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overview

The AUTOREC program is designed to allow a district to reconcile USAS warrant, payroll clearance, transfer, refund, investment, distribution and/or memo checks automatically. The program consists of two options: EXTRACT and RECONCILE.

The EXTRACT option extracts outstanding check information and copies it to a file in a format that can be used by the district's bank. This file is transferred to the bank where the information is read and compared with check data on the bank's computer. All checks which have cleared the bank are recorded and placed on another file which is transmitted back to the district. The program generates a report of all information sent to the bank.

The RECONCILE option reconciles the checks on the file returned by the bank. The program searches the CHECK file for the district and if a match occurs, it enters the reconciled date and status on the check record. The program may also look for a voided check code, and if found, the check is not reconciled. The program generates a report of all checks reconciled by the bank, as well as an error report if errors occur.

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Some districts may simply receive files from their bank without extracting and sending a file to the bank.

In order to extract data in a form that can be read by the bank's computer, a special initialization file must first be created by the district's Data Acquisition Site. This file enables AUTOREC to extract data for and to read data from the bank correctly. The initialization file is required since different banks have different formats for their computers.

accessing the program

The program may be executed by typing:

at the $ prompt or in the menu system type:

main menu

screen layout

EXTRACT Option

Field Definitions

  • The default report file name is AUTOEXT.TXT. The text file name can be changed at the Report filename prompt.
  • The default export file name is EXPORT.SEQ. The name can be changed at the Export file filename prompt.
  • A Print options page prompt, if set to Y (yes), will cause a listing to print at the beginning of the AUTOEXT.TXT file showing which options were selected during the program run.
  • You can select your own report heading by entering it in the Optional heading field.
  • The Checks since a specific date prompt allows you to select checks from a specific date until the present. If the date is left blank, all outstanding checks will be selected.
  • Checks types to select options are:
  • W - warrant
  • T - transfer
  • P - payroll clearance
  • R - refund
  • I - investment
  • D - distribution
  • M - memo

    • If the field is left blank, all check types will be selected.

    • Enter a range of check numbers in the Check Number Selection fields if you would like to extract a specific range of numbers. You may enter a beginning check number if you wish to select by a range of checks, otherwise you may enter an ending check number and the blank beginning number will be filled with zeroes. The check number range fields are optional fields - they may be left blank.
    • The Bank Account number is an optional field and represents the account number at the bank that will be doing the processing. If this field is used, the account number will appear on all records on the export file. This field overrides the Bank Codes.
    • The Bank Codes field is optional. This field refers to a pre-assigned code for a particular account at a particular bank.

    In order to extract the data in the correct format, the EXTRACT option will make use of the initialization file created by the Data Acquisition Site.

    If both an account number and bank codes are entered, then the account number will take precedence over any bank code account number.

    If one or more bank codes are to be entered, then the Data Acquisition Site must be notified to create a BANKCODES initialization file in addition to the AUTOREC initialization file.

    EXTRACT Sample Report

    Notice that the bank account number was placed on each check line. If no account number had been entered in the EXTRACT window, then the account number column would be empty. If a bank code(s) had been entered instead of an account number, then the corresponding account number would be placed in that column and only those checks which matched that code would have been selected. If both an account number and bank codes are entered, then the account number will take precedence over any bank code account number.

    EXTRACT Error Messages

    The following error messages may appear in the EXTRACT.TXT report. They indicate that something may be incorrect with the particular check.

    • Multiple bank codes found for check. This indicates that more than one bank code referenced this check. This might be correct, but it should be examined.
    • Account number requested as numeric, but value is alpha_numeric. Call your ITC for assistance.
    • Check amount requested as numeric, but value is alpha_numeric. Call your ITC for assistance.
    • Void check flag requested as numeric, but flag is alpha_numeric. Call your ITC for assistance.

    screen layout

    RECONCILE Option

    Field Definitions

    • The Import file filename is the name of the data file received from the bank.
    • The Reconcile report filename is the name of the reconciliation report text file. It can be changed to a different name if desired.
    • A Print options page prompt, if set to Y (yes), will cause a listing to print at the beginning of the AUTOREC.TXT file showing which options were selected during the program run.
    • You can select your own report heading by entering it in the Optional heading field.
    • The Error report filename defaults to AUTOERR.TXT but can be renamed if desired.
    • A Print options page prompt, if set to Y (yes), will cause a listing to print at the beginning of the AUTOERR.TXT file showing which options were selected during the program run.
    • You can select your own report heading for the Error Report by entering it in the Optional heading field.
    • Enter a Reconcile date which will be used as the reconciled date on the check records.

    Again, in order to import the data from the bank, the RECONCILE option will make use of the initialization file which was created by the Data Acquisition Site.

    RECONCILE Sample Report

    Note, if the import file was empty, then an error will appear in the Error report and no reconciliation report name will appear in the execution window.

    RECONCILE Error Messages

    The following error messages may appear in the RECONCILE report. They indicate that something may be incorrect with the particular check.

    • "Can't reconcile a voided check." This indicates that the check has a voided status and will not be updated.
    • "Check voided by bank." This indicates the check has been voided by the bank and will not be reconciled.
    • "Check amounts do not match." This indicates there is a different amount on the import file from that appearing on the CHECK.IDX file, therefore the check will not be reconciled.

    The following report is an error report that was generated during the RECONCILE option.

    RECONCILE AUTOERR.TXT

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