EzyRecon Manual EZYRECON MANUAL. Ezy Recon USA, Inc.

Transcription

1 EZYRECON MANUAL Ezy Recon USA, Inc. 1

2 Table of Contents OVERVIEW OF EZYRECON RECONCILIATION...3 ASSUMPTIONS...3 WORKING PAPERS...4 SETTING UP THE PARAMETERS...8 COMPANY, BOOK AND BANK DATA SET-UP...8 ABOUT THE COMPANY SET-UP...8 DATA CONTROL...14 GETTING READY

3 Chapter 1 Overview of EzyRecon Reconciliation There ought to be a software out there capable of simplifying and completing a tedious bank reconciliation process by merely giving the name of the book and bank files to use-its process should not require any human help at all. If this software does not exist, then, we owe it to humanity to make one. EzyRecon, Inc. EzyRecon is a visual basic program using the MS Excel as its simplified user interface. T he EzyRecon bank reconciliation program is basically comprised of a three (3) step process, as follows: Input the name of the file for the book Input the name of the file for the bank Click the reconcile button Assumptions We assumed that the bank reconciliation is affected by four (4) groups of transactions. These transactions are 1) disbursements by checks, 2) deposits or receipts, 3) others and 4) book errors or adjustments. We assumed that your book has a separate batch reference for these four (4) transactions. For example, your deposits may be coming from your collection and have a batch code of AR. In accounting terminology, deposits are those coming from your cash receipts journal. Your disbursement may have a batch code of AP- these transactions are recorded in your cash disbursements journal for accounting purpose. 3

4 This distinction in batches is important to speed up the process of reconciliation. To speed up reconciliation, all deposits code, coded under AR, in our example are match against the deposit that reached the bank. It is the same process for check disbursements, all check disbursements code, coded under AP, in our example are matched against the checks that cleared the bank. Others are transactions recorded in the books through general journal entries and are not part of the cash receipts or cash disbursements journal. These transactions can be bank transfer, payment of loan, receipt of loan proceeds, payment of interest, payment of LC and others. These transactions are matched against the other bank transactions in the bank. These transactions are shown under the others working papers; under the tab name Others Book errors or adjustments are adjustments in the book that should not be considered as reconciling items in the bank. An example, of this can be a reversal or correction of a previous entry. Since they are correcting or adjusting entries in the book, they are not to be considered as reconciling items in the bank (see example) but rather as adjustments in the book. Working Papers The working papers are comprised of the following sheets or tabs, as follows: Book, Bank, Out, Deposit, Others, Main, Program, Proof, Statement and Register You should not change the name of these tabs. FIGURE 1.1 These are the tabs in the workbook. You cannot change the name of these tabs. If you change the name of any one tab in this workbook, the program will not run properly. Book this is the worksheet showing the details of the book transactions. This working paper is lifted right out of your book transaction file. 4

5 Bank this is the worksheet showing the computation of unrecorded checks. This working paper is lifted right out of your bank working paper file. Your bank file can be a text, CSV or MS Excel file. Statement this is the file of the bank statement. Program- as the name implies this contains the program menus, set-up for book and bank columns, beginning balances of book and bank, beginning balances of outstanding checks, deposit-in-transit, uncleared others, and the book and bank file names. Deposit - this is the worksheet showing the computation of deposit-intransit, understated or overstated deposits. Also, this is the worksheet to enter the initial deposit-in-transit. When you enter the initial deposit-in-transit, you need to put the amount in the per books and in-transit columns. FIGURE 1.2 This is the program tab, which contains the program menus, set-up for book and bank columns, beginning, balances of book and bank. Out - this is the worksheet showing the computation of the outstanding checks, understated or overstated checks. This is also the worksheet to enter the initial outstanding checks. When you enter the initial outstanding checks, you need to put the amount in the check amount and outstanding columns. FIGURE 1.3 This is the Out tab; this contains the computation of outstanding checks, understated or overstated checks. 5

