Riding the Wave of Innovation Cash / Bank Reconciliation John Green Chief Software Architect

What Can I Do With BRS/Cash Recon? Reconcile electronic bank statement Reconcile Cash Mark checks as cleared from statement and/or cash Verify non-check transactions Deposits Miscellaneous transactions Create journal entries from statement

Prerequisites Data file from bank Verify menus set up in alio Explanation of file layout and codes used Verify menus set up in alio BRS Master Files Bank Account Master Bank File Layout Transaction Types

Bank Data File Fixed-width or delimited File layout Location of data in each row Transaction type values used by bank Credit Memo Deposit Preauthorized Credit Regular Check Date formatting used by bank MMDDYYYY YYYYMMDD MMDDYY YYMMDD Debit Memo Interest Preauthorized Debit MM/DD/YYYY YYYY/MM/DD MM/DD/YY

Verify alio Menus

Bank Account Master Associate bank account with alio bank(s) Define file attributes Associate bank account with alio bank(s) Used with check reconciliation Define file attributes Date formatting Delimiters, if any

Bank Account Master Bank Account No, Bank Routing No, Description And Comments Bank Account No Bank account number Bank Routing No Bank routing (ABA) number Description Description of the bank account Comments Up to 2000 characters worth of comments

Bank Account Master Non-Check Ref. No, Date Format & Decimal in File Used to exclude non-check transactions that appear in the check value field Date Format Date format found in data file being imported Decimal in File If left unchecked the right two digits are used for the cents of a transaction amount

Bank Account Master File Type, Delimited File Options and Delimiter Fixed Width or Delimited Delimited File Options String values Double Quote “” Single Quote ‘’ No Quote Delimiter Valid delimiters , | : ; ? $ .

Bank Account Master Bank No and System (Where the transactions took place) File Type Fixed Width or Delimited Delimited File Options String values Double Quote “” Single Quote ‘’ No Quote Delimiter Valid delimiters , | : ; ? $ .

Transaction Types Bank ID, Trans Type and Description Need to Identify the different codes in the import file then alio can assign the correct account to each line as a transaction Specify account numbers used when creating journal entries Crosswalk between bank file and alio CM – Credit Memo DM – Debit Memo DEP – Deposit ER – Interest PRCR – Pre-authorized Credit PRDB – Pre-authorized Debit CHECK – Regular Check ADJ – Adjustment Undefined – Transaction types with no alio equivalent

Transaction Types External Value, Credit Account No & Debit Account No Enter the value for the transaction type that is contained in the bank file Credit Account No/Debit Account No Enter the account numbers you would like used when creating a journal entry for this transaction type

Bank File Layout Specify the sequence of the data in the file Assign credit/debit/check multipliers Specify the sequence of the data in the file Only indicate the fields that you want to import Bank files often include data not required by alio Assign credit/debit/check multipliers Depends on how amounts are listed in file Used to indicate positive and negative effects on account balance

Bank File Layout Bank ID, Field Name and Field No. Bank ID Select the appropriate bank account that you defined in the Bank Account Master Field Name Select the type of data listed in the data file Field No Used with delimited files Indicates the column where the data resides Only list columns that you want to import

Bank File Layout Beg Position, Length and Multipliers Beg Pos Used with fixed-width files Indicates the starting position of the data Length Indicates the length of the data Multipliers Credit/Debit/Check -1 Inverts sign of transaction 0 Amount becomes zero 1 Keeps sign of transaction

Bank File Layout Note: If the check number in your bank file is not eight digits use the example below to add an entry to your file layout Check Number Line Create new line with Reference No Field Name in the same position as the check number Check Number Line Add 1 to Beg Pos field

Reconciling Bank Statements Import Bank File Clear Checks Reconcile Additional Transactions Create Journal Entries Reconcile Balance

Import Bank File

Import Bank File Bank ID as defined in the Bank Account Master & Statement No Account Year Specify the fiscal year being processed Begin Date/End Date Indicate the date range of the transactions in the data file Description Enter a description for the data file being processed

Import Bank File Account Year, Begin Date/End Date & Description Specify the fiscal year being processed Begin Date/End Date Indicate the date range of the transactions in the data file Description Enter a description for the data file being processed

Import Bank File Beginning/Ending Balance, Comments and Delete Existing Statement Beginning/Ending Balance Enter the beginning and ending balances for this bank statement Comments Comments may be entered for this bank statement Delete Existing Statement Check when re-importing a data file

Clear Checks Items to Report Reporting Option Statement No Cleared Only Report Only Un-cleared Only View checks imported and verify accuracy Cleared and Un-cleared Report and Update Statement No Mark checks as cleared with dates from file Indicate the desired bank statement

Clear Checks

Reconcile Outstanding Items Manual Clear and Journal Manual Clear Check Receipt AR Invoice Journal Outstanding Select to include in a journal entry

Create Journal Entries In current Bank Statement, select Journal checkbox for each journal entry & click batch button

Create Journal Entries Batch Master

Create Journal Entries Create Journal Record

Post Journal Entries

Post Journal Entries Verify Journal Entries and Post

Bank Statement Report Statement No, Sort Option, Cutoff Date and Deposit in Transit Statement No Select the desired bank statement Sort Option Reference No. Transaction Type Processed Flag Cutoff Date Include all transactions with this date or prior Leave blank to include all transactions Deposit in Transit Enter the amount in transit to the bank Subtracted from the difference between ending and reconciled balances on the last page

Bank Statement Report

Bank Statement Report

Manual Adjustment Sometimes totals don’t work Create an entry in Bank Statement program Sometimes totals don’t work Bank file incorrect Keying error at bank Transaction took longer to post Create an entry in Bank Statement program

Archive Bank Statement

Check Reconciliation Fix a check that was cleared by accident Some banks don’t provide a file Manually mark as cleared See outstanding checks

Flag Accounts Payable Checks Paid Check Key and Date Paid Check Key Enter the check number including the bank number Date Paid Adjust or remove the date if cleared accidentally

Flag Paid Items Bank No Select Checks Date Paid Flag As Paid Process Select the alio bank from the list of values Select Checks Press to load all un-cleared checks Date Paid All selected checks will be marked as paid with this date Flag As Paid Check the boxes for the checks that you would like to mark as cleared Process Press to mark the flagged checks as paid

Outstanding Check List Check Date Cutoff Date Paid Bank No 1 Check Date Cutoff Checks written on this date or prior are included Date Paid Leave Blank Bank No 1 Indicate a specified bank, otherwise enter “All” to see all banks

Cash Reconciliation

Cash Recon Go in entry mode and enter account and ending balance for month prior to start so you have a new starting cash balance . This is a good time to mark payments you do not want to see. Checks and credits show on left ( checks section) Deposits and debits show on right ( deposit section) All checks and transactions for accounts show you bring up the account and press load and information will display each transaction marked will be cleared with an end date of the statement the archive locks the period that is being processed this button can be restricted by user the report button will show a report of

Cash Recon Report

Additional Training If you are interested in other alio WebEx group training sessions, you can view a list of sessions currently available at, http://www.myalio.com/web-training/ If you prefer one-on-one training, please contact your alio support provider directly for cost and scheduling information.  If you have any questions or concerns, please contact alio support at 1-800-914-9879 or by direct e-mail to wccc@hammer.net.

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