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  • AUTOREC - Automatic Check Reconciliation
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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.

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:

  $ RUN OECN$BUD:AUTOREC

at the $ prompt or in the menu system type:

  Menu>AUTOREC

main menu

  
_______________________________________________________________________________________ 
|                                                                                     | 
|  AUTOREC - Auto Extract/Reconcile Checks                                            | 
|  ---------------------------------------------------------------------------------  | 
|     1. EXTRACT    - Extract data to file                                            | 
|     2. RECONCILE  - Reconcile checks                                                | 
|     3. EXIT       - Exit program                                                    | 
|                                                                                     | 
|                                                                                     | 
|                                                                                     | 
|                                                                                     | 
|                                                                                     | 
|                                                                                     | 
|                                                                                     | 
|                                                                                     | 
|    Menu: AUTOREC Option>                                                            | 
|                                                                                     | 
|         XX Accept           XX  Help            XX  Exit             XX Next        | 
|_____________________________________________________________________________________| 
 
  

screen layout

EXTRACT Option

    
 
_________________________________________________________________________________________ 
|                                                                                       | 
|                              Extract Outstanding Checks:                              | 
|                                                                                       | 
| Report filename:             AUTOEXT.TXT                                              | 
| Export file filename:        EXPORT.SEQ                                               | 
| Print options page? (Y,N)    Y                                                        | 
| Optional heading:            Check Data for Sample City Bank                          | 
|                                                                                       | 
|  - Selection Critiera -                                                               | 
|  Checks since a specific date:                11/01/1998                              | 
|  Check types to select: (D,I,M,P,R,T,W)       W,P,R,I                                 | 
|  Check Number Selection        From           To                                      | 
|                                                                                       | 
|  - Bankcode and Account options -                                                     | 
|  Bank Account number:                         D-123456789                             | 
|  Bank Codes:                                  _ _ _ _ _                               | 
|                                                                                       | 
|                                                                                       | 
|  AUTOREC Extraction Section Options                                  1 of  1          | 
|   XX  Execute          XX Reset                                                       | 
|   XX  Help             XX Save/Recall                                                 | 
|   XX  Exit                                                                            | 
|   XX  Cancel                                                                          | 
|_______________________________________________________________________________________| 
    

Field Definitions

  • Report filename
  • Export file filename
  • Print options page
  • Optional heading
  • Checks since a specific date
  • Checks types to select
  • 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.

    • Check Number Selection
    • Bank Account number
    • Bank Codes

    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

      
                                        Check Data for Sample City Bank 
         
    -- Options Summary -- 
      
        Report filename:  AUTOEXT.TXT 
        Export file filename:  EXPORT.SEQ 
        Print options page? (Y,N)  Y 
        Optional heading:  Check Data for Sample City Bank 
        Checks since a specific date:  11/01/1998 
        Check types to select: (D,I,M,P,R,T,W)  W,P,T,I 
     
      
     
    Date: 11/30/1998                  SAMPLE CITY LOCAL SCHOOLS                  Page:  1 
    Time:  9:08 am                    AUTOREC Extraction Report                  (AUTOEXT) 
                                   Check Data for Sample City Bank 
     
    Check   Check       Check     Account      Void 
    Number  Date        Amount    Number       Flag    Payee           Error Messages 
     15574 11/05/1998     7994.10  D-123456789         OFFICE MAX 
     15575 11/05/1998      308.97  D-123456789         EMBARQ 
     15576 11/05/1998        4.00  D-123456789         ROB PATTINSON 
     15577 11/05/1998      199.20  D-123456789         ARPS DAIRY INC. 
     15578 11/05/1998       71.80  D-123456789         OHIO GAS COMPANY 
     15579 11/05/1998      148.50  D-123456789         READING RAINBOW 
     15580 11/05/1998      150.00  D-123456789         TOLEDO EDISON 
     15581 11/05/1998       68.20  D-123456789         GEORGE CLOONEY 
     15582 11/05/1998      213.15  D-123456789         DAMMAN ELECTRIC 
     15583 11/05/1998     1453.20  D-123456789         CAMPUS TEAM WEAR 
     15584 11/05/1998     3453.43  D-123456789         TAYLOR PUBLISHING 
     15585 11/05/1998      352.68  D-123456789         OFFICE SOLUTIONS 
     15586 11/05/1998     3480.90  D-123456789         NODDLE TOOLS INC 
     15587 11/05/1998      181.95  D-123456789         SANDRA BULLOCK 
     15588 11/05/1998       73.00  D-123456789         QWEST 
     15589 11/05/1998      120.05  D-123456789         IRONWOOD GOLF 
     15590 11/05/1998       25.75  D-123456789         WAL- MART 
     15591 11/05/1998        5.00  D-123456789         SARA SMITH 
     15592 11/05/1998      145.80  D-123456789         TEAM SPORTS 
     15593 11/05/1998      725.00  D-123456789         WEEKLY READER 
     15594 11/05/1998      196.12  D-123456789         RED APPLE 
     15595 11/05/1998       80.6   D-123456789         TRESSLER PLUMBING 
     15596 11/05/1998       15.12  D-123456789         OFFICE PRO 
     15597 11/05/1998       10.97  D-123456789         LEGENDS PRINTING 
     15598 11/05/1998       61.20  D-123456789         UPS 
     15600 11/08/1998        6.81  D-123456789         NW OHIO STUDENT 
     15601 11/08/1998       20.34  D-123456789         GRAINGER 
     15602 11/08/1998      302.16  D-123456789         GOLDIE HAWN 
     15603 11/08/1998      600.00  D-123456789         KRISTEN STEWART 
     15604 11/08/1998       94.20  D-123456789         HOLIDAY INN 
     15605 11/08/1998     4522.83  D-123456789         KLEAN KITCHENS 
     15606 11/08/1998       99.00  D-123456789         LOWES 
     15607 11/08/1998      350.00  D-123456789         SCHOOL SPECIALTY 
     15608 11/08/1998       99.86  D-123456789         READING RAINBOW 
     15609 11/08/1998      110.30  D-123456789         GORDON FOODS 
     