6 Others All book and bank transactions that do not show on "Deposit" and "Out" workbook are shown here. Examples of these are bank transfer, interest payment; proceed of a loan, payment of letters of credit, and others. Also, this is the worksheet to enter the initial other reconciling items. When you enter the initial uncleared others, you need to put the amount in both the per books amount and uncleared columns. FIGURE 1.4 This is the working paper for the Others. Main This is the AICPA suggested standard two-column reconciliation format, from unadjusted book and bank to adjusted book and bank balances. Some accountants call this the top sheet. Also, on the right side of the worksheet, you can find the summary of book and bank transactions that were used in the reconciliation. FIGURE 1.5 This is the final result of the reconciliation. This is the AICPA suggested standard two-column reconciliation from unadjusted book and bank balance to adjusted book and bank balance. 6

7 Proof- this is the worksheet that proves the calculation of deposit-in-transit, outstanding checks and uncleared others. FIGURE 1.6 This is the proof sheet. This proves the outstanding checks, uncleared others and deposit- in transit by mathematical computation. 7

8 Chapter 2 Setting up the Parameters The next part is to tell the system where to find the bank and book data. Hit Shift Ctrl s to go to the parameters menu. Company, Book and Bank data set-up W e need to tell the computer where to find the data to use in the bank reconciliation. We do this by defining the columns that contains the data to use. But before we do this, we need to put your company s name and serial number. If you do not have a serial number, you can still use this program but it will expire in 60 days. After the 60 days trial period, the program will no longer run. You will need to buy a serial number to run the program. About the Company set-up Hit shift ctrl s (to do this, hold the shift and ctrl key at the same time and (hit small letter) s. This will take you to the program set-up section, which is shown below. 8

9 FIGURE 2.1 This is the set-up parameters menu. On this screen, you can find the following set-up parameters Replace the Sample Company with your actual company name, so if your company s name is ABC, Inc, you need to type in this exact words. This is the serial number for the company. The serial number is unique for each company. So, if your company is ABC, Inc, you will have a serial number to be used by ABC, Inc. only. If you are testing this program for future purchase or evaluation, you can still write your company s name and leave the serial number as is. However, you only have 60 days to use the program for free. Company name - Serial Number - End of file indicator for book file When you convert your book file to text file, you may need to tell the system, where is the end of your text file? This is due to the fact the some text files do not import cleanly to the system. You can omit this requirement, if your book file is a csv or an excel file. For now, you can leave this blank. This is the file name of your downloaded book transactions for the period under reconciliation. These transactions should be the transactions showing in your general ledger account. So, if we are reconciling the month of November 2004, this file should contain all the book transaction for the month of November In this example the name of the file name is NovGL.xls. This should be the exact file name of your book transactions. Please note how the word GL is capitalized, this is the exact file name. To function correctly, this file should be in the same directory where this program is located. Name of the book file 9

10 This is the batch description of your check disbursements. On some system the check disbursements are coming from their accounts payable module. On some, the batch description of their accounts payable module is AP. Thus, for this example the batch module is AP. You need to look at your printed copy of your general ledger to find the batch description of your check disbursements. This is needed, because this tells the system to look for this batch to get all the check disbursements. Batch source description for book check. As the name implies this are the downloaded bank transactions for the period that you are reconciling. In this example the name of the bank file is Bank Statement Gen 2004.xls. This should be the exact file name of your bank file. This file should be in the same directory where this program is. File name of the bank statement File name FIGURE 2.2 This is where you define the file name to use. In order for the system to system to avoid showing book error(s) as reconciling items in the bank, you need to replace their batch description as BKADJ, which means book adjustments. For example, you noticed that on your general ledger account, you recorded a bank transfer twice. There should only be one bank transfer, the other one is erroneous. You already close the books and there is no time to make the adjustments. So, if you will not code this as BKADJ as its batch description, the system will assume that this is a valid transaction and will show it as an item to clear through the bank or outstanding bank transfer. You do not want to show this- you need to show this as a book adjustment in the reconciliation. To do this, you need to replace the batch description in the book to BKADJ ; this will tell the system that this is a book adjustment or a book error. Thus, this will be reflected in the book column as a reconciling item that needs to be corrected. Book errors or adjustments Column positions or mappings for the bank Below that screen is the column positions or mappings for the bank. You may need to look at the downloaded bank file to fill the blanks. You can use the column on your left to fill the bank columns. Then, when you are ready you can just replace the bank position with your correct columns. You need 10

