Blackbaud FundWare Bank Reconciliation Guide

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1 Blackbaud FundWare Bank Reconciliation Guide VERSION 7.60, SEPTEMBER 2009

2 BLackbaud FundWare Bank Reconciliation Guide USER GUIDE HISTORY Date Changes May Edition A June Edition 1 January 2002 July 2002 December 2002 September 2003 May 2004 December 2004 December 2004 July 2008 September Includes edits correcting minor typographical errors Includes edits correcting minor typographical errors Includes edits correcting minor typographical errors Service Pack 3 Includes minor modifications to the program and edits to the guide to clarify text and correct errors Text rewritten to reflect a new interface The guide has been edited to reflect new company information The guide has been updated with minor corrections The guide has been updated with minor corrections and new company information The guide has been updated to incorporate 7.60 functionality and to reflect new company information. Copyright 2009, Blackbaud FundWare, Inc. All rights reserved. The Blackbaud FundWare logos, among others, are registered trademarks and/or registered service marks of Blackbaud Fundware, Inc. in the United States and other countries. Other parties trademarks or service marks are the property of their respective owners and should be treated as such. ii

3 TABLE OF CONTENTS Chapter 1 Introduction The Reconciliation Process Bank Reconciliation Main Window Toolbar Folders Getting Support Chapter 2 Configuring Bank Reconciliation Setting Security for Bank Reconciliation Opening the Bank Reconciliation Module Closing Bank Reconciliation Existing Customers Refresh Your Data First Refreshing the FIA Information Opening an FIA Setting a Default GL Cash Account Posting Reconciliation Information Posting Service Charges Posting Interest Earned Viewing the FIA Information Deleting the FIA Information Refreshing the Reconciliation Data Default Printer Information Backing Up Your Information Chapter 3 Transaction Register Viewing the Transaction Register Keys to the Transaction Register Viewing a Transaction Printing the Transaction Register Keys to Previewing a Report Deleting a Transaction Blackbaud, Inc. iii

4 Blackbaud FundWare Bank Reconciliation Guide Chapter 4 Reconciling Your Accounts Importing Your General Ledger Data in Blackbaud FundWare Refreshing Your Data in Bank Reconciliation Reconciling Your Accounts Selecting a Check Range Saving a Reconciliation Re-Opening a Saved Reconciliation Importing Electronic Bank Information Reconciling Electronic Fund Transfers Viewing a Completed Reconciliation Printing Reconciliation Information Deleting a Reconciliation Voiding a Transaction What Happens When You Void The Reconciliation Report Index iv

5 C H A P T E R 1 INTRODUCTION The Blackbaud FundWare Bank Reconciliation (BR) module has been jointly developed with Twenty Pines Resources, Inc. to provide you with the ability to reconcile your bank statements (e.g., monthly, quarterly) with your Financial Institution Accounts (FIAs). A chapter discussing Financial Institutions appears in each of the guides for modules that this feature. Please turn to the Accounts Payable, Accounts Receivable, Cash Receipts, or Payroll/Personnel guide for more information on the Financial Institutions feature. The Bank Reconciliation module allows you to reconcile your bank statements with your FundWare FIAs, allowing you to keep your FIA accounts accurate and up-to-date. BR can interface with Accounts Payable, Cash Receipts/Accounts Receivable, Payroll/ Personnel, and General Ledger Project/Grant, depending on your use of these modules. When you have completed a reconciliation, your checks in the source module will reflect the reconciliation. Because the module runs independently from FundWare, you will have to update the BR data before you will be able to reconcile the accounts. Once FundWare and BR are in agreement, you can reconcile the FIA information to your bank statement. THE RECONCILIATION PROCESS The bulleted list below provides a view into a typical bank reconciliation process, from setup through reconciliation. The components of this process are found throughout this guide. Set up your FIAs. Refresh your information from Accounts Payable, Cash Receipts/Accounts Receivable, Payroll/Personnel, and/or General Ledger Project/Grant. Reconcile the transactions or import electronic bank information to reconcile the transactions. Blackbaud, Inc. 1

6 Blackbaud FundWare Bank Reconciliation Guide Save and re-open a partially completed reconciliation (if necessary). Print reports. Update reconciliation information in the source modules. BANK RECONCILIATION MAIN WINDOW The Bank Reconciliation module is organized into folders, which are represented on the toolbar. The toolbar options are also accessible through the menu bar (Figure 1.1). Menu bar Toolbar Data area Figure 1.1 Bank Reconciliation Main Window As you access options through the toolbar or menu bar, windows will display in the data area. 2 Bank Reconciliation Main Window

7 Chapter 1 Introduction TOOLBAR FOLDERS The icons on the toolbar represent options, which we refer to as folders. See Table 1.1 for more information on the these options. Table 1.1 Toolbar Folders Folder Description Click Exit to close the Bank Reconciliation module and return to FundWare. You can also click the close button in the upper right corner of the window, or select File > Exit from the menu bar. Click Register to access a transaction register for your FIAs. You can also select Edit > Transaction Register from the menu bar. (However, your options in this window are limited: you can only view the information or delete specific transactions.) Click Reconcile to create or access your reconciliations. You can also access this activity by selecting Edit > Reconcile from the menu bar. Click FIA to access the setup information for the Financial Institution accounts. You can also select Setup > Financial Institution Accounts from the menu bar. Also, you can access the online help by selecting Help > Contents from the menu bar. GETTING SUPPORT The following table provides a quick reference for getting the support you need for FundWare modules. Table 1.2 Getting Support Department Contact Description Business Office Obtain general information or contact a staff member. Blackbaud, Inc. 3

