Cashbook Reconciliation Overview

The Cash Book Reconciliation function is located in the Accounts module. Follow the steps below to reconcile your bank account effectively.

Accessing the Reconciliation Function

1. Navigate to the Accounts module and select the Reconcile option.

2. If multiple bank accounts are configured, you will be prompted to select the account to reconcile.

Understanding the Reconciliation Screen

• The Opening Date/Balance displays the closing balance and date from the previously reconciled bank statement.

• These fields cannot be edited by the user.

• Enter the Closing Date and Closing Balance for the current bank statement.

Important: Ensure the closing balance is accurate, as the system increments the closing date by one day for the next reconciliation.

The system calculates the difference between the opening and closing balances, representing the total transactions to reconcile.

Reconciling Transactions

1. Select the first transaction from your bank statement.

2. Double-click the corresponding entry on the screen.

3. Enter the Day Cleared (not the date) and press the Tab key. This action populates the Day Cleared field.

4. The reconciled transaction moves from the Un-Reconciled tab to the Reconciled tab and updates the Outstanding balance.

Un-Reconciling Transactions

• To un-reconcile a transaction, double-click the reconciled entry. This returns it to the Un-Reconciled tab.

Handling Linked Transactions

If two transactions from Navigator appear as a single line on the bank statement, you can link them:

1. Click the Link button.

2. Select a previously reconciled line to link to.

3. Double-click to confirm the selection.

The linked transactions will display in the Reconciled tab with the same reference number.

Posting Missing Items

If an item on the bank statement hasn’t been posted in Navigator, you can add it directly from the reconciliation screen:

1. Use the Post menu group to post any of the following:

   • Vehicle Receipt

   • Sales Ledger Receipt

   • Purchase Ledger Payment

   • Nominal Journal

   • Cash Book Payment

2. For Cash Book Payments, the system creates a one-sided entry. The opposite (unseen) posting appears on the bank as a reconciling item after clicking Refresh. This works for both payments (debit) and receipts (credit).

Completing the Reconciliation

• The reconciliation process automatically saves as you reconcile or un-reconcile transactions.

• Use the Save button only when the outstanding balance is zero and the reconciliation is complete.

Saving the Reconciliation

1. Click Save. The system will prompt you to confirm.

2. Clicking Yes saves the reconciliation, updates the opening date (incremented by one day), and sets the closing balance as the new opening balance.

For subsequent reconciliations, enter the new closing date and balance when prompted.