11 to open your bank file and review the position of these columns. For example, if the bank date transaction is on column A in the bank file then you put A on the date space. Also, in this example, the debit and credit columns are on the same column D, - this is the reason why the both the debit and credit columns have the same letter D. Sometimes, they may not be on the same column. Supposing the credit column in the bank file is on column J then you need to put J on the space provided for the credit. In this example, the date can be found in column A of the bank file. Therefore, you put A as the position of the date. The batch source for book deposit is AR while the bank source for deposit is DD DEPOSIT FIGURE 2.3 This is where you indicate the column position of the bank. In this example, date in the bank file is on column A. Therefore; you put A on the blank asking for the column position of the date. Also, the batch source for the book deposit is called AR while the batch source for the bank deposit is DDA DEPOSIT. Batch source description for bank deposits the bank. This is the batch source description of the bank deposits. You need to copy here the exact word of the bank deposit batch description. In this sample, the bank deposit description is coded DDA DEPOSIT per bank. This is needed in order to match the book deposit against the deposits that cleared You need to copy here the exact word of the book batch source deposit description. In this sample, the book source deposit description is coded AR. This is needed in order to match the bank deposit against the deposits that was recorded in the books. The system will group all the batches coded as AR, in our example, and compare them against the bank deposit. Batch source description for book deposits 11

12 FIGURE 2.4 This is a sample of the general ledger. Note the source description of the deposit is called AR. This is the same description that you enter in the system parameters (see Figure 2.3) Just right below the column position mapping for the bank, you can find the mapping for the book. All you need to do is fill in the blanks. In this example, the date column from the downloaded text file is in column A, while the check column from the book is in column F. So, all you need to do is fill these information based on your book file. Column Positions or mappings for the books 12

13 FIGURE 2.5 uses this caption text. In Word, the Caption Style can be automatically numbered and labeled. Choose Caption from the Insert menu to access and control the caption settings. For more information, press the F1 key to search for additional information and help on captions. FIGURE 21.1 uses this caption text. In Word, the Caption Style can be automatically numbered and labeled. Choose Caption from the Insert menu to access and control the caption settings. For more information, press the F1 key to search for additional information and help on captions. 13

14 Chapter 3 Data Control Garbage in Garbage out. T he step is to gather all the control data for the reconciliation. The old adage goes like this garbage in garbage out. Thus, we need to make sure that before we start processing our data we need to make sure it is correct. On the screen called data control, you need to enter the control totals to be used in checking the reconciliation. You can go to this screen by holding down the ctrl and shift keys plus the letter d ; it stands for control data. FIGURE 3.1 uses this is the data control area. This is where you enter the book and bank balances. 14

15 The step is to gather all the control data for the reconciliation. We need to make sure that we only input the correct data. This data control form is self explanatory. The Should Be column tells the computer of what should be the correct amount. This is the column where you input the control totals. The Per Summary is the total generated by the computer after adding your details. The Difference column is the difference between the two. Ideally, you should not have any difference between the two columns. If there is a difference, you need to fix the total or the details. The data needed are as follows: Data of last reconciliation Date of current reconciliation This is the date prior to this reconciliation. In this case, the last reconciliation was in October 31, 2004 This is the date of the current reconciliation date. In this case, the current reconciliation date is as of November 30, Deposit-in-transit Outstanding Checks This is total amount of deposit-in-transit from the last reconciliation. In this case, this amount is the deposit-in-transit as of October 31, This is the total amount of outstanding checks from the last reconciliation date. In this case, this is the outstanding checks as of October 31, Unrecorded adjustments per book Are adjustments if any that showed under the book column in your reconciliation but were not recorded during the last reconciliation period. In this case, these are the book adjustments that were not recorded in October They will be recorded this November Examples of these adjustments are understated or overstated checks understated or overstated deposits and others. These adjustments should have been entered in October but the books were already close for that period. Another example of these can be data entry errors that need to be corrected in the books. Uncleared Others Book ending balance Are book transactions other than check disbursements or deposits that did not clear the bank during the last reconciliation. Example of this can be, transfer of funds, payment of LC and others. Sometimes these transactions are recorded earlier in the books than the actual date of transactions. If you showed your uncleared bank transfer as outstanding check disbursements then you do not have to show it here. In other words, if there are other reconciling items in the bank that you did not show under deposit-in-transit or outstanding checks, then you need to show it here. Are ending balances per books on those given periods. These are actually the beginning and ending balances of the book for the period under reconciliation 15

