Advanced Bank Reconciliation

Advanced Bank Reconciliation for Microsoft Dynamics GP 9, 10 & 2010

Install and User Guide

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C o n t e n t s Contents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Introduct ion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 What’s in th is manua l . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Terms and Defin it ions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Addit ional resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Insta l lat ion and Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Insta l lat ion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Registrat ion and Company Insta l la t ion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Advanced Bank Reconc i l iat ion Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Bank Account Takeon . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Using Advanced Bank Reconc i l iat ion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 Overview of Process Workf low . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 Reconci l ing a Bank Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 Un -reconci l ing a Bank Account . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

Appendix A: Window Reference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 Ut i l i t ies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 Rout ines . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39 Maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42 Financ ia l . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43 Inquiry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49 Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Appendix B: BAI F i le Format . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

Appendix C : Fr equent ly Asked Quest ions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

Appendix D: Standard Bank Format . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

Appendix E: Funct ional Currency . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63 Funct ional Currency in GP 9 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63 Funct ional Currency in GP 10 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

Docum entation Comment Form .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

Contact us . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

Introduction

Advanced Bank Reconciliation (ABR) is a Nolan Business Solutions module for Microsoft Business Solutions Dynamics GP that provides an easy to use multi-currency supported bank reconciliation. This module does not require the Dynamics GP Bank Reconciliation module to be registered.

Bank transactions are read into the reconciliation window directly from the general ledger. The bank statement information can either be imported or manually entered into the system. Basic transaction matching occurs automatically, however advanced transaction matching occurs either manually or by using user-defined matching rules. ABR supports matching transactions that are either a one-to-one, many-to-one, or many-to-many for maximum flexibility. A full audit trail of reconciliations can be recorded and printed.

For some European systems the option is also provided to use a ‘double entry bank’ system. Dynamics GP transactions post to the initial general ledger account(s) for each bank, which is the ‘un-reconciled account’. When a reconcile is performed, it makes a general ledger batch to remove the transactions from the un-reconciled account and post them to a second ‘reconciled account’ for the same bank.

Support is provided for a system with multiple bank accounts, and for a bank tracking transactions in multiple general ledger accounts. Support is also provided for multi-currency transactions.

Advanced Bank Reconciliation Features:

Transactions extracted directly from the general ledger. The bank transactions are ‘extracted’ directly from the General Ledger rather than being generated by a separate posting process. This means that the full functionality of the General Ledger is available, such as multi-currency and repeating transactions.

Bank statements can be imported or manually entered. The availability of user defined import formats allow you to create and maintain customizable bank import definitions for importing the bank statements. In addition to this, you are able to use the standard format, which is clearly defined in the Appendix D: Standard Bank Format (Appendix D).

Correct reconciliation completion. The reconciliation window enforces the correct matching of transactions to the statement details. Once transactions have been extracted from the General Ledger, they can only be cleared by the reconciliation or by corrective posting back in the General Ledger. This ensures transactions cannot be omitted, deleted or incorrectly reconciled.

Simple reconciliation. The reconciliation window has been designed to be simple and intuitive, while maximizing the ability to reconcile transactions. The Propose function removes a large amount of labor by matching any transactions that may be automatically recognized by the system. The reconcile rules window allows for clear definition of the rules to be used for matching transactions.

Full reporting and audit information. The system produces full reconciliation reports with an audit trail for each reconciliation completed. Where the un-reconciled/reconciled bank account system is being used, reconciliation information is posted through Dynamics GP General Ledger producing the normal reporting and audit information of Dynamics GP. Standard reports are also provided to show reconciled and un-reconciled transactions, from both Dynamics GP General Ledger and the bank statements. For example, the Closing Balance Report shows the detail of the calculated closing balance, based upon the statement ending balance and the un-reconciled transactions.

Posting in Summary with detailed Reconciliation When posting to the GL in Summary the details of the transactions are typically lost. However, with ABR it is possible to retrieve those lost details from the Payables management module and use them during reconciliation.

What’s in this manual

This manual is designed to give you an in-depth understanding of how to use ABR features and how they integrate with Dynamics GP. The manual is divided into the following parts:

“Installation and Setup”, describes how to install, set up and configure ABR to meet the needs of your business and work with other Dynamics GP modules you use.

“Using ABR”, describes how use the system, including how to reconcile a bank account and how to un-reconcile an account if problems occurred.

Terms and Definitions

This manual uses the following definitions and terms to make specific types of information stand out.

Definitions Description

This section will help you in reading through this manual as well as define common terms used in describing ABR’s processes and features.

Example: Description

Propose Buttons will be displayed in an Arial font that is bolded and blue.

Bank ID Field names will show in a Verdana font that is green and italicized.

Setup->Financial->ABR Extract Setup

Shows the path selected to get to a specific menu item. In this case you would first click the Setup menu, then choose Financial. In the palette that appears then choose ABR Extract Setup.

Option A selectable option, from a radio button, checkbox, or drop-down box.

Terms Description

Term Description

Bank Account An ABR specific setup related to a company’s bank account. This holds the basic bank account information as well as GL and Bank transactions. When referring to a Bank Account, this manual means the data that is setup in the Setup->Financial->ABR Bank Setup screen

Additional resources

Printable Manual

A manual for ABR is provided. The manual is located, by default, in the Dynamics GP client directory. The location is chosen during the time of the install of the module. This file is called ‘Advanced Bank Rec v8.doc’.

Installation and Setup

This part of the documentation discusses how to install, set up and configure ABR to meet the needs of your business.

The following topics are discussed:

“Installation” describes how to install ABR.

“Registration and Company Installation” describes how to register and install Advanced Bank Reconciliation into the appropriate companies.

“Advanced Bank Reconciliation Setup” describes how to set up ABR

Installation

Before installing Advanced Bank Reconciliation, please ensure that there are no users logged into Dynamics GP as this could adversely affect the installation process.

This process will need to be completed on all workstations on which Dynamics GP is installed. However, if Dynamics GP is run from a network (Dynamics.dic is installed in a network location), you only need to install to that location.