8 Blackbaud FundWare Bank Reconciliation Guide Technical Support Knowledgebase Training Ask for the Client Sales department. Product Management All other information Table 1.2 Getting Support (Continued) Department Contact Description Get help resolving technical issues with the product. Please have the following information ready when you call: Blackbaud Site ID FundWare version number Error message details A searchable database where you can type your questions and get a list of possible answers. Requires your license number and Blackbaud Site ID. Contact us for more information on our training options: Regionals Classes from 1 to 5 days in length; held in cities around the country. eclasses Two- to three-hour classes offered over the Internet. Onsite custom training and consulting Our consulting staff can implement FundWare and/or train your employees using your organization s data. Contact our Product Management department with any suggestions for improving FundWare. Links are available for all other FundWare information including replacement software, user guides and software updates. Blackbaud, Inc S. Fiddler s Green Circle, Suite 200 Greenwood Village, CO Toolbar Folders

9 Chapter 1 Introduction Blackbaud, Inc. 5

10 Blackbaud FundWare Bank Reconciliation Guide 6 Toolbar Folders

11 C H A P T E R 2 CONFIGURING BANK RECONCILIATION Before you can begin to work in the Bank Reconciliation (BR) module, you must give your users access. Once you have access to the module, you can begin to configure the settings. Because the basic information for BR is drawn from the Financial Institutions feature of FundWare, there are only a few configuration issues to be addressed when you first open BR. Once you refresh the Financial Institution Account (FIA) information from the source modules, you can decide if you want to use the BR posting options: Posting any bank service charges to a General Ledger account, and/or Posting any interest earned to a General Ledger account. You can also set the default GL cash account, or edit the BR posting options. SETTING SECURITY FOR BANK RECONCILIATION You will set your security restrictions for Bank Reconciliation through FundWare security settings (accessed from the System Administration area of the program). However, individual tasks are not identified. If you give a user or group access to Bank Reconciliation, they have access to all the Bank Reconciliation tasks. Please see the Blackbaud FundWare System Administration Guide for more information on setting your security rights. Blackbaud, Inc. 7

12 Blackbaud FundWare Bank Reconciliation Guide OPENING THE BANK RECONCILIATION MODULE Because BR operates independently from FundWare, when you open the module, it will create a separate window and will be accessible from your Windows taskbar (Figure 2.1). Figure 2.1 Windows Taskbar Use the following steps to open BR. 1. Select File > Financial Institutions > Bank Reconciliation > Open from the menu bar. The Bank Reconciliation main window displays (Figure 2.2). Figure 2.2 Bank Reconciliation Main Window Depending on the setup of your FundWare system, you may be asked to identify the division and business date before BR will open. Make your selections and click OK. The Bank Reconciliation main window displays. The Bank Reconciliation window is fully adjustable. To increase or decrease the size of the window, click and drag the corners or edges. CLOSING BANK RECONCILIATION When you close FundWare, Bank Reconciliation will remain open and usable. To close the Bank Reconciliation module, you can click the Exit button on the toolbar, click the close button (upper right corner) or select File > Exit from the menu bar. 8 Opening the Bank Reconciliation Module

13 Chapter 2 Configuring Bank Reconciliation EXISTING CUSTOMERS REFRESH YOUR DATA FIRST Because Bank Reconciliation operates independently from FundWare, it does not automatically capture your existing transaction information. Therefore, if you are an existing FundWare customer, the first thing you must do, after you assign security rights, is import your transaction data from the FundWare source modules (General Ledger, Accounts Payable, Cash Receipts/Accounts Receivable, and Payroll/Personnel) to a temporary holding area, then refresh the data to Bank Reconciliation. Use the following steps to import your source module data. 1. Select File > Financial Institutions > Bank Reconciliation > Setup from the menu bar. The BR setup window displays, showing your financial institutions on the left (Figure 2.3). Figure 2.3 Bank Reconciliation Setup Window 2. To see the associated financial institution accounts (FIAs), double-click the financial institution (Figure 2.4). Figure 2.4 Financial Institution Accounts Blackbaud, Inc. 9

14 Blackbaud FundWare Bank Reconciliation Guide 3. Select the FIA for which you wish to refresh transaction information. The import criteria window displays (Figure 2.5). Figure 2.5 Bank Reconciliation Import Criteria Window 4. Select the check box for each source module that you use (Figure 2.6). Figure 2.6 Module Criteria Selected 5. Select the check box for the transaction status that you wish to refresh. You will most likely wish to refresh only outstanding transactions. 10 Existing Customers Refresh Your Data First