16 Book net transaction Is the net change between those two periods. You do not need to enter any data here- this is a derived number Check register total If you have a separate check register report, this is the place to put the check register total to be used in the reconciliation. Normally, this should tie in to the total of your entire check disbursements batch. Some accounting system do not post the check disbursement details but instead post them as a batch total in the general ledger. The batch total of those disbursements should agree to this total. In short, the total check disbursements in the book should agree with the total of the check register. Bank ending balances Bank net transaction These are actually the beginning and ending balances of the bank for the period under reconciliation. Is the net change in amount between those two periods. You do not need to enter any data here- this is derived number. Check Register Set-up If you have a separate check register you need to define here the columns where the following information will be found in your check register file. For example, if your date on your check register file is on A column, then you enter A as the column for the date. (See Figure 3.1) 16

17 FIGURE 3.1 This is the set-up parameters for the check register. You only need to do this, if you have a separate check register. If your check details show on your general ledger, then you do not have to do this. The columns needed are as follows: Date is the check date column; this is a must column. The system will not run correctly without this column on your check register. Payee is the column for the payee, if any Source is the column for the source documents or batch file, if any Journal number as the name implies, this is the column for the journal number Check number is the check number column Amount is the column for amount Status code This is the column for status of checks, if any. This is used in conjunction with the different kind of check status. A check can be good or void. On some check register, the void checks are shown as part of the register with the status of VOID. If this is the case with your system, you need to tell the computer where to find the status column and what is the status code of the void checks. For example, if you are using ADP for your payroll processing, the payroll check register of ADP includes all the checks including the void ones. In order to filter out the good checks from the void checks, we need to tell the system the status of 17

18 the check and the column location for the status. Also, you need to tell the system the code for void checks. In this example the void checks are coded VOID and DELETED under the status column. If all your checks in the register are good checks then, you do not need to fill this one out. 18

19 Chapter 4 Getting Ready There is only one way to find out. N ow, we are ready to get our feet wet. You probably want to see how it works. Well, there is only one way to find out. So, let us do it. But before we start the reconciliation, let us review the initial process, first. We are assuming that you were able to download the EzyRecon file # 1, if not call us or write to us at sales@ezyrecon.com. Then, save the file under a name that will be meaningful to you like Recon 2005 General Account Jan.xls. Below are some of the things we need to do first. These items were discussed in details in the previous chapters. In order for you to easily understand how this program works, pause for a minute and think of the program logic that is involve here. According to the program, you only need to tell the file name of the book and bank. Then, the program will take over and do the rest for you. Wait a minute; in order for the program to do this, it needs to know the various columns in your book and bank file. It needs to compare apple versus apple. It needs to compare the book deposit against the bank deposit. There is your clue, so the first thing you need to do is tell the computer where to find the date, amount, reference, batch, batch code, etc. You need to tell the computer these positions for both book and bank file. 19

20 1 st step is to tell the computer where the columns are or map them. You do this by going to the parameters screen (hit ctrl shift and s, at the same time), or go to the Program tab and scroll down till you see the word Set-up Parameters caption. Fill everything that applies to you (see picture below). If your general ledger output and bank output data are the same for all your accounts, then you only need to do this once. However, it is unlikely that you will have the same output because each general ledger bank account may have different batch code for checks and deposit. For example the batch account for checks on your general account maybe called AP while it is called Payroll on your payroll account. You may need to do this for every bank account that you have. So, for each bank account that you have, you need to have a separate file like this. For example, if you have three (3) accounts, (i.e., General Account, Payroll Account, Executive Account), then you need to have three (3) separate files. You save one file as General Account, then save another one as Payroll Account, then another one as Executive Account). For each of those files you may need to enter all the set-up parameters applicable to it. It is best that you have separate set-up for each bank account. If you get stuck, write to us at sales@ezyrecon.com. FIGURE 4.1 This is the set-up parameters. You can access this screen by hitting ctrl shift s (hold ctrl and shift key and small letter s at the same time). The next screen below is the sample of how it is mapped. 20