1. Launch the ABR install program. 2. Follow the on-screen instructions to complete the install. The install will ask for the Dynamics GP

directory and will install the Advanced Bank Reconciliation chunk file into this directory. 3. Once the install has completed, run Dynamics GP to load the chunk file (answer “yes” to “Include new

code?”)

Registration and Company Installation

Follow the following steps to properly register and install Advanced Bank Reconciliation

1. Form security changes, palette modifications, and any necessary file upgrades are not made during the previous installation step. Use the Install window to do these automatically by following the steps below.

2. Make sure that no other users are logged into the system 3. Start Dynamics GP – if you log in using the ‘sa’ user, the install window will automatically be added to

your shortcuts (go to step 7). You must login as ‘sa’ to install to a SQL database. 4. If not logged in as the ‘sa’ user, open the ‘Shortcut Bar’ and select Add. Then select Other Window. 5. Enter ABR Install into the Name field and then expand the Advanced Bank Reconciliation folder in the

Available Windows list. 6. Expand the Company folder. Then find and select the Install Advanced Bank Reconciliation window in the

list and push the Add button. 7. Click on the Done button to close the Add Shortcut window.

Figure 1: ABR Install Window

8. Select Advanced Bank Reconciliation Install from the Shortcut Bar. A window showing all the companies

will appear, as illustrated below ( Figure 1). 9. To register Advanced Bank Reconciliation, enter your four 8-Digit Registration Keys in the fields provided

(You will have received these Registration Keys with your purchase of Advanced Bank Reconciliation). This is required to enable use of Advanced Bank Reconciliation in companies other than the lesson company Fabrikam, Inc. Note: The registration keys may have a built in expiry date. This information is displayed at the bottom of the window (to the left of the Install button).

10. Click on the Register, you will receive a message indicating that the Registration was successful. 11. The Add Menu Items option determines if the install should automatically place entries for Advanced

Bank Reconciliation into the appropriate menus. See Appendix A for more details on the windows that are added.

12. Build Setup Info should be turned on if this is a clean install (ABR not previously installed). If this is an upgrade, leave Build Setup Info turned off.

13. For SQL Installations, make sure the Build Tables option is ticked to create the tables on SQL, set permissions to them correctly and install stored procedures. The install window will automatically tick this option if it detects that either the tables are missing or a table upgrade is required.

14. Use the Mark/Unmark, Mark All and Unmark All buttons to mark all the companies to install Advanced Bank Reconciliation to.

15. Press the Install button to install the software.

Advanced Bank Reconciliation Setup

After the initial installation there are a few setup options that should be explored.

System Setup

Bank Account Setup

Import Format Setup

Import Maintenance Setup

Creating Reconcile Rules

Creating Deposit Groups

System Setup

The ABR Setup Window (Tools->Setup->Financial->Advanced Bank Reconciliation->ABR Extract Options) contains all the setup options available to ABR. For a complete explanation of these options, please see Appendix A.

If multi-currencies will be used in bank reconciliations, then select Require exchange rate entry. You will most likely want to turn on the Produce Closing Balance Report on Reconcile option. This will allow you to print historical Closing Balance Reports. When checked, the Closing Balance report will also be displayed automatically after a reconciliation has been performed. IMPORTANT: If this option is left unchecked, you cannot print historical Closing Balance reports. Tolerances can be used to create more flexible matching limits.

Figure 2: ABR Setup Window

By default, the reference field from the transaction’s Journal Entry is used in the ABR reconcile window. It is possible to get the Distribution Reference from the GL transaction to appear. Once a reference field is brought into the ABR reconcile window, there is also an option to allow this field to be editable. The option Disallow Reconcile if GL / ABR Difference Not Zero is used to specify whether or not the user is allowed to reconcile transactions if the difference of those transactions is not equal to zero. Although it is often preferable to require the difference to be zero, there are certain instances where you would like to reconcile while the difference is not zero. Aging periods can also be used to more clearly show the relative age of any un-reconciled transactions.

Bank Account Setup

You will want to setup one Bank Account for each real bank account you will be reconciling. Note: you can have more than one GL account per ABR Bank Account. Use this feature when you want to reconcile one bank statement against multiple GL accounts. To create a bank account, go to the Bank Account Entry screen (Tools->Setup->Financial->Advanced Bank Reconciliation->Bank Setup). For a complete explanation of this window, please see Appendix A.

If your bank offers a BAI file, then you should follow the steps in Appendix B for setting up the import definition and testing the import to retrieve the correct Account Number and Sort Code/Routing Number to use in this window. If your bank does not offer a BAI statement file to download, please continue.

Figure 3: Sample Bank Account Setup

When entering in your Account Number, remember that you can import one file to multiple Bank Accounts. During the import, ABR knows what bank statement transaction to assign to which Bank Account by the matching of Account Number and Sort Code/Routing Number between the two, so make sure you enter it into this screen correctly. If you can’t fit your bank account number or sort code/routing number into the fields in this window, enter as much as you can and remember to trim the related field on the import definition accordingly. For example, if you sort code/routing number is 1234567891011, you will only be able to enter in the first 9 digits, so enter 123456789 and make sure when you setup your Format Definition that you have 1 for Start and 9 for End. (See Appendix A)

Entering in your bank’s information is for reporting purposes only. Account Holder and address information are both optional. Statement currency is required regardless of whether or not you have multicurrency. If you currently do not have multicurrency setup and your Dynamics GP functional currency is blank, you will need to modify it. Please see appendix for the steps required to modify the functional currency.

You can reconcile a bank account against a Checkbook ID or directly against a GL account. If you leave the Checkbook ID field blank, you will need to enter in the GL account. Having a Checkbook ID assigned to a Bank Account makes entering GL Trx Entry from the Reconcile window easier since some of the fields will be pre-filled when using a Checkbook ID. The first GL account row is reserved for the GL account assigned to the Checkbook ID. Additional GL accounts can also be added to the Bank Account ID. Transactions will be extracted against all GL accounts listed against the Bank Account ID. If you are using reconcile accounts then enter the reconcile account for each GL account in the appropriate field.