15 Chapter 2 Configuring Bank Reconciliation 6. Click OK. The transactions meeting the search criteria display (Figure 2.7). Figure 2.7 Search Completed Because of the way that BR draws the information from FundWare, disbursements from your GL cash account display as negative numbers. Do not be confused by this. Your transaction amounts will be refreshed correctly. 7. Review the transactions and de-select the check box of any transactions you do not wish to import. (All transactions are selected at the completion of the search.) Transactions that are the result of a post and roll periodic process (e.g., Beginning Balances) should not be refreshed to BR. 8. Click OK. A confirmation message displays. 9. Click Yes to continue the import process. A completion message displays when the transactions have been imported to the holding area. (The holding area is a database table from which Bank Reconciliation will refresh the information.) Be patient. If you have a large number of transactions, this process could take some time. If you interrupt the process before the completion message displays, FundWare will freeze and you will have to restart the program and begin the process again. 10. Click OK. The transactions are imported. 11. Repeat this process for each FIA. 12. Open Bank Reconciliation. Blackbaud, Inc. 11

16 Blackbaud FundWare Bank Reconciliation Guide 13. Access the Browse Transaction Register or Browse Reconciliations window. 14. Click Refresh. Your transactions have now been refreshed to the Bank Reconciliation module. (For more information on refreshing your data in Bank Reconciliation, see Refreshing Your Data in Bank Reconciliation on page 34.) REFRESHING THE FIA INFORMATION When you access the FIA window, you will see the name of the FIA and the default GL cash account from the Accounts tab of the Financial Institutions feature. When you open BR, this information is automatically refreshed. However, you can also refresh the information while the program is open (e.g., you or someone else updates the Financial Institutions feature while BR is open). Use the following steps to refresh your FIA information. 1. Click FIA in the toolbar, or select Setup > Financial Institution Accounts from the menu bar. The Browse Financial Institution Accounts dialog box displays. The accounts entered in the FundWare Financial Institutions feature for this division and their associated GL account numbers have been imported and display in the list boxes (Figure 2.8). Figure 2.8 Browse Financial Institution Accounts 2. Click Refresh. Your information is automatically updated. 12 Refreshing the FIA Information

17 OPENING AN FIA Chapter 2 Configuring Bank Reconciliation Use the following steps to open an FIA. 1. Click FIA in the toolbar, or select Setup > Financial Institution Accounts from the menu bar. 2. Select the FIA and click Change, right-click and select Change from the shortcut menu, or double-click. The Changing Financial Institution Account dialog displays, open to the GL Cash Account tab (Figure 2.9). Figure 2.9 GL Cash Account Tab The name and GL cash account(s) are displayed. This information is read-only. To change, you must adjust the settings in Financial Institutions, then Refresh the information in the Bank Reconciliation FIA folder. SETTING A DEFAULT GL CASH ACCOUNT If you have more than one cash account for the FIA, BR will automatically select the first account number in the FIA setup (in Financial Institutions) as the default. This is the account to which BR will post the service charges and interest earned if you choose to use these options. Use the following steps to change the default GL cash account. 1. Click FIA in the toolbar, or select Setup > Financial Institution Accounts from the menu bar. Blackbaud, Inc. 13

18 Blackbaud FundWare Bank Reconciliation Guide 2. Select the FIA and click Change, right-click and select Change from the shortcut menu, or double-click. The Changing Financial Institution Account dialog box displays, open to the GL Cash Account tab (Figure 2.10). Figure 2.10 GL Cash Account Tab: Two Accounts 3. Select your default GL cash account. 4. Click Default. A check mark displays beside the default account (Figure 2.11). (The check mark no longer displays beside the previous default account.) Figure 2.11 GL Cash Account Tab: Changed Default Account 14 Opening an FIA

19 Chapter 2 Configuring Bank Reconciliation 5. Click OK to close the Changing Financial Institution Account dialog box. The new default GL cash account displays in the Browse Financial Institution Accounts window (Figure 2.12). Figure 2.12 Changed Default GL Cash Account If you change the default GL cash account, this setting will not be altered when you refresh the FIA information. POSTING RECONCILIATION INFORMATION Now that the FIA information has been imported from Financial Institutions, you must decide if you want to use the BR posting options: Posting any bank service charges to a General Ledger account, and/or Posting any interest earned to a General Ledger account. By default, neither of these options is active when you first open Bank Reconciliation. You can change these settings at any time, including activating or de-activating the posting options. To use either of the BR posting options, you must have two accounts: one to which you will debit the amount, one to which you will credit the amount. BR allows you to post the service charges and/or interest earned to the default cash account; however, you must select the journal and account number to balance the entry. If you choose to use one or both of these options, your reconciliation dialog box will reflect your choices and will allow you to enter the required information. If you choose not to use one or both of the options, those text boxes will be disabled on your reconciliation dialog box. Blackbaud, Inc. 15

20 Blackbaud FundWare Bank Reconciliation Guide POSTING SERVICE CHARGES To use this feature, you must choose the journal and account number to which you will debit the services charges. The default GL cash account is the account to which you will credit the service charges. These transactions will then post to GL. Use the following steps to access the BR posting information. 1. Click FIA in the toolbar, or select Setup > Financial Institution Accounts from the menu bar. 2. Select the FIA and click Change or double-click. The Changing Financial Institution Account dialog displays, open to the GL Cash Account tab. 3. Click the BR Posting tab (Figure 2.13). Figure 2.13 BR Posting Tab 16 Posting Reconciliation Information