21 This is an example of how it is map. You open your book file, and tell the system where to find the columns. (See more detailed discussion on page 11) FIGURE 4.2 This is the sample of the mapping for the book. You can access this screen by hitting ctrl shift s. The screen below is the book file. The date column is in A column of the book file. FIGURE 4.2 This is a sample of the general ledger file. Note that how the columns where map. In this example the date column is map to column A On setting up the parameters, there are two important informations that you must provide. These are the check disbursement and deposit codes for the book and bank. It is important to note that you need to write the actual terms used by the book and bank. For 21

22 example in the following example the bank is using REGULAR CHECK as its term or batch description for the check that cleared the bank. Batch description for the book and bank checks. FIGURE 4.3 In this example, the batch source description for book check is called AP. The batch source description for the bank is called REGULAR CHECK, exactly the same description that is on the bank statement. Also, note the name of the book file that was used in this sample. Batch description for the book and bank deposits FIGURE 4.4 In this example, the batch source description for book deposit is called AR. The batch source description for the bank is called DDA DEPOSIT, exactly the same description that is on the bank statement. Also, note on the upper left corner the name of the bank file that was used. 22

23 2 nd step is to enter all the beginning balances (i.e., book and bank), details of reconciling items (i.e., deposit-in-transit, outstanding checks, uncleared others). Let us first enter the control totals for beginning, ending balances, deposit-in-transit, outstanding checks and uncleared others; and dates. Hit ctrl shift d (hold ctrl shift key and small letter d ). This is discussed in details in chapter 3, titled data control. After pressing ctrl shift d, it will take you to data control totals screen, shown below. FIGURE 4.5 This is the data control screen. You only need to enter on the should be column. These items are discussed in details in Chapter 3. 23

24 3 rd step is to enter the details of reconciling items from previous reconciliation. To enter the details, you need to initialize the worksheet. To initialize the worksheet you click on the initialize worksheet button. When you do this, this will add additional sheets to the tab. You cannot rename the name of worksheet. This is very important, you cannot rename the name of the ctctlr worksheet, even if the name does not make sense to you. Go to the top of the page or press ctrl home at the same time Initialize button FIGURE 4.6 Hit the initialize button, as shown here. This is in the program tab. If you cannot find this in your screen hit ctlr home or ctrl shift m (menu) in the program tab. This will initialize or create the various working papers needed by the system. The working papers that will be created are Out, Deposit, Others, Main and Proof. You should not change the name of these tabs and the position of the columns. Since you are using this for the first time, you need to enter into the system the outstanding checks, deposit-in-transit, uncleared others from the previous reconciliation. If this information is in Excel worksheet, you can copy and paste them into these columns. Make sure that when you paste them, they stay under the column headings. Also, do not leave any blank rows in between. Further, the system is date driven; make sure that you have dates where necessary. On your next reconciliation, you do not need to do this. The system is designed to get the previous outstanding checks from the previous 24