                                       Counts              Amount 
        Checks extracted:                 184          460,234.14 
        Void checks extracted:              0                 .00 
        Checks less void extracted:       184          460,234.14 
     
      
    

    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

      
     
    ___________________________________________________________________________________________ 
    |                                                                                         | 
    |                               Reconcile Returning Checks:                               | 
    |                                                                                         | 
    | Import file filename:                IMPORT.SEQ                                         | 
    | Reconcile report filename:           AUTOREC.TXT                                        | 
    | Print options page? (Y,N)            Y                                                  | 
    | Optional heading:                    Reconciled Checks from Sample City Bank            | 
    | Error report filename:               AUTOERR.TXT                                        | 
    | Print options page? (Y,N)            Y                                                  | 
    | Optional heading:                    Errors in Checks from Sample City Bank             | 
    |                                                                                         | 
    |  - Reconcile Selections -                                                               | 
    |  Enter reconcile date:               12/10/1998                                         | 
    |                                                                                         | 
    |                                                                                         | 
    |                                                                                         | 
    |                                                                                         | 
    |  AUTOREC Reconcile Section Options                                       1 of  1        | 
    |   XX  Execute         XX Reset                                                          | 
    |   XX  Help            XX Save/Recall                                                    | 
    |   XX  Exit                                                                              | 
    |   XX  Cancel                                                                            | 
    |_________________________________________________________________________________________| 
     
      
    

    Field Definitions

    • Import file filename
    • Reconcile report filename
    • Print options page
    • Optional heading
    • Error report filename
    • Print options page
    • Optional heading
    • Reconcile date

    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

        
    -- Options Summary -- 
      
        Import file filename:  IMPORT.SEQ 
        Reconcile report filename:  AUTOREC.TXT 
        Print options page? (Y,N)  Y 
        Error report filename:  AUTOERR.TXT 
        Print options page? (Y,N)  Y 
        Enter reconcile date:  12/10/1998 
     
    Date: 12/11/1998                  SAMPLE CITY LOCAL SCHOOLS                  Page:  1 
    Time:  9:08 am                    AUTOREC Extraction Report                  (AUTOEXT) 
                                   Check Data for Sample City Bank 
     
    Check       Check            Check          Account             
    Number      Date             Amount         Number              
     15574      11/05/1998       7994.10        D-123456789 
     15575      11/05/1998        308.97        D-123456789 
     15576      11/05/1998          4.00        D-123456789 
     15577      11/05/1998        199.20        D-123456789 
     15578      11/05/1998         71.80        D-123456789 
     15579      11/05/1998        148.50        D-123456789 
     15580      11/05/1998        150.00        D-123456789 
     15581      11/05/1998         68.20        D-123456789 
     15582      11/05/1998        213.15        D-123456789 
     15583      11/05/1998       1453.20        D-123456789 
     15584      11/05/1998       3453.43        D-123456789 
     15585      11/05/1998        352.68        D-123456789 
     15586      11/05/1998       3480.90        D-123456789 
     15587      11/05/1998        181.95        D-123456789 
     15588      11/05/1998         73.00        D-123456789 
     15589      11/05/1998        120.05        D-123456789 
     15590      11/05/1998         25.75        D-123456789 
     15591      11/05/1998          5.00        D-123456789 
     15592      11/05/1998        145.80        D-123456789 
     15593      11/05/1998        725.00        D-123456789 
     15594      11/05/1998        196.12        D-123456789 
     15595      11/05/1998         80.61        D-123456789 
     15596      11/05/1998         15.12        D-123456789 
     15597      11/05/1998         10.97        D-123456789 
     15598      11/05/1998         61.20        D-123456789 
     15600      11/08/1998          6.81        D-123456789 
     15601      11/08/1998         20.34        D-123456789 
     15602      11/08/1998        302.16        D-123456789 
     15603      11/08/1998        600.00        D-123456789 
     15604      11/08/1998         94.20        D-123456789 
     15605      11/08/1998       4522.83        D-123456789 
     15606      11/08/1998         99.00        D-123456789 
     15607      11/08/1998        350.00        D-123456789 
     15608      11/08/1998         99.86        D-123456789 
     15609      11/08/1998        110.30        D-123456789 
       .            .                .             . 
       .            .                .             . 
       .            .                .             . 
     Total number of checks reconciled:                  178 
     Total amount of checks reconciled:          $459,666.58 
     
        
    

    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

        
     
    -- Options Summary -- 
      
        Import file filename:  IMPORT.SEQ 
        Reconcile report filename:  AUTOREC.TXT 
        Print options page? (Y,N)  Y 
        Error report filename:  AUTOERR.TXT 
        Print options page? (Y,N)  Y 
        Enter reconcile date:  12/10/1998 
     
     Date: 12/11/1998        SAMPLE CITY SCHOOL DISTRICT            Page:  1 
     Time:  2:27 pm     Errors in Checks from Sample City Bank      (AUTOERR) 
     
       Check 
       Number   Error Message                      Field Values 
        15582   Check voided by bank.              Void Code: V 
        15588   Check voided by bank.              Void Code: V 
        15577   Check amounts do not match.        USAS:    5.00  BANK:   50.08 
        15591   Check amounts do not match.        USAS:  199.20  BANK:  199.50 
        15598   Check amounts do not match.        USAS:   61.20  BANK:   60.20 
        15602   Can't reconcile a voided check.    Check Status: V 
     
     
        
    
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