Electronic Check Reconciliation

NERDug 2005 – July 28-29 – Hampshire College

Wendy O'Rourke – Hampshire CollegeJeff Butera – Hampshire College

Session 10630July 28, 2005

3:00PM - Room 102

Outline

NERDug 2005 – July 28-29 – Hampshire College

●High Level Overview of Process●Low Level Look at Details●One-Time Setups to Implement●Walk Through (end to end)

High Level Overview

NERDug 2005 – July 28-29 – Hampshire College

●Get data from bank monthly●Copy onto Datatel server●Import data into Colleague●Run batch reconcile●Run reports●All done!

Lower Level Details

NERDug 2005 – July 28-29 – Hampshire College

●Check data from bank varies:●timing●format●media

Contact your bank for details.

Lower Level Details

NERDug 2005 – July 28-29 – Hampshire College

●Copy data to server:●Many methods●FTP●Network drive

Whatever works best for you.

Lower Level Details

NERDug 2005 – July 28-29 – Hampshire College

●Run batch reconcile (the fun part)●CF - LBRT (AP checks)●HR – BKRI (PR checks)

Watch how much faster it is!

Lower Level Details

NERDug 2005 – July 28-29 – Hampshire College

●Run reports●Datatel has some canned reports●We had others we added

It's all what you're looking for.

One-Time Setups

NERDug 2005 – July 28-29 – Hampshire College

●For AP checks:●CF subroutine S.LOAD.AP.CHK●Will need to customize (bank-specific)●Subroutine reads/parses bank data

One-Time Setups

NERDug 2005 – July 28-29 – Hampshire College

●AP Bank Setup●CF – AP – APC – BKCD●Setup any bank(s) and/or account(s)●Populate subroutine name:Reconciliation Tape Block Size.: 1 Reconciliation Tape Record Size: 1 Reconciliation Tape Subroutine.: H08.S.LOAD.AP.CHK

One-Time Setups

NERDug 2005 – July 28-29 – Hampshire College

●For HR checks:●Create an ELF spec●Datatel provides INTER.BANK.RECON●ELF requires check issue/paid dates (fake it)

One-Time Setups

NERDug 2005 – July 28-29 – Hampshire College

●GEN your ELF spec●On CF – BKRR enter:

Custom ELF Specification: H08.RECON.MAP

Description: 1: RECON FILE File Type..: VD Variable Disk Directory....: /datatel/live/collive/H08.DATA/_CHECKS_

●Enter a place for bank files on ELFT:

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July 25 2005 ELECTRONIC CHECK RECONCILIATION REPORT08:22 Check ID Amount Reconciled Error Message---------- -------- ---------- --------------------------01*0030551 100.00 No This check does not exist01*0076208 500.00 Yes01*0076209 2,000.00 Yes01*0076210 183.49 Yes01*0076211 650.00 Yes01*0076212 23.55 Yes01*0076214 15,555.43 Yes

Walk Through

RECONCILED 030105 thru 033105 Curr CurrentCHK.DATE CHECKS. CHK.MISC.NAME..... CHK.AMOUNT... Stat Stat Date 09/10/03 0076073 Payee name here 94.89 R 03/22/0502/22/05 0076208 Payee name here 500.00 R 03/31/0502/17/05 0076209 Payee name here 2,000.00 R 03/31/0502/18/05 0076210 Payee name here 183.49 R 03/31/0502/22/05 0076211 Payee name here 650.00 R 03/31/0502/24/05 0076212 Payee name here 23.55 R 03/31/0502/25/05 0076214 Payee name here 15,555.43 R 03/31/05 =============TOTAL 1,157,811.78

Walk Through

OUTSTANDING 033105 Curr CurrentCHK.DATE CHECKS. CHK.MISC.NAME....CHK.AMOUNT... Stat Stat Date 02/24/05 0076213 Payee name here 57.05 O 02/24/0503/28/05 0076221 Payee name here 2,002.00 O 03/28/0501/07/04 0418847 Payee name here 219.22 O 01/07/0401/28/04 0419373 Payee name here 50.00 O 01/28/0401/30/04 0419488 Payee name here 65.00 O 01/30/0402/18/04 0420054 Payee name here 5,600.00 O 02/18/04 =============TOTAL 925,834.49

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July 25 2005 Electronic Bank Recon Import Report EP Employee Payroll Check Issued Paid PaidNumber Date Date Payee ID and Name Amount ELF Batch------ -------- -------- ----------------- ---------- ---------019199 03/01/05 03/01/05 4,388.57 033105EP 019230 03/02/05 03/02/05 819.57 033105EP019281 03/02/05 03/02/05 545.80 033105EP019295 03/02/05 03/02/05 823.12 033105EP019298 03/08/05 03/08/05 917.50 033105EP =====================Total Amount and Count 144,749.33 183

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Bank Code Check Date Check No. Amount Status Status Date EP 06/27/03 015088 776.75 O 06/25/03EP 07/25/03 015346 310.78 R 09/30/20EP 07/25/03 015385 30.00 O 07/23/03EP 08/08/03 015491 249.14 R 09/30/20EP 08/08/03 015518 258.58 O 08/06/03EP 01/21/05 019115 125.93 O 01/19/05 ===========TOTAL 173,532.39

Walk Through

Bank Code Check Date Check No. Amount Status Status Date EP 01/28/05 019199 4,388.57 R 03/01/05EP 02/04/05 019230 819.57 R 03/02/05EP 02/18/05 019325 475.75 R 03/15/05EP 02/18/05 019334 513.91 R 03/17/05EP 02/18/05 019336 136.67 R 03/22/05 =========TOTAL 10,112.38