Reconciling Statements

This chapter provides an overview of bank statement reconciliations and discusses how to:

• Process reconciliations.

• Process bank statement counting.

• Manage reconciliation methods and statements.

• Reconcile externally generated transactions.

• Manage federal schedule ID reconciliations.

• Review bank reconciliation information.

Understanding Bank Reconciliation Processing

PeopleSoft enables you to reconcile transactions using a variety of reconciliation processes. After you have reconciled bank statement transactions, you then use the various inquiry pages to view reconciled and unreconciled transactions and resolve reconciliation exceptions.

If you receive the bank statement file electronically, you can process reconciliation with the Automatic Reconciliation process. If not, you can process reconciliation only by using manual reconciliation or by entering the bank statement information online on the Bank Balance Entry page and then using automated or semi-manual reconciliation.

If you need to reconcile external transactions, you can use the External Transaction pages to enter the transactions online. You can also load them electronically. Then, you can add this transaction source as a reconciliation record and perform manual, semi-manual, or automated reconciliation.

When you finish reconciling a bank statement automatically, you might have exceptions, which are transactions that did not match. These transactions are generally coded NTF, for transaction not found You need to resolve the exceptions so that the transactions have a reconciliation cycle status of Complete.

Depending on the reconciliation method you use, you can resolve exceptions in a number of ways:

• If you use automatic reconciliation, you can set up reconciliation amount tolerances functionality. This functionality automatically reconciles amounts of a certain defined discrepancy, then creates journal entries and sets the reconciliation status of the exception from UNR to REC.

• If you use Cash Management, you can also implement bank statement accounting functionality. This functionality is similar to the reconciliation tolerances functionality and works as a second filter by searching to reconcile exceptions that match predefined criteria.

• If you use semi-manual reconciliation, you can also use bank statement accounting functionality, or opt to manually enter journal entries to resolve differences.

• If you use manual reconciliation you must manually enter journal entries for differences.

See Also

Setting Up the Bank Statement Import Process

Resolving Reconciliation Exceptions

Multicurrency Situations

To work with reconciliation situations in which you handle more than one currency, you can define tolerance amounts to reconcile transactions within the set tolerance. The automatic Bank Reconciliation process (FSPRECON) converts system-side transactions to the bank account currency as defined on the external accounts page.

The system uses the decimal positions definition for the currency code to determine how to round amounts. Tolerance exceptions show in semi-manual reconciliation (reconciled system side) in addition to the reconciled transactions. The delivered reference ID for tolerance exceptions is bank statement processing (BSP) plus a sequential number (this is in the auto numbering definition). Under semi-manual reconciliation, if amounts are not the same, you cannot reconcile them. If reference IDs do not match, they appear as exceptions. To reconcile transactions with an AMT (amount exception) status, you must either enter an adjustment entry to match the amount in question or increase the amount tolerance for the next automated reconciliation run.

See Also

Setting Up Reconciliation Tolerances

Maintaining Currency Tables

Prerequisites

Before you reconcile bank statements, you must perform the following tasks:

• Set up the reconciliation tables.

• Assign a reconciliation method to each bank account.

• Set up reconciliation options for automatic reconciliation.

• (Optional) Set up tolerances for automatic reconciliation.

• Load statements electronically or enter bank statement data manually.

See Also

Setting Up Reconciliation

Setting Up the Bank Statement Import Process

Receiving and Updating Bank Statements

Common Elements in This Chapter

Processing Reconciliations

This section discusses how to select and run the reconciliation processes.

Page Used to Process Reconciliations

Processing Reconciliations

Access the Process Reconciliation page.

Enter your process frequency and request parameters.

The Process Scheduler Request page displays three reconciliation process methods. Select any combination of these reconciliation methods to process the defined transactions, and click OK.

The reconciliation methods are:

• Bank Reconciliation (FSPRECON) Application Engine process.

  This Application Engine program processes the specified bank account transactions with the defined reconciliation parameters for the bank account.

• Recon and Statement Accounting (reconciliation and statement accounting) (RCN_BSAC) PSJob.

  This multi-process job runs both reconciliation and Cash Management Bank Statement Accounting reconciliation parameters on the specified bank account transactions.

• Recon and Bank Statement Process (reconciliation and bank statement process) (RCNBSP) PSJob.

  This multi-process job runs both the Bank Reconciliation process and the Bank Stmt Processing (bank statement processing) process (AR_BNKSTMT), which loads payments into the Receivables tables.

Note. For optimal processing performance, it is recommended that you select only one reconciliation method to run at a time. Selecting multiple reconciliation methods to run concurrently might degrade system performance.

Processing Bank Statement Accounting

If you use Cash Management and have implemented banks statement accounting functionality, you must run the bank statement accounting functionality after running reconciliation from the Process Reconciliation page.

Bank Statement Accounting Exceptions

The Bank Statement Accounting process only reconciles transactions that match the defined rule ID (or rule IDs). If the system matches a transaction only to the defined activity default template, then the system does not reconcile the transaction. Instead, the transaction is assigned a exception status of RR (Requires Review - BSAC). In addition, the system creates an associated external transaction with a reconciliation status of UNR. You can then review this external transaction and make the necessary changes to facilitate correct reconciliation (for example, by assigning the appropriate accounting template). After correcting the external transaction, you must reconcile the transaction using one of two methods. Either force reconcile the transaction using the Automatic Reconciliation page, or reconcile it using the Semi Manual reconciliation page.

