Entering Transactions in the Reconciliation System

Entering Transactions in the Reconciliation System

If you want to enter deposit, fees, or interest amounts for the checking account, you can enter these transactions directly into the Reconciliation system.

NOTE: Do not enter checks or voids directly into the Reconciliation system.

You can automatically enter Gift deposit transactions by creating a Gift Deposit Form. Refer to Creating a Gift Deposit Form in the Donor and Gift Management module for more information.

When you create Journal Entries in General Ledger, you have the option of automatically creating a check reconciliation entry in Accounts Payable during the posting process. Refer to Making Manual General Ledger Journal Entries in the General Ledger module for more information.

1. In the Accounts Payable module, click the Reconciliation super tab.

NOTE: If this is the first time you have used the Reconciliation super tab in this session, the Reconciliation Data Grid will automatically open. If it does not, click the Search button on the toolbar (looks like binoculars) to open the Data Grid.

2. Select the checking account that you want to add a transaction to (many organizations only have one checking account) and then click the Transactions tab.

3. Click the New button on the toolbar. The Transactions window opens.

Transactions Window

4. Click the arrow in the Account drop-down box and select the desired account from the lookup list.

NOTE: The account that you selected in the Reconciliation Data Grid is entered by default, but you can enter a different account number, if necessary.

5. (Optional) Enter the Date Reconciled. The default value is today’s date. You can also leave this field blank and reconcile the transaction at another time.

6. (Optional) Enter the transaction Number. This is not generally necessary for deposits, fees, or interest transactions).

7. Enter the transaction Date. This is the date when the transaction actually took place – not necessarily the same as the date it was reconciled.

8. Enter the Amount of the transaction.

NOTE: Enter fee transaction amounts as a negative number.

9. Click the arrow in the Type drop-down box and select the type of transaction from the list: Deposit, Fee, or Interest.

NOTE: Although Payment and Void are available, you should not enter payments or voids directly into the Reconciliation system.

10. (Optional) Add a description of the transaction in the Payee Name field.

11. Click the Save button on the toolbar.

12. Repeat this process for any additional transactions, and then click the Close button.