21 Chapter 2 Configuring Bank Reconciliation 4. Click the Post service charge back to general ledger check box. Journal and account boxes display (Figure 2.14). Figure 2.14 Posting Service Charges 5. From the Journal drop-down menu, select the correct journal to which you will post the service charge. 6. In the GL Account to Debit text box, type the General Ledger account to which you will post the service charge (Figure 2.15). Figure 2.15 Service Charge Journal and Account Selected 7. Click OK to save these settings and close this dialog box, or click Cancel to close this dialog box without saving your entries. The name of the journal will display in Journals column of the Browse Financial Institution Accounts window. Blackbaud, Inc. 17

22 Blackbaud FundWare Bank Reconciliation Guide POSTING INTEREST EARNED To use this feature, you must choose the journal and account number to which you will credit the interest earned. The default GL cash account is the account to which you will debit the interest earned. These transactions will then post to GL. Use the following steps to access the BR posting information. 1. Click FIA in the toolbar, or select Setup > Financial Institution Accounts from the menu bar. 2. Select the FIA and click Change or double-click. The Changing Financial Institution Account dialog displays, open to the GL Cash Account tab. 3. Click the BR Posting tab (Figure 2.16). Figure 2.16 BR Posting Tab 18 Posting Reconciliation Information

23 Chapter 2 Configuring Bank Reconciliation 4. Click the Post interest earned back to general ledger check box. Journal and account boxes display (Figure 2.17). Figure 2.17 Posting Interest Charges 5. From the Journal drop-down menu, select the correct journal to which you will post the interest earned. 6. In the GL Account to Credit text box, type the General Ledger account to which you will credit the interest earned (Figure 2.18). Figure 2.18 Interest Earned Journal and Account Selected 7. Click OK to save these settings and close this dialog box, or click Cancel to close this dialog box without saving your entries. The name of the journal will display in Journals column of the Browse Financial Institution Accounts window. Blackbaud, Inc. 19

24 Blackbaud FundWare Bank Reconciliation Guide VIEWING THE FIA INFORMATION Use the following steps to view the FIA information. This option does not allow you to edit any information. 1. Click FIA in the toolbar, or select Setup > Financial Institution Accounts from the menu bar. 2. Select the FIA and click View or right-click and select View from the shortcut menu. The Viewing Financial Institution Information window displays, open to the GL Cash Account tab (Figure 2.19). Figure 2.19 Viewing Financial Institution Account 3. View the information, as necessary. 4. Click Next or Previous if you wish to view the next FIA in your list 5. Click OK to exit the viewing option. DELETING THE FIA INFORMATION You can delete an FIA that has no activity from the Bank Reconciliation FIA folder; however, the FIA will return when you open BR or when you refresh your information. Use the following steps if you wish to delete an FIA. 1. Click FIA in the toolbar, or select Setup > Financial Institution Accounts from the menu bar. 20 Viewing the FIA Information

25 Chapter 2 Configuring Bank Reconciliation 2. Select the FIA and click Delete or right-click and select Delete from the shortcut menu. A confirmation message displays. 3. Click OK to delete the FIA, or Cancel to exit out of this action without deleting the FIA. REFRESHING THE RECONCILIATION DATA Because the Bank Reconciliation module works independently from FundWare, you must periodically refresh the reconciliation data. In particular, you must do this before you begin to reconcile your accounts. If you do not update the data, you will not be working with the most current information. Therefore, although you have configured your system, you are not quite ready to reconcile your accounts. See Chapter 4 Reconciling Your Accounts on page 31 for more information. DEFAULT PRINTER INFORMATION To set your default printer information, select File > Print Setup from the menu bar (Figure 2.20). Figure 2.20 Print Setup Assign the printer settings as necessary. Blackbaud, Inc. 21

26 Blackbaud FundWare Bank Reconciliation Guide BACKING UP YOUR INFORMATION When you use the FundWare backup feature (through the System Administration area of the program), your Bank Reconciliation data is also saved. Do not rely on the FundWare backup feature as your only means of backing up your data. You should also backup your system at regularly scheduled times (e.g., every night). 22 Backing Up Your Information

27 C H A P T E R 3 TRANSACTION REGISTER The transaction register allows you to view all the transactions for each FIA. The twoline entries provide information about each transaction, including the date written, type of transaction, amount, and reconciliation status. From the transaction register, you can view the transaction information for any of your FIAs or view a specific check (these are view-only options; you cannot edit the transaction information). You can also delete a specific transaction. VIEWING THE TRANSACTION REGISTER Use the following steps to view the transaction register: 1. From the Bank Reconciliation main window, click Register or select Edit > Transaction Register from the menu bar. The Browse Transaction Register window displays. Blackbaud, Inc. 23

