separate them by a space or % and get different results:

  • space: the result contains the words in any order,

  • %: the result contains the words in the specific order, and the % functions as a wildcard as well.

• Grey: you can click this to open the column filter pop-up window where you can filter the results for this column.

In this part, you can select a reconciliation statement.

To create a new statement, select a cash account, select the reconciliation date, specify the latest date for the transactions to be loaded, and enter the balance from the bank statement as the Statement balance.

The Totals section

The elements in this section are arranged in two columns:
The first displays the balances or total amounts of the specified types, and the second (Document count) shows the number of documents of each type.

Also there are check boxes that are displayed when the system settings used to prepare currently selected statement differ from the current system settings.
These check boxes are not available for editing.

Element	Description
Beginning balance	The balance of the previous reconciliation statement. The system uses the reconciled balance of the previous statement to populate this field.
Reconciled receipts	The first column: The total amount of reconciled receipts on the statement. The second column: The number of cleared receipts.
Reconciled disb.	First column: The total amount of reconciled disbursements. Second column: The number of cleared disbursements.
Reconciled balance	The beginning balance of the statement plus the cleared receipts minus the cleared disbursements.
Statement balance	The balance of the current bank statement, which you enter manually for the current reconciliation statement.
Difference	The difference between the reconciled balance and the statement balance.
Voided transactions are skipped	A check box that indicates the value of the Skip voided transactions check box in the Cash management preferences (CA101000) window at the moment when a user saved this reconciliation statement for the first time. The element is displayed only if the value of the setting has been changed since the reconciliation statement was first saved.
Bank transactions are matched to batch payments	A check box that indicates the value of the Match bank transactions to batch payments check box of the cash account (in the Cash accounts (CA202000) window) at the moment when a user saved this reconciliation statement for the first time. The check box is displayed if the value of the setting has been changed since the reconciliation statement was first saved.
Document count	The number of receipts and disbursements included in the statement.

If a previously closed reconciliation is selected in the top part, you can view the transactions that were included in the reconciliation statement.

If you are preparing a new reconciliation statement or editing a statement with the On hold or Balanced status, you can view all transactions recorded to the account, including those with the On hold and Balanced statuses. Some transactions may be marked as Cleared if preliminary information was received from the reconciliation source prior to the date of reconciliation.

If this is a bank account, and you recently imported the bank statement for this account and processed the imported transactions, such transactions will have the Cleared check boxes selected.

You can select the Reconciled check box for transactions with the Posted status that you confirm with the source.
If needed, you can add new transactions on the fly if they are present in either the source or the list (but not both).

The table buttons

Button	Description
Toggle reconciled	Toggles the value of the Reconciled check box for all displayed records in the table. If the records are filtered, the check box value is toggled for only displayed records. The process takes the check box value from the first displayed row, inverts it, and changes the check box value to the new one for all displayed records.
Toggle cleared	Toggles the value of the Cleared check box for all records displayed in the table that have the Cleared check box available for editing. If the records are filtered, the check box value is toggled for only displayed records. The process takes the check box value from the first displayed row, inverts it, and changes the check box value to the new one for all displayed records.
Reconcile processed	Selects the Reconciled check boxes in the table for all released documents that were processed in the Process bank transactions (CA306000) window.
Create adjustment	Opens the Quick transaction dialog box so you can add an adjustment on the fly.

The table columns

Column	Description
Reconciled	A check box that you select to indicate that the document is included in the reconciliation statement as a reconciled one.
Cleared	A check box that you select to indicate that the document was cleared with the reconciliation source, generally based on preliminary information. If you perform reconciliation of the bank account, a selected check box may indicate that the document was matched to the transaction on the imported bank statement.
Clear date	The date when the document was cleared.
Incoming payment	The amount of the document, if it is an incoming payment.
Disbursement	The amount of the document, if it is a disbursement.
Document ref.	The reference number of the corresponding external document.
Workspace	The workspace where the transaction or the document originated.
Trans. type	The type of transaction or document, or the entry type of the transaction.
Orig. doc. number	The ID of the document in the system. By clicking this number, you can navigate to the appropriate window (which depends on the type of the document) so you can view the details of the selected document.
Status	The status of the document in the system.
Doc. date	The date of the transaction or document.
Business account	The ID of the supplier or customer associated with the document.
Business account name	The name of the supplier or customer.
Description	A detailed description of the document.

The Quick transaction dialog box

This dialog box opens when you click one of the following:

• Add expense in the Funds transfers (CA301000) window
• Create adjustment in the Reconciliation statements (CA302000) window
• Create transaction in the Cash account details (CA303000) (CA303000) window

By using the dialog box, which includes the following elements, you can quickly add cash transactions of any entry type.

Note: In the Funds transfers (CA301000) window, you can add cash transactions with only an entry type that has Module set to CA.

Element	Description
Cash account	The cash account to be updated by this transaction.
Entry type	The user-defined type of cash transaction.
Doc. date	The date of the transaction.
Fin. period	The financial period to which the transaction is posted.
Currency	A read-only column that shows the currency of the cash account.
Document ref.	The reference number of the corresponding external document.
Amount	The amount of the transaction in the specified currency.
Description	A detailed description of the transaction. The field is filled by default with the description of selected entry type.
Status	The status of the transaction.
Cleared	A check box that you select to indicate that this transaction has been cleared.
Offset account	The general ledger account that is used by default as the offset account for transactions. The field is displayed if the entry type is set to Cash management.
Offset subaccount	The offset subaccount used with the account selected.
Save (button)	Creates a transaction with the specified details and closes the dialog box.
Cancel (button)	Clears the dialog box elements and closes it without saving the transaction.