Import Format Setup

Before you can import a bank statement you have to define its format. The following is a guide for how to setup an import format. Your particular import format will likely be different, but use this as a guide on how the process works of evaluating a bank statement file and how to setup the import format accordingly. Note: you may not need to setup an import format. If your bank offers a BAI file, then follow the steps in Appendix B for setting up the import definition. If this is the case, you may then skip this section and move onto Creating Reconcile Rules. See the Window Reference for complete breakdown of this window.

The Format Definition defines how the bank statement file you receive from the bank is laid out. There are a number of fields that are required to make a good bank statement file, including the transaction amount, the date, a reference (although not required), and transaction type. While Transaction Type is not a required field to import a bank statement, having a transaction type allows you to define “Reconcile Rules” which can help greatly in simplifying the reconcile process.

For the purpose of this tutorial, take the following lines and copy them into a sample file using Notepad or similar text editing program.. Call the file “Sample.csv.

"02/01/04",475,-1234.56,"Check:1234"

"02/02/04",475,-123.45,"Check:4323"

"02/03/04", 175,100.00,"Deposit"

We will use this file to show you how you can create an import definition. Every bank has a different format to their files and yours will probably vary widely. This is meant to just guide you through the process of creating an Import Definition, not create your actual definition.

Once we have created the sample file we can create an Import Definition for it. Go Tools->Setup->Financial->Advanced Bank Reconciliation->Statement Import Format. Choose a descriptive name for the Format ID (usually the bank name works well). For this example just call it “SAMPLE”. Enter a description as well. Since our example file is a CSV file you will want to choose Comma Separated for the File Format.

Choose the sample .CSV you saved for the Example File field so that as we add fields to our definition we can check to see it’s bringing in the right data from the file. Also set the Skip Header Rows and Skip Footer Rows to ‘0’ since our file doesn’t contain any. If your bank statement file has header or footer information you will want to set these fields accordingly.

Note: It’s usually handy to have your bank statement file open in Notepad while you do this so you can see the file easily. It’s not recommended that you use Excel to save your file. Excel has a tendency to modify the format of values in your file, like removing leading zeros that can be important for ABR to read. Excel also has a tendency to change the date format from the ABR required format of 01/01/04 to 1/1/04. ABR does require that dates have a leading 0, so be careful when using Excel, as it usually removes leading 0’s.

Now you need to define the field layout. Looking at our sample file we can see that the first field looks like the transaction date. Start on the first line of the fields list on the lower part of the window. Select Transaction Date for Destination Field. Then choose 1 for Field since we want the first field in the bank statement file to go to the transaction date on the bank statement line. Start and Stop can both be left at 0 since we want the entire field to be used. Since this is the transaction date field we need to specify the format the field is in. The date is in a “mm/dd/yy” format so enter mm/dd/yy into Format Option. At this point you should see 2/1/04 show up in the Example column.

On the second line choose Type for the Destination Field and 2 for the Field. On the third line pick Amount and 3 like before.

Figure 4: Sample Import Format

The fourth field in the file is a little tricky though. It looks like a reference field, but also has check numbers. Since check numbers can greatly help out when used in conjunction with reconcile rules, it’s always good to have check numbers imported. We’ll set it up so that field 4 of the import is both check number AND reference!

On the fourth line pick Check Number for Destination Field and 4 for Field. Since we don’t want the entire line for the check number, just from character 6 on, enter 6 for Start. End should get 9 since there are only a total of 9 characters in that field (Note: alternatively you could enter an arbitrarily high number like 100 which will accomplish the same thing). The Example field will update so you know you have the right settings.

Since we also want to use field 4 from the file as the reference, create the required line. When it’s all done, you should have something like Figure 4

Import Maintenance Setup

Once you have your import format setup from Import Format Setup you can setup the Import Maintenance setup, which defines what file gets imported into what bank account. For a screenshot of the window and a breakdown of all the window options, see the Window Reference

Open up the Import Definitions window (Tools->Setup->Financial-> Advanced Bank Reconciliation->Import Maintenance). Enter an identifier for this import definition into the Import Definition ID, usually the bank name works well. You may also enter a Description.

If you are using a custom import format from section Error! Reference source not found. then select User efined from the Import Format options and select the import format you defined in section Error! Reference source not found. for the User Defined Format field. If you are using a standard file (see Appendix D), then leave it at Standard. Select BAI if you were given BAI files from your bank. For Import File Name enter in the location of the bank statement file from your bank. Once selected also enter a Save File Name. The Save File Name is not required but can be used to move the existing file to a separate location. In addition to moving it, you can use any number of ‘#’ on the end of the Save File Name. Each ‘#’ will be used to add a sequential digit to the end of the file name. If you don’t include any ‘#’s the file will overwrite any file that was previously in that location.

If your import format definition doesn’t include the Account and Sort Code/Routing number fields then you will need to enter in the Bank ID that the file will be imported into. The Sequence Number is used when you use the Save File Name. The ‘#’ will be populated with the sequence number. After each successive import, the sequence number will be incremented by 1. Error handling can be done in one of two ways. If you select Do not post on error for Error Handling then if there is an error in the import file the entire bank statement import will be aborted. If you select Post only correct here then transaction lines in your import file that cause errors will be skipped and valid lines will still be imported. We recommend you selecting Do not post on error.

Creating Reconcile Rules

Reconcile Rules can greatly assist in the reconciliation process. These rules are used when the Propose button is pressed in the Reconcile window. Each bank transaction is checked against the extracted GL transactions. If the rules “hit”, then the transactions are matched. With correct use, Reconcile Rules can match the majority of the transactions for you, making the reconciliation much more manageable.

Let’s setup a reconciliation rule as an example. We’ll assume that you have a transaction type of “CHECK”. Note: If you are using .csv files from your bank, you must import a Transaction Type in order to use the reconcile rules. Open up the Reconcile Rules window by going Tools->Setup->Financials->Advanced Bank Reconciliation->Reconcile Rules.

You setup a reconcile rule for each transaction type. In our example the transaction type is “CHECK” so enter this in the Transaction Type field (When using BAI files, the transaction types will be the BAI type codes). You can also add a description. At this point you should have something that looks like Figure 5.