28 Blackbaud FundWare Bank Reconciliation Guide 2. Select the FIA from the FIA drop-down menu. The transaction register for the selected FIA displays (Figure 3.1). Figure 3.1 Browse Transaction Register - Alpenglow Federal Bank 3. Click Close to return to the Bank Reconciliation main window. KEYS TO THE TRANSACTION REGISTER Each type of transaction lists certain information in the register: Deposit The date of the deposit, the deposit number, and the amount are listed. Adjustments: Service charges Interest earned Checks The date the check was printed, the check number, the payee (to whom the check was written), a description (if one exists), and the amount are listed. Direct deposits (or electronic fund transfers [EFTs]) The date the direct deposit was posted, the run number (prefaced by DirDep), the payee (to whom the direct deposit was paid), a description (if one exists), and the amount are listed. Figure 3.1 shows examples of each of these transaction types. The status of the each transaction checks listed in the transaction register is also indicated by the presence and color of an icon, as follows: 24 Viewing the Transaction Register

29 Chapter 3 Transaction Register No letter The transaction has been refreshed from FundWare; however, it has not been reconciled. Letter c The transaction has been reconciled in Bank Reconciliation, but the reconciliation process is not complete. Therefore, the reconciliation information has not been updated in FundWare (as appropriate). Letter R The transaction has been reconciled, and the reconciliation is complete. Therefore, the reconciliation information has been updated in FundWare (as appropriate). Figure 3.1 also shows examples of these transaction statuses. VIEWING A TRANSACTION You can also view transactions from the register; however, this is a view-only option (i.e., you cannot edit the information contained on the check). Use the following steps to view a specific transaction. 1. From the Browse Transaction Register window, select the transaction that you wish to view. 2. Double-click the transaction listing, click View, or right-click and select View from the shortcut menu. The transaction displays (Figure 3.2 and Figure 3.3). Note that the status displays on the check (as appropriate). In this example, the check has been reconciled and the information updated in the source module. Figure 3.2 Viewing a Check Blackbaud, Inc. 25

30 Blackbaud FundWare Bank Reconciliation Guide Note that the status displays on the check (as appropriate). In this example, the check has been reconciled and the information updated in the source module. Figure 3.3 Viewing a Deposit To view the next or previous transaction, click the appropriate button. This option moves forward by transaction type. Therefore, if you are viewing a check and click Next, you will move to the next check, even if the next transaction in the register is a deposit (for example). 3. Click Close to return to the Browse Transaction Register window. PRINTING THE TRANSACTION REGISTER You can print the entire transaction register, or you can enter parameters to print a specific group of transactions. 1. Select an FIA from the drop-down menu. 26 Printing the Transaction Register

31 Chapter 3 Transaction Register 2. Click Print. The Report Reconciliation dialog box displays (Figure 3.4). Figure 3.4 Register Report 3. Select the printing options according to Table 3.1. Table 3.1 Reconciliation Report Options Option Financial Institution Accounts Date Selection Include Printer Preview Report Before Printing Definition All Select this radio button to include all your FIAs in your transaction register report. Select Select this radio button and choose an FIA from the drop-down menu to include a single FIA in your transaction register report. Date From Type the start date of your date range in this text box, or click the calendar to select a date. Date To Type the end date of your date range in this text box, or click the calendar to select a date. All Select this radio button to include all checks (and other withdrawals) and deposits (and other additions) in your transaction register report. Checks Select this radio button to include all checks (and other withdrawals) in your transaction register report. Deposits Select this radio button to include all deposits (and other additions) in your transaction register report. Select the printer from the drop-down menu. Select this check box if you wish to have the report displayed on your screen before it is printed. Blackbaud, Inc. 27

32 Blackbaud FundWare Bank Reconciliation Guide 4. Click OK. If you chose to preview the report before sending, the report displays on your monitor. See the next section, Keys to Previewing a Report, for more information. If you chose to send the report directly to the printer, it prints (Figure 3.5). Figure 3.5 Example Transaction Report KEYS TO PREVIEWING A REPORT Use the following key to navigate the Report Preview option (Figure 3.6). Figure 3.6 Report Preview Table 3.2 describes the functions of Report Preview. Table 3.2 Print Preview Option Description Click to print the previewed report. The Report Preview window will close and you will return to the Browse Reconciliation window. You can also print this report by selecting File > Print from the menu bar. Click to close the Report Preview window without printing the report. You can also close the Report Preview window by selecting File > Exit from the menu bar. 28 Printing the Transaction Register

33 Chapter 3 Transaction Register Table 3.2 Print Preview (Continued) Option Description Page Across Down Click to increase the size of the display (i.e., zoom). A shortcut menu displays offering the following options: No Zoom Page Width 50% 75% 100% 200% 300% The current selection will have a checkmark beside it. If you click the body of the report, it will toggle (i.e., switch) between No Zoom and Page Width. You can also access the zoom options by selecting Zoom from the menu bar. Click the up and down arrows to select another page of the report to view. Click the up and down arrows to increase the number of pages displayed in a row across your monitor. Click the up and down arrows to increase the number of pages displayed in a column on your monitor. DELETING A TRANSACTION Bank Reconciliation refreshes data by reading the status of transactions from the source module (e.g., Accounts Payable, Payroll/Personnel). It will only refresh those items that: Do not already exist in BR (i.e., once a transaction is refreshed, BR does not read the status again), and Are not marked as reconciled or voided. Therefore, if you delete an unreconciled transaction, BR will read the status when you refresh your data, and it will return to the transaction register (as long as the transaction has not been marked as reconciled or voided at some point). Delete is not an option when you select a reconciled transaction. The only way to remove a reconciled transaction is to delete the reconciliation information from the Reconcile folder. Blackbaud, Inc. 29