25 period. On the Out worksheet you need to enter the outstanding checks from last month, if any. Note that both columns were filled out. Do not change the column positions. Do not leave any blank rows in between. Put the dates FIGURE 4.7 On this tab called Out you need to enter your details of outstanding checks, if any. In this example, the reconciliation date is November 30, Note that these outstanding checks were dated prior to November 30, Please note that all the requested information (i.e. date, payee, source, journal, check #, check amount and outstanding) was filled out for adequate audit trail. On the Deposit worksheet, you need to enter your deposit-in-transit from the previous reconciliation, if any. Note that both columns were filled out. Do not change the column positions. Do not leave any blank rows in between. Make sure they are dated. FIGURE 4.8 On this tab called Deposit you need to enter your details of deposit-in-transit, if any. In this example, the reconciliation date is November 30, Note that these deposit-in-transits were dated prior to November 30, Please note that all the requested information (i.e date, deposit number, amount, in-transit) was filled out for adequate audit trail. On the Others worksheet you need to enter all the uncleared others from the previous reconciliation, if any. Some of these can be fund transfer that did not clear the bank yet. Please take note that on the others, you need to tell the system whether it is a debit or credit. All you reconciling items from your previous reconciliation other than deposit-intransits and outstanding checks should show here. Also, book errors that need to be adjusted are shown here in this workbook. For book errors you need to tell the system that this is a book error, you need to change the source batch to BKADJ. 25

26 If this is a book error that does not need to show in the bank column, change this source to BKADJ Please note that you need to identify whether it is a debit or credit FIGURE 4.9 On this tab called Others you need to enter your uncleared others. In this example, the reconciliation date is November 30, Note that all these others were dated prior to November 30, Please note that all the requested information (i.e., date, others, reference, remarks, source, document no, amount, uncleared amount) was filled out for adequate audit trail. Please note that the source batch for the correction of book error needs to be change to BKADJ. The next step in the data entry is to tell the system, the file names of the book and bank file to use for the reconciliation. Most of the current accounting system now, can download the book transactions in a text, csv or MS Excel files. Also, most of the bank now allows you download the bank transactions in a text, csv or MS Excel files. If you are having a hard time converting your book or bank transactions to into a readable file, please write to us and we will be more than happy to do for free a program interface to convert the files for you. Should you find these instructions to complex, please write to us, we will set-up the parameters for you based on your book and bank files. File name of the book and bank files FIGURE 4.10 This is where you enter the name of the book and bank files to use. To go to this screen you can hit ctrl shift and s. 26

27 4 th step is to run the program. Hit ctrl shift m to get to the menu. The program is numbered from 1 to 18. The first seven steps upload and validate the book and bank data. There is saying that garbage in garbage out. In order to make sure that our result will not be useless, we want to make sure that your data agrees with your control total. FIGURE 4.11 This is the program menu. To go to this screen you can hit ctrl shift and m. Steps 1-7 are meant to validate your data. You need to individually click these buttons. The function of each button is self-explanatory. Step 1 Gets the bank transactions from your bank file. If you entered the correct bank file name, you should have no trouble getting the right data. If you did not enter the bank file name, the system will prompt you to get the file name and save the file name for you. The system will ask you, if you want to reset the control totals, say NO. You already set the correct control totals; there is no need to reset it. 27

28 Also, this step proves the ending balance of the bank after summarizing all your transactions. The ending bank balance per your details is matched against your control total. If they are not equal, the system will prompt you. You may need to open your bank transaction file to see if you were able to download all the bank transactions for the period. Or you may need to review your beginning and ending control totals to make sure that there is no transposition of numbers. The control totals are located one screen below the program menu or hit ctrl shift d to go to the data control. FIGURE 4.12 This is step1 of program menu. To go to this screen you can hit ctrl shift and m. 28

29 FIGURE 4.13 This is part of step 2 Step 2 Gets the book transactions from your book file. If you entered the correct book file name, you should have no trouble getting the right data. If you did not enter the book file name, the system will prompt you to get the file name and save the file name for you. This also, formats the ledger to readable columns. 29

30 Step 2 also, cleans and deletes the void transaction. For example, void checks will normally show in the general ledger as debits. The system assumes that all debits to the general ledger are deposits or transfers. This assumption is needed in order to match all deposits or deposits against the credits in the bank. Without this clean up the system sees all these void checks in the debit side as deposits that need to clear the bank. Thus, in order to clean up the debits of any disbursements, the system will transfer the void checks as a deduction against your credits or disbursements. Your net transactions will still be the same after this system clean up. Also, this step proves the ending balance of the book after summarizing all your transactions. The ending book balance per your details is matched against your control total. If they are not equal, the system will prompt you. You may need to open your book transaction file to see if you were able to download all the book transactions for the period. Or you may need to review your beginning and ending control totals to make sure that there is no transposition of numbers. The control totals are located one screen below the program menu or hit ctrl shift d to go to the data control. 30