The four checkbox options in the window specify how transactions get matched. If you put a checkbox next to Date then the transactions will be matched by date, specifically by values in From and To next to Date. A value of -1 for From and 10 for To will cause CHECKS to be matched against GL transactions that are from 1 day behind to 10 days ahead of the GL transaction. If you would like to have transactions matched by the document/check number, then put a checkbox in the Document/Cheque Number option. You can limit what portions of the document number fields get compared.

The Reference option works the same way as the Document/Cheque Number option. You can also have the rule check the Source Document field on the GL transaction. For instance, if you know that all your GL transactions that correspond to checks have a source document of “PMTRX”, then enter this in the Source Document field after putting a check in the Dynamics Source Document option.

Creating Deposit Groups

The Deposit Group Maintenance window provides the ability to create and maintain grouping information used to consolidate transactions during an ABR extract process. Multiple groups can be created. Please see the Appendix A for further information.

Figure 5: Sample Reconcile Rule

Bank Account Takeon

The initial setup of a Bank Account in ABR involves a few one-time steps. To fully understand the how and why of those steps though, it’s important to know what the current state of your bank account is.

In most cases your Bank Account has already had some reconciliation done to it, either through Dynamics GP Bank Reconciliation module, by a third party system, or by hand. Regardless of how you have reconciled your account in the past you don’t need to do it over in ABR. However, we do need to make sure that those GL/Bank transactions that have been reconciled don’t show up in ABR. Once all the previously reconciled statements are out of the system, then ABR is considered “clean” and ready for use.

The following guide will help you clear out all reconciled transactions as well as pull in any outstanding checks that could not be extracted because they were in a previously closed year.

Assumptions: For the purpose of this guide it is assumed that you have already set up your Bank Account. Also, for the purpose of applying real numbers to this guide, the fiscal year begins on Jan 1st. We will pretend the date is Feb 1st and that the month of January has previously been reconciled with a number of checks still outstanding, both from the previous year and from the current year.

Clearing out reconciled transactions

The first thing we want to do is make sure all of the previously reconciled transactions are out of the ABR system so that you don’t have to worry about them in the future. But first we have to get them into ABR before we can clear them out.

1. Go Tools->Routines->Financial->Advanced Bank Reconciliation->Extract Transactions to open the window to extract transactions from the GL.

2. Leave the From Date field blank and choose a “cutoff” date as the To Date. This “cutoff” date should be the date of the last successful reconciliation. This cutoff date will be important, so make note of the date you choose here. Choose your Bank Account from the From Bank and To Bank fields.

3. Click Extract to extract all transactions from the GL for all open years. 4. Close the NC Extract Log. 5. Go to Transactions->Financial->Advanced Bank Reconciliation->Reconcile Bank Transactions to open the

Reconcile screen. 6. Choose your Bank Account from the Bank Account ID lookup or by typing it in. This will load all the

extracted transactions on the left side of the Reconcile window. 7. Enter in the cutoff date into the Balance Date field. You Current Book Balance should change. This should

be the same balance as you have on your last reconcile report. If this balance isn’t the same as the balance you had at the end of your last reconcile, then transactions have been posted to the related period since the last reconcile. You need to confirm what transactions these are, as they will be added to the list of outstanding checks.

8. Now, you want to clear out all the transactions from the left side of this window that have already been reconciled (leaving just the transactions that have not been reconciled). Go through this list selecting all transactions that have already been reconciled. In many cases, it’s easier to mark all the transactions, and then unmark those transactions that are outstanding. You should also make sure you unmark any transactions that were posted to the period since the last reconcile, as noted in the previous step.

9. Once all the transaction have been selected that you want removed from ABR, make note of the Total Marked below the GL transactions list, it will have the total net amount of all transactions selected. Leave the Reconcile window open for now.

10. Go to Transactions->Financial->Advanced Bank Reconciliation->Bank Statement Entry. This will open the Bank Statement Entry window.

11. Choose your Bank Account from the Bank Account ID lookup window or by typing it in. At this point you shouldn’t have any bank statements for this Bank Account and “1” should appear in Statement Number field.

12. Set the Statement Date to the ending date of the last reconciliation (the cutoff date from step 2). In this example the ending date should be Jan 31

st. Set the Ending Balance to the known ending balance as of

the statement date (cutoff date). Typically, you can just enter in the ending balance from the bank statement.

13. Add one line to the bank statement, with the Trn Date (Transaction date) set to Jan 31st

(the same as Statement Date). Set Reference = “Clearing GL transactions”, and then fill in the amount into either the Withdrawal or Deposit column with the number you wrote down in step #9 (a positive amount is a deposit and a negative amount is withdrawal).

14. You need to set the Starting Balance to be equal to the Ending Balance (from step #12) minus the clearing GL transactions transaction (from step #9) since Ending Balance = Starting Balance + Transactions. For example, if your Ending Balance is $100.00 and your one transaction is for -$100.00, then your Starting Balance should be $200.00 ($200 = $100 – {-$100.00}). During the initial setup, the starting balance you calculate does not directly relate to your starting balance from the previous statement.

15. The Ending Balance (read only) which appears in the lower right corner of the window should be

equal (in sign and magnitude) to the Ending Balance field you entered in step #12. 16. Save the statement and close the window. Go back to the Reconcile window and hit Redisplay. 17. Now you should have all the transactions selected on the left that you want cleared and one bank

transaction on the right that offsets the GL transactions. Select the bank transaction you created in step #13 and click Match.

18. The transactions are matched. 19. If you have any outstanding checks on your reconcile report that do not appear in ABR, you need to

create them manually. Follow the steps in the next section (Adding in outstanding checks from closed years) before proceeding.

20. At this point, all of your matched transactions (transactions that have a match number other then 0) are transactions you have previously reconciled. All of the unmatched transactions are those transactions that were outstanding at the end of the last reconcile (or posted after the last reconcile). You need to confirm that Current Book Balance, the Statement Ending Balance, and the Difference are all correct vs. your last reconcile report. If any of these numbers are off, then you have some transactions or other data missing and you should resolve these issues before continuing.

