Overview This business process guide gives you detailed instructions and screenshots of external bank reconciliation.

Transcription

1 Business Process Guide Process: Auxiliaries Bank Reconciliation Module: General Ledger High Level Description Process Module Document Type Auxiliaries Bank Reconciliation General Ledger Business Process Guide Revision Control Date By Action Pages S Medrano Document created 10 Table of Contents Table of Contents... 1 Overview... 1 Review External Bank Account... 2 Load the Bank Statement... 5 Reconcile Bank Statement Transactions... 8 Automatic Reconciliation... 8 Semi-Manual Reconciliation Whom to Contact for Help? Overview This business process guide gives you detailed instructions and screenshots of external bank reconciliation. Business Process Guide Page: 1

2 Review External Bank Account Before reconciling your bank statement, the following must be verified or defined. These rules should be set up on the Account Reconciliation Page for External Banks. Navigate to Banking > Bank Accounts > External Accounts The External Accounts page 1. Add or Search for Bank of the West 2. Click the magnifying glass to search for SetID and Bank Code SetID: EB004 Bank Code: BOW04 3. Click Search The Search page 4. Click the Foundation.Inc hyperlink Business Process Guide Page: 2

3 The External Accounts tab 5. Click the Reconciliation tab The Reconciliation page 6. Verify Recon Method is correct for your campus Bank Reconciliation process 7. Save any changes 8. Click the Options hyperlink next to the PS_BNK_RCN_DISBUR SE Recon Rule The Reconciliation Options page 9. Select Option Codes: TN 10. Click OK Business Process Guide Page: 3

4 You are returned to the Reconciliation page. 11. Click the Tolerance hyperlink next to the PS_BNK_RCN_DISBUR SE Recon Rule The Reconciliation Tolerances page 12. Enter the date range acceptable for matching the Bank Statement dates with the system dates and the acceptable dollar variance 13. Click OK Business Process Guide Page: 4

5 Load the Bank Statement The following outlines the steps to load the Bank of the West Paid Checks file into PeopleSoft, in order for disbursements to be reconciled. Once the file has been loaded onto the campus Production server, the next step is to load it into the PeopleSoft banking system. Navigate to CSU Custom Rpts/Interfaces > Hayward > Foundation Bank Recon The Foundation Bank Recon page 14. Find or Add a Run Control ID 15. Enter Run Control ID: LOAD_BANK 16. Click Search or Add 17. Click the magnifying glass to search for SetID, Bank Code and Bank Account SetID: EB004 Bank Code: BOW04 Bank Account: FDN 18. Click the Upload Bank Statement File button 19. Select the file that you downloaded from the Bank of the West website For example: ARPEB txt. 20. Click Upload 21. Click Run Business Process Guide Page: 5

6 The Process Scheduler Request page 22. Select the PSUNX server 23. Check the box for Foundation Bank Recon 24. Click OK The Process List page A Trace File is generated. This will display the Bank ID, Account Number, Statement ID, Load Date and Time, and # of Transactions. 25. Click the Details hyperlink for the HAYGL25B Process The Process Detail page 26. Click the View Log/Trace hyperlink Business Process Guide Page: 6

7 The View Log/Trace page 27. Select the haygl25b_xxxx.out file (xxxx = the Process Instance number) This file can be used as an audit trail. It identifies the following: Operid Person who ran the process Run Control ID Process Instance For the Period From/To Bank ID Account No. Statement ID Load Date and Time Transaction Count Business Process Guide Page: 7

8 Reconcile Bank Statement Transactions This section describes how to complete the pages and run the processes associated with bank statement processing. Bank statement processing mainly consists of reconciliation, and the additional sections of this document describe the alternative reconciliation methods provided in PeopleSoft. Transactions must comply with the following rules in order to reconcile successfully: The bank transaction amount must equal the sum of the system transaction amounts. The bank dates for payments must be greater than or equal to the system transaction date. The bank dates for receipts must be less than or equal to the system transaction date. Automatic Reconciliation Use automated reconciliation to have the system automatically match your AP system payment transactions with those received in an electronic bank statement file. The system searches for a one-to-one match. Navigate to Banking > Reconcile Statements > Automatic Reconciliation The Automatic Reconciliation page 1. Select Bank ID, Account #, and Unit 2. Enter date range for electronic files loaded that need to be reconciled 3. Click Search for list of statements for range of dates entered 4. Select the Statement to be reconciled 5. Select Run Recon Business Process Guide Page: 8

9 The Process List page 6. Select the Process Monitor link to verify Process is Successful Business Process Guide Page: 9

10 Semi-Manual Reconciliation Use semi-manual reconciliation when there is not a one-to-one match between your bank and system transactions, after you have run an automated reconciliation and have exceptions to reconcile, or after entering a hardcopy bank statement online. Semi-manual reconciliation displays the bank and system transactions online simultaneously, making it easy to scroll through and match corresponding transactions. Navigate to Banking > Reconcile Statements > Semi-Manual Reconciliation The Semi Manual Reconciliation page 1. Enter the following: Bank ID Account # Stmt ID From Thru Date Reconciliation Status 2. Click Search Transactions are displayed. 3. Select the Transaction to be Reconciled 4. Click Reconcile As you review the data, you can select a bank transaction and one or more corresponding system transactions. Note: Transactions must comply with the following rules in order to reconcile successfully: The bank transaction amount must equal the sum of the system transaction amounts. The bank dates for payments must be greater than or equal to the system transaction date. The bank dates for receipts must be less than or equal to the system transaction date. Whom to Contact for Help? For additional help or to report problems with this functionality, please log a ticket via the Service Desk ( Business Process Guide Page: 10