See Also

Reconciling Transactions Automatically

Reconciling Transactions Semi-manually

Page Used to Run Bank Statement Accounting

Processing Bank Statement Accounting

Access the Bank Statement Accounting page.

For a run control ID, specify the bank ID, bank account # (number), and statement ID for processing. Click Run to activate the Bank Statement Accounting (TR_STMTACCTG) Application Engine process on the defined bank account statement.

Managing Reconciliation Methods and Statements

This section discusses how to:

• Reconcile transactions automatically.

• Reconcile transactions semi-manually.

• Reconcile transactions manually.

Pages Used to Manage Reconciliation Methods and Statements

Reconciling Transactions Automatically

Access the Automatic Reconciliation page.

Specify the search criteria by which to select bank statements for processing. Use wildcard characters to retrieve multiple banks or accounts. Click Search to display the results in the Bank Statements grid.

Bank Statements

The Bank Statements grid displays the bank statements that match your search criteria.

Before you use the options below, select the statements for which you want to run a process or generate reports.

Reconciling Transactions Semi-manually

Access the Semi Manual Reconciliation page.

The page displays both bank transactions and system transactions that are reconciled by manual or automatic reconciliation. If you force reconciliation on a transaction that does not exist on the system side, and this transaction is a fee or expense that is properly mapped to a statement activity type, the transaction displays on both the External Transactions page and the Semi Manual Reconciliation page.

When the system reconciles transactions with currencies that are different from that of the bank statement, the amounts that appear on the system side are already converted to the default currency for the bank account.

Search Criteria

Enter your search criteria for the transactions that you want to reconcile and click Search.

Bank Transactions and System Transactions

The search returns data based on your specified criteria and displays the results for both bank transactions and system transactions.

The page displays the bank and system transactions online simultaneously, making it easy to scroll through and match corresponding transactions. You can only reconcile transactions by matching one bank transaction to one system transaction (one to one) or one bank transaction to many system transactions (one to many). Select the transactions on each side that you want to reconcile and click Reconcile.

Transactions must comply with the following rules to reconcile:

• The bank transaction amount must equal the sum of the system transaction amounts.

• You can select only one transaction on the bank side to match against one or more transactions on the system side.

The system issues a warning if:

• The dates do not match between the bank and the system sides.

• The transaction types do not match between the bank and the system sides.

If you are displaying a list of reconciled transactions, select the transactions to unreconcile, and click Unreconcile.

Note. You cannot unreconcile a transaction that has already been sent to the general ledger.

Reconciling Transactions Manually

Access the Manual Reconciliation page.

Important! If you open a bank account in the Manual Reconciliation page that is set for automatic reconciliation, you get a warning message stating “This bank account is set up to use Automatic Reconciliation.” To avoid this warning, you should not perform manual reconciliation on bank accounts whose reconciliation method is Automatic.

Some care should be taken, as any system transaction marked as manually reconciled will not be considered a candidate for automatic (or semi-manual) reconciliation. In addition, you need to be careful not to mark the transaction of an automatic bank for manual reconciliation. The system will then not retrieve these marked transactions for automatic or semi-automatic reconciliation.

In manual reconciliation, system transactions in different currencies display in the default currency for the bank account.

Search Criteria

Enter your search criteria and click Search.

System Transactions

Reconciling Externally Generated Transactions

To enter external transactions for reconciliation, use the External Transactions component (GEN_TRAN_UPDT).

Use the TR_EXTERNAL_TRANSACTIONS_CI component interface to load data into the External Transactions tables.

This section discusses how to:

• Enter external transactions for reconciliation.

• Reconcile the external transactions automatically.

External Transactions Reconciliation Process

The Bank Reconciliation process flags bank transactions (such as overdraft fees, interest, or other miscellaneous fees) as MISC (miscellaneous) exception items because there are no corresponding system transactions. By associating statement activity types with these items, Treasury Management generates accounting entries for them when you force them to reconcile based on the ChartFields that are specified in the accounting template that is assigned to the statement activity type.

In addition to processing these types of transactions, you can also enter transactions online using the External Transactions page or insert them into the Bank Reconciled Transactions (BNK_RCN_TRAN) table, which corresponds to the External Transactions page. After you enter the transactions, you run the Bank Reconciliation process to reconcile them automatically. The process tries to match them to corresponding bank transactions.

See Also

Defining Statement Activities

Pages Used to Reconcile Externally Generated Transactions

Entering External Transactions

Access the External Transactions page.

Search Criteria

To view a list of external transactions, enter your search criteria and click Search.

External Transactions

The External Transactions grid displays existing transactions that meet your search criteria.

A transaction is unavailable for edit if you have reconciled it.

Transaction Details

Select the Transaction Details tab.