21. Click Reconcile to reconcile the Account so that ABR removes the GL transactions and the fake bank statement from the system. Print out the Reconciled Report and Closing Balance reports as they may come in handy later.

22. Now you should only have un-reconciled transactions on the left side (GL side) of the ABR Reconcile window and nothing on the right (bank side).

Adding in outstanding checks from closed years.

You may have some transactions that did not appear in the reconcile window, most likely because they were posted in a currently closed year, and ABR can’t extract them. In this case, you need to manually enter in any outstanding checks into the system.

However, there isn’t currently an easy way of importing outstanding checks from a previous year, so we are going to pull a little trick with GL transactions to get them to appear.

First, we need to create a GL transaction that represents these outstanding checks. In the following examples, we will add into the system 3 outstanding checks, one for $100, one for $150, and one for $200.

Figure 6 GL Transaction

Figure 7: GL transaction that reverses Figure 6

Since we don’t want these GL transactions to affect out balance, we will reverse them out so the net change to the GL account is $0.00. We will use the special Source Document type of “NCABR” so that the reversing transactions do not appear in ABR, and only the credits show up in ABR.

1. Go Transactions->Financial->General. 2. Set the Transaction Date to the date the outstanding checks were written on.

Note: With this example, all outstanding checks will get the same transaction date. If you need your checks to have separate dates, then you need to go through this procedure and create a new transaction for each check, setting the date appropriately.

3. Set the Reference to “Outstanding checks” (or whatever you want, this isn’t real critical).

4. Select the GL account for your bank. 5. Set the Credit to $100.00 (as this is a $100.00

check that was written). 6. Repeat steps 4 and 5 for each outstanding check

you have to enter, in our example, this would be for $150 and $200.

7. Choose an offset account and balance the transaction. We will reverse the debit to this account in the next few steps, so you can use any sort of temporary holding account. You should now have a window like Figure 6

8. You can now post this transaction. 9. Create a new GL transaction that is similar to

the one above, but reverse the transactions out. Also, make sure you set the Source Document to NCABR (create it if it doesn’t already exist). You should have a transaction that looks Figure 7.

10. You can now post this transaction. 11. You need to extract the transactions now.

Since the second transaction you created had a Source Document type of NCABR, it will not be extracted into ABR. Go Tools->Routines->Financial->Advanced Bank Reconciliation->Extract Transactions.

12. Set the From Date and To Date as the date of your transaction (12/31/05). Confirm the Bank IDs and click Extract. Close the Extract Log report.

13. Note: If you did multiple transactions because you wanted different transaction dates, you need to run the extract for that range of transactions.

14. Go back to the Reconcile window and confirm that transactions are now in the window.

Using Advanced Bank Reconciliation

This section will describe how to use Advanced Bank Reconciliation to help you perform bank reconciliations.

Overview of Process Workflow

The typical workflow, once the ABR system is installed and running consists of the following steps:

1. Enter/import bank statement into ABR 2. Extract GL transactions from the General Ledger into ABR 3. Enter ABR Reconcile window 4. (Optional) Click Propose to automatically match book to bank transactions. 5. Match remaining transactions 6. Click Reconcile 7. Repeat at desired intervals (once a month, once a week, etc.)

• “Reconciling a bank account”, describes how to reconcile a bank account

• “Un-Reconciling a bank account”, describes how to un-reconcile a bank account

Reconciling a Bank Account

The most common task you will perform when working with ABR is reconciling an account. This is outlined briefly in section Error! Reference source not found.. Here we will go more in-depth regarding the process.

First off, you will want to make sure you have completed the initial setup phase, leaving a “clean” system that is ready for use. Please read section Error! Reference source not found. as the initial setup phase will need to be ompleted before you can start reconciling an account.

The first thing to do is extract all your GL transactions so you can reconcile accurately. Go Tools->Routines->Financial->Advanced Bank Reconciliation->Extract Transactions (See Appendix A). Select the Bank Account ID you want to reconcile in the From Bank and To Bank fields as well as the starting and ending dates of the transactions to extract. If you have properly setup the system you can leave these fields blank to tell ABR to extract all transactions from the open year. Click Extract to extract all the transactions. If you would like to save the extraction reports, do so when they are presented.

Now that you have your GL transactions extracted you need to get your bank statement transactions into the system to reconcile against. This can be done by entering the statement manually in the Bank Statement Entry window (see Appendix A) or by importing a bank statement for a file provided to you by your bank. See Import Format Setup and Import Maintenance Setup for setting up your bank statement import definitions. To import a bank statement, go to Tools->Routines->Financial->Advanced Bank Reconciliation->Statement Import. Select the Import Definition relating to the bank account you are importing. Press Import. The statement will now be imported. Once the import is complete, you will be notified of any errors. If errors occur, correct them and then re-run the statement import.

At this point you should have your GL transactions extracted into ABR and your bank statement in the system. To reconcile your Bank Account load the Reconcile window (Transaction->Financial->Advanced Bank Reconciliation->Reconcile Bank Transactions). Load your Bank Account by selecting it from the Bank Account ID lookup window, or by entering it into the Bank Account ID field. Take a quick look over the GL transactions

Figure 10: Display Options

Figure 8: Sample Reconcile Window

(on the left) and the bank statement transactions (on the right). Make sure you see all the GL transactions you expect as well as the bank statement transactions you imported. Verify that everything came in correctly as it’s easier to correct mistakes before a reconcile has occurred. You should see something like Figure 8

The first thing you should do is hit the Propose button. This will go through and match up transactions

according to the Reconcile Rules as well as any tolerances that have been set (see Creating Reconcile Rules and Appendix A). Most of the time this will save great amounts of time during a reconciliation as it will pre-match your transactions for you, leaving a few odd ones left for you to match manually.

There will probably be a few transactions left that you need to match by hand. First you need to find them. This can be done by selecting Unmatched from the Display dropdown box in the lower right of the screen (see Figure 10). Now you should only see the GL and bank transactions that are not currently matched.