34 Blackbaud FundWare Bank Reconciliation Guide Use the following steps if you wish to delete a transaction. 1. From the Browse Transaction Register window, select the check that you wish to view. 2. Click Delete or right-click and select Delete from the shortcut menu. A confirmation message displays. 3. Click OK to delete the transaction. The transaction is removed from BR and no longer displays in the register. 30 Deleting a Transaction

35 C H A P T E R 4 RECONCILING YOUR ACCOUNTS Because the Bank Reconciliation module works independently from FundWare, you must periodically refresh the reconciliation data. In particular, you must do this before you begin to reconcile your accounts. If you do not update the data, you will not be working with the most current information. Refreshing is the act of updating the data in the Bank Reconciliation module with the most current information from your FundWare source modules (i.e., Accounts Payable, Cash Receipts/Accounts Receivable, Payroll/Personnel, and General Ledger Project/Grant). Upon completing the reconciliation, the status of the transactions is updated in Accounts Payable and Payroll/Personnel. In other words, reconciled checks and obligations are moved to the appropriate reconciled stage, while unreconciled transactions remain in the paid folders. Also at this time, service charges and/or interest are posted to General Ledger Project/ Grant, if you chose to use these options when you configured your FIAs. IMPORTING YOUR GENERAL LEDGER DATA IN BLACKBAUD FUND- WARE Bank Reconciliation will not automatically capture your General Ledger transaction information. Therefore, you must import your GL transaction data to a temporary holding area, then refresh the data to Bank Reconciliation. Use the following steps to import your source module data. Blackbaud, Inc. 31

36 Blackbaud FundWare Bank Reconciliation Guide 1. Select File > Financial Institutions > Bank Reconciliation > Setup from the menu bar. The BR setup window displays, showing your financial institutions on the left (Figure 4.1). Figure 4.1 Bank Reconciliation Setup Window 2. To see the associated financial institution accounts (FIAs), double-click the financial institution (Figure 4.2). Figure 4.2 Financial Institution Accounts 3. Select the FIA for which you wish to refresh transaction information. The import criteria window displays (Figure 4.3). Figure 4.3 Bank Reconciliation Import Criteria Window 32 Importing Your General Ledger Data in Blackbaud FundWare

37 Chapter 4 Reconciling Your Accounts 4. Select the General Ledger check box (Figure 4.4). Figure 4.4 General Ledger Selected 5. Select the check box for the transaction status that you wish to refresh. You will most likely wish to refresh only outstanding transactions. 6. Click OK. The transactions meeting the search criteria display (Figure 4.5). Figure 4.5 Search Completed Because of the way that BR draws the information from FundWare, disbursements from your GL cash account display as negative numbers. Do not be confused by this. Your transaction amounts will be refreshed correctly. Blackbaud, Inc. 33

38 Blackbaud FundWare Bank Reconciliation Guide 7. Review the transactions and de-select the check box of any transactions you do not wish to import. (All transactions are selected at the completion of the search.) Transactions that are the result of a post and roll periodic process (e.g., Beginning Balances) should not be refreshed to BR. 8. Click OK. A confirmation message displays. 9. Click Yes to continue the import process. A completion message displays when the transactions have been imported to the holding area. (The holding area is a database table from which Bank Reconciliation will refresh the information.) Be patient. If you have a large number of transactions, this process could take some time. If you interrupt the process before the completion message displays, FundWare will freeze and you will have to restart the program and begin the process again. 10. Click OK. The transactions are imported. 11. Repeat this process for each FIA. 12. Open Bank Reconciliation. 13. Access the Browse Transaction Register or Browse Reconciliations window. 14. Click Refresh. Your transactions have now been refreshed to the Bank Reconciliation module. (For more information on refreshing your data in Bank Reconciliation, see Refreshing Your Data in Bank Reconciliation on page 34.) REFRESHING YOUR DATA IN BANK RECONCILIATION Update your transaction data from Bank Reconciliation by clicking Refresh on any of the following windows (Figure 4.6 and Figure 4.7): 34 Refreshing Your Data in Bank Reconciliation

39 Chapter 4 Reconciling Your Accounts Browse Transaction Register, or Figure 4.6 Browse Transaction Register Browse Reconciliations. Figure 4.7 Browse Reconciliations Remember, if you do not see all your transactions, you might not have refreshed your data! Refresh is disabled (i.e., it is grayed-out) if the module has focus on a reconciliation that is completed. When you click Refresh, a status message will flash on your screen. When this message disappears, the data has been refreshed and you can proceed. Blackbaud, Inc. 35