Tran Code (transaction code)	Indicates the type of transaction, such as fee or interest.
Accounting Template ID	Specify the accounting template that the system uses to generate the correct accounting entries.
VAT	Click to view information on the Treasury VAT Processing page. This link is available only when the transaction meets the following conditions: The business unit is VAT enabled. A VAT-enabled transaction code is defined for the transaction type (currently limited to fee, F). A VAT-enabled accounting template is defined for the accounting template.

See Also

Editing VAT External Transaction Details

Managing Federal Schedule ID Reconciliations

This section discusses how to:

• Reconcile vouchers by using treasury payment information that is obtained from the GOALS - RFCAL website.

• (Optional) Undo previously reconciled schedule ID payments.

Federal Schedule ID Reconciliation

The U.S. Federal Government requires its agencies to group together vouchers with similar characteristics for payment. You assign each group of vouchers a common schedule ID as an identifier and then submit them to the U.S. Treasury for payment. After the Treasury Disbursement Office (TDO) sends notification that the vouchers are paid, the agencies log into the Government Online Accounting Link System - Regional Finance Center Agency Link (GOALS - RFCAL) for the disbursement information, which is used to reconcile the outstanding vouchers.

The federal payment schedules and federal schedule ID reconciliation functionalities are an integration of Payables and Treasury applications. You use the Payables Federal Payment Schedules functionality to:

• Specify Payables installation and set up options.

• Create and submit Treasury applications' schedule vouchers to the TDO.

After the Payables information is set up, you use the Treasury applications' federal schedule ID reconciliation function to:

• Specify bank account set up information.

• Reconcile transactions by schedule ID after receiving notice that the U.S. Treasury has disbursed the payment.

• Undo reconciliation of payments that have been reconciled in error.

See Also

Understanding Federal Payment Processing

Prerequisites

Before you reconcile federal payments, you must perform the following tasks:

• Specify an agency location code to identify the correct TDO for a bank on the Bank Information page.

• Select the Payment Schedule option on the Payment Methods page to direct generation of prenotification files for a specified bank account.

• Select the Prenote Required option on the Prenotification page to generate a prenotification notice for the bank account.

See Also

Defining Bank Information

Defining Payment Methods

Common Elements in This Section

Pages Used to Manage Federal Schedule ID Reconciliations

Reconciling Federal Schedule ID Payments

Access the Schedule Reconciliation page.

Pay Confirm # From and Thru	Enter a range of payment confirmation numbers that are obtained from GOALS - RFCAL.
	Click the Assign Confirmation Number button to assign a range of schedule ID treasury payment numbers to display unreconciled data.
Sent Date	Enter the date on which you sent the payment to the TDO.
Disbursed Date	Enter the date on which the TDO disbursed the schedule ID payments.
Reconciled Amount	Enter the sum of the payments' amounts that you have assigned in the Pay Confirm # From and Thru fields.
Reconcile	Click to reconcile the unreconciled data with the information you enter. This function also performs various audits and displays error messages as appropriate. If the reconciled amount differs from the sum of the payments' amounts (payments assigned a confirmation number), an error message displays. When you click reconcile, the system: Updates the Payables Bank Schedule ID table (AP_BANK_SCHED) with three dates: the payment date, the disbursement date, and the date on which the schedule was sent from Payables to PeopleSoft banks. Updates the appropriate Federal payments in Payables with a US Treasury Payment confirmation number. Updates the IPAC Document Reference Number on an IPAC payment with the US Treasury Payment confirmation number, if a bank account is configured for IPAC and uses a payment method of EFT.
Account Register Report	Run the Account Register report.

Reverse Reconciling Federal Schedule ID Payments

Access the Reverse Schedule Recon page.

This page displays reconciled items that match your search criteria.

Select the items that were reconciled in error and click Unreconcile to reverse reconciliation. The item's status changes from REC (reconciled) to UNR (unreconciled). In addition, the system clears the Disbursed Date and Sent Date field values, and the Payment Confirmation Number and IPAC Document Reference Number.

Note. You cannot reverse reconcile payments after running the Cash Clearing process (APCSHCLR).

Reviewing Bank Reconciliation Information

PeopleSoft provides several options to review bank account reconciliation information.

This section discusses how to:

• Use the Reconciliation Manager.

• Review reconciled transactions by account.

• Review bank statement information.

Pages Used to Review Bank Reconciliation

Using the Reconciliation Manager

Access the Reconciliation Manager page.

Show Statements for	Select Current Month, Last Month, or Today. The page refreshes with the specified information.
Add/Update Accounts	Click to add more accounts or update current bank account information.
Add a Bank Account to My List	Click to add more accounts for the selected bank to your My Accounts page.

On the right side of the grid, you can verify whether reconciliation has been set up for a particular account on the External Account - Account Reconciliation page and see what type of reconciliation is in place:

• Manual reconciliation.

• Semi-manual reconciliation.

• Automatic reconciliation.

Click the reconciliation type link to perform reconciliation for the specific bank account.

See Also

Setting Up Reconciliation

Reviewing Reconciliation Transactions by Account

Access the Recon Transactions By Account page.

Reviewing Bank Statement Information

Access the Review Bank Statements page.

Enter your search criteria for retrieving bank statement data.