If you still can’t find the transactions you would like to match you can use the Find button at the top of the window. This will bring up a search window where you can specify the data you are looking for (see Figure 9). To change what fields to search on select the appropriate option from the dropdown box in the

lower left of the Reconcile window before hitting Find (see Figure 11).

Figure 9: Find Options

Once you have found the GL transaction and the matching bank transaction, put a checkmark on both transactions and hit the Match button. Remember that you can match multiple GL transactions to multiple bank transactions, as long as the totals at the bottom of the GL list and bank list are equal. This can be useful if one bank transaction represents multiple GL transactions or vice versa. You can also match a bank transaction against another bank transaction as long as the transactions selected net to 0.00 (you can see this in the Total Marked field at the bottom of the transaction list). You can also match a GL transaction against another GL transaction as long as the same applies, that the transactions net to 0.00.

You should only match transactions one at a time. Do not start selecting all your bank statements and then select all the matching GL transactions as this will only provide one match number for all the transactions. This can make checking your work and un-matching much more difficult. For most cases, each bank transaction should have a unique match number.

You may find during reconciliation that you have bank statement transactions that don’t match up with any existing GL transactions. This can happen if you have bank fees or interest income that was not entered against your GL. You can enter these during a reconciliation. Mark the bank statement transactions that represents the bank fees or un-entered GL transaction. Click the Create GL Trx button at the top of the bank transaction list. A Transaction Entry screen will appear allowing you to create a GL transaction to balance the selected bank transaction. The Transaction Date and first distribution will be defaulted in with the current date and the main GL account listed against the Bank Account you are reconciling. Enter in the balancing distribution account and the Reference. Hit Post and the transaction will be posted to your GL and automatically show up in the Reconcile window marked, but not matched, against your bank transaction. Click Match to match the transactions and continue.

Figure 12: Transaction Entry Window

Figure 11: Find WIndow

In Figure 13 we see three transactions marked. On the left side we see GL transactions that are check deposits and on the right side there is one bank transaction which is the total of those two transaction deposits. Let’s make a deposit entry on the GL side for the two check deposits. To accomplish this, click on the Consolidate button. This brings up the Transaction Grouping window. Enter the deposit slip number for Transaction Number, and the date of the deposit for the Transaction Date. Enter the deposit slip total amount for Transaction Amount. Find you two GL transactions in the lower list that were the checks deposited, and click Add. Once done you should have something that looks like Figure 14. Click Save.

Figure 13: Reconcile Window without Deposits

Close the window and back in the Reconcile window you will now have one GL entry with the reference being the Transaction Number and one bank transaction that are the deposits, like Figure 15.

You can use some options in the reconcile window to further help. In the lower left there is a drop down box for the sort order. It also defines what field you search against when using the Find button. If you find that you have incorrectly matched some transactions, select all the transactions with the same match number and click

Figure 15: Reconcile Window with Deposits

Figure 14: Transaction Groupings Window

Un-Match. Finally, next to the Difference field there is a new window showing your balances, both adjusted and unadjusted.

Once you have all your transactions matched and are happy, go ahead and hit the Reconcile button to reconcile your bank account. All the matched transactions will be removed from the Reconcile window and you will be presented with reports detailing the entire reconciliation.

Un-reconciling a Bank Account

Sometimes it might be necessary to un-reconcile an account because of incorrectly matched transactions. When a reconciliation is un-done you return all the matched/reconciled transactions back to the Reconcile window. They return with no match numbers, which means everything needs to be re-matched.

First, find the transactions that were incorrectly matched by looking at the NC_Reconciled_Transactions report that was generated during the initial reconciliation. The reconciliation number will be the same for all the transactions. This number can also be found by going to the Reconcile Inquiry window (Inquiry-> Financial-> Advanced Bank Reconciliation->Reconcile Enquiry) and locating the transaction that was mismatched. Expand the list view to see its Reconcile Number (see Figure 16).

Once you know the reconcile number, go to the Unreconcile window (Tools-> Utilities-> Financial-> Advanced Bank Reconciliation-> Unreconcile Transactions).

Enter in the Bank Account ID and the Start Reconcile and End Reconcile numbers. These numbers can be the same if you are not reconciling a range. Click Unreconcile to bring the transactions back into the Reconcile window. See Appendix A for a complete explanation of this window.

Figure 16: Un-reconcile screen with un-reconcile number highlighted

Appendix A: Window Reference

This section will describe all of the windows that are created by Advanced Bank Reconciliation.

All of the windows in this section can be found within Tools -> Setup -> Financial -> Advanced Bank Reconciliation

ABR Extract Options (ABR Setup)

The ABR Setup window is used to setup the basic functionality of ABR.

Fields:

Disallow and report as exceptions – Choose this option to have ABR report errors if you try to process transactions in varying currencies.

Require exchange rate entry – Choose this option to allow for transactions in varying currencies but require the user to enter an exchange rate.

Produce Closing Balance Report on Reconcile – Check this option to have the Closing Balance report saved during the Reconcile process. NOTE: This option must be turned before a reconcile to be able to retrieve the Closing Balance History report in the ABR Report screen.

Matching Tolerance Value – Enter in the value that a GL transaction may be +/- by to be considered a match for a bank statement transaction.

Matching Tolerance Percentage – Enter a percentage that a GL transaction may be +/- by to be considered a match for a bank statement transaction.

Tolerance Posting Account – The account which will hold the difference between the GL transaction and bank statement transaction if using Matching Tolerance options.

Default Balance Date – The default date supplied to the reconcile window. This date can be changed

GL Reference Editable – Mark this option if you’d like to be able to edit the Reference field in the Reconcile window. When this option is not marked the reference field is read-only.

Post Reconcile Journal To GL Only – This feature is only used when you are moving your cleared GL transactions to a separate Reconciled account. When this option is ticked, then the reconciled transaction will be placed into a batch, NC_ABR. If this option is not ticked, then the reconciled transactions will be automatically posted to the reconciled account.

Disallow Reconcile if GL / ABR Difference Not Zero - This feature used to specify whether or not the user is allowed to reconcile transactions if the difference of those transactions in not equal to zero. Although it is often preferable to require the difference to be zero, there are certain instances where you would like to reconcile while the difference is not zero.