40 Blackbaud FundWare Bank Reconciliation Guide RECONCILING YOUR ACCOUNTS Once you have refreshed BR with the most current information from the source modules, you are ready to reconcile your FIAs to your bank statement. BR will use the closing balance from the previous reconciliation, the closing balance for this reconciliation, and the reconciled credits and debits to reconcile your statement. Remember, if you do not see all your transactions, you might not have refreshed your data! 1. From the Bank Reconciliation main window, click Reconcile or select Edit > Reconcile from the menu bar. The Browse Reconciliations window displays (Figure 4.8). Figure 4.8 Browse Reconciliations The window displays all existing reconciliations. As with other areas of this program, the letter R indicates a completed reconciliation, while the letter c indicates a reconciliation that is still in progress (also known as a saved or incomplete reconciliation). 2. Select the FIA from the FIA drop-down menu. The list of reconciliations for the selected FIA displays. 36 Reconciling Your Accounts

41 Chapter 4 Reconciling Your Accounts 3. Click New. The Adding Reconciliation dialog box displays (Figure 4.9). Figure 4.9 Adding Reconciliations 4. In the account summary section of the dialog box, enter the required information according to Table 4.1. Table 4.1 Reconciliation Account Summary Text Box Closing Balance from Previous Statement Deposits and Other Additions Totalling Checks and Other Withdrawals Totalling Description The first time you reconcile accounts for an FIA, you must enter the date and closing balance from the previous statement. For subsequent reconciliations, BR will provide this information based on the previous entries. Note that the date format is dependent on your Windows settings. For example, if your regional settings in Windows allow a 2-digit year, that is how you must enter the date. As you mark transactions reconciled, this line will keep a tally of the number and total amount deposited. BR provides this information; you cannot edit this line. As you mark transactions reconciled, this line will keep a tally of the number and total amount deposited. BR provides this information; you cannot edit this line. Blackbaud, Inc. 37

42 Blackbaud FundWare Bank Reconciliation Guide Table 4.1 Reconciliation Account Summary (Continued) Service Charge Interest Earned Closing Balance for this Statement Difference Text Box Description Enter any bank service charges in this text box. If you did not choose to post service charges to General Ledger in the FIA BR Posting options setup, this text box will be disabled. If you enter a negative number, the system will treat this as a reversal of service charges. Enter any interest earned during this period in this text box. If you did not choose to post earned interest to General Ledger in the FIA BR Posting options setup, this text box will be disabled. Enter the date and ending balance from the bank statement. Note that the date format is dependent on your Windows settings. For example, if your regional settings in Windows allow a 2-digit year, that is how you must enter the date. This box displays the remaining amount that must be marked as reconciled before the reconciliation can be complete. (This information is based on the previous and current closing balances, and the transactions already marked as reconciled.) You cannot edit the information in this box. Note that for all but the first time you reconcile accounts for each FIA, you will need to enter information for services charges (if you use this option), interest earned (if you use this option), and the statement s closing balance. 5. On the Deposits and Other Additions tab, select the transaction to be reconciled and click Mark. The letter c displays beside the transaction. If you accidentally marked a transaction reconciled, you can reverse the status by selecting the entry and clicking Unmark. (Mark changes to Unmark when you select a marked transaction.) 6. Repeat these steps until all the appropriate deposits and credits have been marked as reconciled. 7. Click the Checks and Other Withdrawals tab. 8. Select the transaction to be reconciled and click Mark. The letter c displays beside the transaction. 9. Repeat these steps until all the appropriate checks and withdrawals have been marked as reconciled. 38 Reconciling Your Accounts

43 Chapter 4 Reconciling Your Accounts You can alternate between tabs, reconciling the transactions in whatever order you want. The reconciliation process does not rely on the order in which you mark the transactions, only on the final product. When the amount displayed in the difference box reaches 0.00 and all the transactions on your statement have been marked, your reconciliation is complete and Done is enabled. 10. Click Done to update the reconciliation information to FundWare. Click OK to save the reconciliation information but not update the reconciliation information to FundWare. A confirmation message displays. 11. Click Yes. A status bar displays briefly, then closes and you return to the Browse Reconciliations window. The reconciliation information is updated to the appropriate FundWare source modules. SELECTING A CHECK RANGE To save time, you can mark or unmark all checks in a series with one easy step. The series can include a mix of checks. This feature will set all the checks in the range to the status you select (i.e., marked or unmarked). Use the following steps to select a range of checks to be marked or unmarked. 1. In the Checks and Other Withdrawals tab of the reconciliation dialog box, click Range. The Mark Range of Checks dialog box displays (Figure 4.10). Figure 4.10 Mark Range of Checks 2. Enter the beginning and ending check number of the range to be marked. By default the Mark all checks in range check box is selected (i.e., activated). This means all checks in the range will be marked (i.e., unmarked checks will become marked, while checks that are already marked will remain marked). If you would like to reverse this process (i.e., marked checks will become unmarked, while checks that are already unmarked will remain unmarked), select the Mark all checks in range check box. Blackbaud, Inc. 39

44 Blackbaud FundWare Bank Reconciliation Guide 3. Click OK. A message displays indicating the number of checks and total amount marked (Figure 4.11). Figure 4.11 Check Range Marked/UnMarked 4. Click OK. All checks in the range are marked reconciled (or unmarked, if this was your selection). SAVING A RECONCILIATION If you click OK during a reconciliation, the information will be saved but not updated in FundWare. The reconciliation displays in the Browse Reconciliations window (Figure 4.12). Figure 4.12 Browse Reconciliations: Saved Reconciliation Note that New is no longer enabled. Because you already have an active, unfinished reconciliation, you do not have the option of creating another new reconciliation. 40 Reconciling Your Accounts