31 Before going to this, make a backup of your deposit-in-transit. (See down below). This gets the details of the deposit-in-transit from the previous month. If this is your first time of use, you have to enter in the Deposit working paper the details of your deposit-in-transit. On your next month reconciliation, the system will automatically get the deposit-in-transit from your previous working paper. The system will compare the total of your details against the control total. If the total of the details is different from your control total, the system will prompt you. The control total and the details should be equal. If not equal, you have to find out where the error is. Sometimes, it is your details that are short. In this case, you just have to enter the missing deposit. Step 2A Backup of deposit-in-transit, outstanding checks and uncleared others FIGURE 4.12 This is menu for the back-up, under the program menu. To go to this screen you can hit ctrl shift and m. Before going to this, make a backup of your outstanding checks. (See up). This gets the details of the outstanding checks from the previous month. If this is your first time of use, you have to enter in the Out working paper the details of your deposit-in-transit. On your next month reconciliation, the system will automatically get the outstanding checks from your previous working paper. The system will compare the total of your details against the control total. If the total of the details is different from your control total, the system will prompt you. The control total and the details should be equal. If not equal, you have to find out where the error is. Sometimes, it is your details that are short. In this case, you just have to enter the missing outstanding checks. Step 2A Before going to this, make a backup of your uncleared others. (See up). This gets the details of the outstanding checks from the previous month. If this is your first time of use, you have to enter in the Others working paper the details of your uncleared others. Uncleared others will be those reconciling items that are not included in your deposit-in-transit or outstanding checks. On your next month reconciliation, the system will automatically get the uncleared others from your previous working paper. The system will compare the total of your details against the control total. If the total of the details is different from your control total, the system will prompt you. The control total and the details should be Step 2A 31

32 equal. If not equal, you have to find out where the error is. Sometimes, it is your details that are short. In this case, you just have to enter the missing uncleared others. Step 3 This is where the system takes over. It will reconcile your account. When you click this button, you will see some prompts, just follow the prompt. FIGURE 4.13 This is menu shows the 1 Click button, under the program menu. To go to this screen you can hit ctrl shift and m. 32

33 When your reconciliation is done, it will tell you, like this one. 33

34 FIGURE 4.14 This is the Main working paper. This is the final result of your reconciliation. FIGURE 4.14 Above is the Out working paper. This contains the outstanding checks for the period. 34

35 FIGURE 4.15 Above is the Deposit working paper. This contains the deposit-in-transit for the period. FIGURE 4.14 Above is the Others working paper. This contains the outstanding checks for the period. Next Month In our following example, you had saved this program as Recon 2005 General Account Jan.xls. For next month, saved this file as Recon 2005 General Account Feb.xls as is. Now, you have two files that exactly alike on the set-up parameters. Then change all the control data parameters such as date of reconciliation, ending balance book and bank and others. You do not need to enter the details of the outstanding check, deposit-in-transit, uncleared others. However, you still need to enter the file names of the book and bank files. Go to step 1-7 on the program menu, then hit 1Click button- then your reconciliation is done. This is where you maximize your gain. After your first reconciliation, your next reconciliation is done by just defining the book and bank files. For any question write to us at 35

36 Dealers & Authorized Representatives Offices EzyRecon, Inc Oakwood Ave, Suite 3 Los Angeles, CA sales@ezyrecon.com EzyRecon-Asia, Inc. 627 Cardinal St. Goodyear Park, Las Pinas City Philippines, 1750 Tel Cell dante.ricarte@ezyrecon.com Authorized Dealers: Hong Kong, China Macau, Taiwan & Singapore Enterprise Business Solutions 15/F 80 Gloucester Road, Wan Chai, Hong Kong Tel: (852) info@consultebs.com Australia Duval Partners Technology Level 1, 414 Toorak Road, Toorak, Melbourne, Australia 3142 Tel No.: Fax No.: info@dptech.com.au 36

37 Please use these form pages for set-up and mapping. 37

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