Include Unreconciled Entries in Difference Amount – When ticked, any unreconciled bank entries will be included in the difference amount.

Extract Summary Cheques Individually - Allows the system the ability to post computer checks the general ledger in summary, but to retrieve the detailed transactions from the AP module for use in ABR.

Aging Periods – Defines the aging period groups used on the Aging Transactions report.

Bank Setup (Bank Account Setup)

The Bank Account Setup window is used to create/modify ABR Bank Accounts. The ABR Bank Accounts define which GL account(s) are related to which of your bank accounts. You should setup one Bank Account for each physical bank account you have.

Fields:

Bank Account ID – A unique identifier for this Bank Account.

Account Number – The bank account’s account number. This is used if your bank statement import file has multiple bank accounts’ transactions in it.

Description – The description of the Bank Account.

Bank Name – The name of your bank.

Statement Currency – The currency the bank statement’s transactions are in. Disabled if multicurrency is not registered.

Working Currency – The working currency as shown on screen for this Bank Account.

Sort Code/Routing Number – The sort code/routing number for your bank.

Account Holder – The registered name on the bank account.

Address 1 – The address of the bank branch.

Address 2 – The second line of the address of the bank branch.

City – The city of the bank branch.

County – The county of the bank branch.

Post – The zip code of the bank branch.

Last Statement Number (read only) – The last statement number against this Bank Account.

Last Statement Date (read only) – The date of the last statement against this account.

Last Statement Balance (read only) – The ending balance of the last statement against this Bank Account.

Last Reconciled Date (read only) – The last time this Bank Account was reconciled.

Related Checkbook ID – The checkbook to use for this account.

Associated GL Account – A GL account for which ABR will extract transactions for during the Extract Transaction process.

Reconciled Account – The account for which a reconcile transaction will be added to during the Reconcile process. For each GL transaction line that is reconciled during the Reconcile process, a duplicate GL entry will be created against the Reconciled Account. This field is not required.

Reconcile Rules (Reconcile Propose Rules)

The Reconcile Propose Rules window will help you create rules that will be used to match records when you hit the Propose button. When configured correctly these rules can save you time manually matching GL transactions to bank transactions.

Fields:

Transaction Type – This field defines what transaction type the rules apply for. E.g. you have setup your Import Format Definition to pickup transaction type. For checks, the transaction type is “CHECK”. For this field you would enter “CHECK” and then proceed to fill out the rest of the fields that define how that type of bank transaction should be compared against all unreconciled GL transactions to find the matching GL transaction.

Description – A general description for this transaction type.

Date – Compares the dates of the bank transaction to the GL transaction. For example, if you entered “-15” in the From field and “10” in the To field, then a GL transaction up to 15 days before the bank transaction and up to 10 days after the bank transaction date will be considered a match. Leaving these fields blank means the dates have to match exactly.

Documents/Cheque Number – Compares the check number of the bank transaction against the check number of the GL transaction. For example, if you choose 5 for Statement From and 20 for Statement To: and 1 for Dynamics GP From: then ABR will compare characters 5 to 20 of the check number field of the bank statement transaction against characters 1 to 16 of the Dynamics GP GL transaction check number.

Reference – Compares the reference field of the bank statement transaction against the GL transaction reference. For example, if you choose 5 for Statement From and 20 for Statement To: and 1 for Dynamics GP From: then ABR will compare characters 5 to 20 of the reference field of the bank statement transaction against characters 1 to 16 of the Dynamics GP GL transaction reference field.

Dynamics Source Document – Check this to choose the source document of the GL transaction that matches to this transaction type.

Statement Import Format (Format Definition)

The Format Definition window is used to create a user defined import format to correspond to the format of your bank statement import file. This format will allow you to specify what each field is in your bank statement file.

Fields:

Format ID – Unique name to identify the import format definition.

Description – A description for this format.

File Format –

Fixed Format – Individual fields on the import file are separated by whitespaces but appear in the exact same position from line to line.

Comma Separated – Individual fields on the import file are separated by commas.

Only import lines beginning with – Turn this option on to specify the text that must appear at the beginning of a file to be imported.

Skip Header Rows – The number of rows to skip in the beginning of the file. Useful if your bank includes a header row at the top of your bank statement file.

Skip Footer Rows – The number of rows to skip at the end of the file. Useful if you bank includes a footer row at the bottom of your bank statement file.

Example File – A file that will be used to verify your field setup. As you define fields in the lower section of the window the Example column will be populated with the value from the example file. (e.g. You’ve defined the Amount column to be field 2, then field 2 from the example file will be put in the Example column letting you verify that you chose the correct field number).

Field Listings:

o Destination Field – This defines which field you want to populate with data from the import file. o Field – The field number of the import file to get the data from. o Start – The position in the field to start getting data from. Leave this field alone to import the

entire field. o End – The position in the field to stop getting data from. Leave this field alone to import the entire

field. o Format Option – The format mask for the input data. See below for more details. o Example – Example data from the example file chosen in the Example File field.

Buttons:

Save – Save the current definition

Clear – Clear all fields

Delete – Delete the current definition

Menus:

There is an added Extras->Options menu when the Format Definition window is open. The Options menu has two choices:

Import Format Definition – Import from a file a saved format definition.

Export Format Definition – Export to a file a saved format definition.

Note: Format Definitions are company specific, so these options can be used to copy a format definition from one company to another.

Format Options:

The format options field allows you to specify the format of a particular field in the bank import file. You only need to supply a format option for the following fields:

Transaction Date – This can be any format you choose as long as there month, date, and year all exist in the field. The Format Option string is built from the following components: o dd – day of the month o mm – month of the year (01 for January) o MMM – month of the year (JAN for January) o yy – two digit year (04) o yyyy – four digit year (2004) o DDD – day of the year (100 for March 30

th in 2004)

o Any other character will be considered a separator ( / )

e.g. mm/dd/yyyy

Note: You can not specify a format like m/d/yy. Months and days must be in your bank statement import file with leading 0’s (02/08/04 instead of 2/8/04).