45 Chapter 4 Reconciling Your Accounts RE-OPENING A SAVED RECONCILIATION To re-open a saved (incomplete) reconciliation, select the reconciliation and doubleclick or click Edit. The Changing Reconciliation dialog box displays (Figure 4.13). Figure 4.13 Changing Reconciliation When you complete your reconciliation, click Done to post any General Ledger information and update the transactions status in the source module. IMPORTING ELECTRONIC BANK INFORMATION If you have the option of receiving an electronic file containing reconciliation information from your bank, and you wish to use this option, you can import this information into Bank Reconciliation. Once imported, the program will compare the bank file with the BR transactions, and reconcile any applicable transactions. This saves you the step of reconciling each individual transaction. Use the following steps to reconcile your accounts using an electronic file. 1. From the Bank Reconciliation main window, click Reconcile or select Edit > Reconcile from the menu bar. The Browse Reconciliations window displays. Blackbaud, Inc. 41

46 Blackbaud FundWare Bank Reconciliation Guide 2. Select the FIA from the FIA drop-down menu. The list of reconciliations for the selected FIA displays. 3. Click New. The Adding Reconciliation dialog box displays (Figure 4.14). (You can also import electronic reconciliation information to an existing reconciliation. Select the reconciliation and double-click or click Edit.) Figure 4.14 Adding Reconciliations 4. If necessary, enter the required information according to Table 4.2 in the account summary section of the dialog box. Table 4.2 Reconciliation Account Summary Text Box Closing Balance from Previous Statement Deposits and Other Additions Totalling Description The first time you reconcile accounts for an FIA, you must enter the date and closing balance from the previous statement. For subsequent reconciliations, BR will provide this information based on the previous entries. As you mark credit transactions reconciled, this line will keep a tally of the number and total amount deposited. BR provides this information; you cannot edit this line. 42 Importing Electronic Bank Information

47 Chapter 4 Reconciling Your Accounts Table 4.2 Reconciliation Account Summary (Continued) Checks and Other Withdrawals Totalling Service Charge Interest Earned Text Box Closing Balance for this Statement Difference Description As you mark debit transactions reconciled, this line will keep a tally of the number and total amount deposited. BR provides this information; you cannot edit this line. Enter any bank service charges in this text box. If you did not choose to post service charges to General Ledger in the FIA BR Posting options setup, this text box will be disabled. Enter any interest earned during this period in this text box. If you did not choose to post earned interest to General Ledger in the FIA BR Posting options setup, this text box will be disabled. Enter the date and ending balance from your bank statement. This box displays the remaining amount that must be marked as reconciled before the reconciliation can be complete. (This information is based on the previous and current closing balances, and the transactions already marked as reconciled.) This is a noneditable box. Note that for all but the first time you reconcile accounts for each FIA, you will only be entering information for service charges (if you use this option), interest earned (if you use this option), and the statement s closing balance. 5. Select the Checks and Other Withdrawals tab (Figure 4.15). Figure 4.15 Checks and Other Withdrawals Tab Blackbaud, Inc. 43

48 Blackbaud FundWare Bank Reconciliation Guide 6. Click Import. The Import Marked Checks Wizard displays (Figure 4.16). Figure 4.16 Import Marked Checks Wizard: File Format 7. Select the radio button that represents the format of the electronic file. 8. Click Next. The next window of the wizard displays (Figure 4.17). If you selected to import information from an Excel spreadsheet, the option to enter the location and file name will be disabled. Figure 4.17 Import Marked Checks Wizard: Imported Fields 9. If check amounts are included in your bank file, select the Import Amount check box. If you select this check box, the Assume Two Decimal Places check box is enabled. Select this check box if you wish to assume two decimal places in the bank file. 44 Importing Electronic Bank Information

49 Chapter 4 Reconciling Your Accounts 10. If the date that the checks were processed by the bank are included in your bank file, select the Import Date Cleared check box. 11. Enter the directory and file name, or click the browse button to find the file. This option will not be enabled if you selected to import an Excel file. Your Excel file should already be open on your computer. 12. Click Next. The next screen for the wizard displays. The file format option that you selected (i.e., Excel spreadsheet, fixed format text file, or comma separated text file) determines the column selections that are displayed. Refer to Table 4.3 to view the options and their definitions. Table 4.3 Column Selection Based on File Format Options Definitions Excel spreadsheet Check Number Enter the column number in which the check number resides. Amount Enter the column number in which the amount resides. Cleared Date Enter the column number in which the date the check cleared the FIA resides. First Row Enter the first row of the spreadsheet in which the imported information resides. Last Row Enter the last row of the spreadsheet in which the imported information resides. (If you leave this text box empty, BR will assume it has reached the end of the file after five blank rows.) Fixed format text file Check Number Enter the beginning and ending column numbers in which the check number resides. Amount Enter the beginning and ending column numbers in which the amount resides. Cleared Date Enter the beginning and ending column numbers in which the date the check cleared the FIA resides. (This option is only enabled if you selected the Import Date Cleared check box on the previous screen.) Blackbaud, Inc. 45

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