Sort Code o 9 – Specifies a number. o ‘-‘ – Specifies a dash/hyphen.

e.g. 99-9999-99

Amount o # - specifies the number o ‘-‘ – indicates the amount is signed o (2) – indicates the number of implied decimal places.

e.g. -#(2) would cause the number 12345678 to be imported as -123456.78

Defining Debits/Credits on the Amount field:

Sometimes a bank may provide you with a bank statement file in which all the transaction amounts come in as positive (or all negative) values. When this is the case, ABR can’t determine just by looking at the amount if the transaction is a debit/credit. If one of the fields in the import file is a Debit/Credit indicator (simply a ‘D’/’C’) then just add the D/C Indicator field to your format definition. However, most of the time banks don’t supply a simple one character field to indicate debits/credits. Instead you can use the Transaction Type field to indicate a debit or credit. To tell ABR which transactions are debits and which are credits, click the expansion button in the Format Options field while you have the Amount field selected. This will open a new window allowing you to specify the transaction type value and whether that transaction type is a debit/credit.

Destination Field types:

Amount – The amount of the transaction. Positive numbers are considered deposits against the GL account while negative numbers are considered withdrawals to the GL account. NOTE: Cannot be used when Debit Amount/Credit Amount are used.

Bank Account – The bank account number the transaction is for. If used, then Sort Code must also be included in the definition. When this field is used in a definition then the Bank ID does not need to be supplied in the Import Definition as this field determines which Bank ID the transaction does against.

Check Number – The check number of the transaction.

Credit Amount – The amount of the transaction as a credit. If this field is used in the definition so must Debit Amount. Cannot be used when Amount is already used in the definition.

Debit Amount – The amount of the transaction as a debit. If this field is used in the definition so must Credit Amount. Cannot be used when Amount is already used in the definition.

D/C Indicator – A one character field indicating if the transaction is a debit/credit. Note: If you use this field type then the Type field will be ignored.

Reference – The reference of the bank transaction.

Sort Code/Routing Number – The sort code/routing number of the bank account for which the transaction is against. When used you must also include Bank Account in the definition.

Transaction Date – The date of the bank transaction.

Type – The transaction type. You must supply this field if you want to use reconcile rules or if you need to use the transaction type to determine if the transaction is a debit/credit. During import this field will be ignored, regarding a debit/credit, if you also have the D/C Indicator field defined.

Import Maintenance (Import Definition)

The main purpose of this window is to setup Import Definitions. An Import Definition is used to define what bank statement file gets imported into which bank account. The bank statement file may be a standard format or a User Defined format. If it is a User Defined format, you must also supply the Import Format Definition.

Fields:

Import Definition ID (required) – Unique name to identify the particular definition

Import Description – Text describing the import definition.

Import Format – o Standard - The import file is a standard BAI file format. o User Defined – The import file is a user defined format.

User Defined Format – The Import Format that describes the file to be imported. See Import Format Description.

NOTE: Disabled unless “User Defined” is chosen for Import Format.

Import File Name – The bank statement file to import.

Save File Name – If supplied, the original file as specified in the Import File Name field will be renamed to the Save File Name once the import is finished.

Bank ID – The Bank ID to import the statement for. This will be disabled if you have the Account/Sort Code fields in your Import Definition as those fields will determine which bank the imported bank statement gets put against.

Sequence Number – The sequence of the import file. If you import file has hash marks (###) in it, then those has marks will be replaced with the Sequence Number when the file is searched for. If you enter BankImport###.CSV as the import file, ABR will attempt to open/read BankImport001.CSV if Sequence Number is 1.

Error Handling –

Do not post on error – Do not import any bank statement transactions if there is an error found within the file.

Post only correct – Import correct lines from the bank statement file and ignore incorrect/poorly formed lines.

Preserve Sign On Trx Amount – Turn on to preserve the sign on the bank statement transactions. Note: This is disabled if you have chosen “User Defined” for the Import Format.

Skip Last Line of File – Turn on to skip the last line of the bank statement import file. Note: This is disabled if you have chosen “User Defined” for the Import Format.

Buttons:

Save – Saves the import definition.

Clear – Clears all fields.

Delete – Deletes the current Import Definition.

Import – Loads the Import Processing window with the currently definition. Note: This also saves the current definition before loading the new window.

BAI Transaction Type Setup (BAI Transaction Types)

The BAI Transaction Types Setup window allows you to see all the BAI transaction types created. You can also add new BAI type codes in this window.

Type Codes – Defines the Type Code that is contained in a BAI file (See Appendix B for more details).

Description – Information about what the transaction type is.

Debit/Credit – Because BAI file dollar amounts aren’t signed, this field will define which type codes are for debits and which are for credits.

Buttons:

OK – Save and close this window

BAI Currency Setup

The BAI Currency Setup window is used to define a relationship between a BAI currency code and a Dynamics GP Currency Code. See Appendix B for more information on BAI files

Fields:

BAI Currency – Defines a currency code used in a BAI file

Dynamics GP Currency – The Dynamics GP currency that maps to the specified BAI currency

Buttons:

OK – Save and close this window

BAI Format Options

The BAI Format Options window allows us to specify additional information to be used when importing BAI files.

Fields:

Import Check Number From – Specifies where the check number is located in the BAI file (See appendix for more information).

Store Number Processing – Enables the ability to pull in store information from the BAI file

Store Number Processing:

When Store Number Processing is enables the following window allows you to create a relationship between a storied (found in the BAI file) and a Store Number from Dynamics GP.

Fields:

ID Number – A number imported from either the customer reference or the bank reference field in a BAI file

Store Number – The Store # that will be used in the Reconcile window.

Deposit Groups (Deposit Group Maintenance)

The Deposit Group Maintenance window provides the ability to create and maintain grouping information used to consolidate transactions during an ABR extract process. Multiple groups can be created.

Fields:

Deposit Group ID – Defines a unique ID for each grouping you create

Next Deposit Number – Defines the next Transaction Number to be used for the consolidated transaction. This will appear in the Reconcile window in the Document Number field.

Deposit Ref. Date Mask – Used when creating the reference for the consolidated transactions that appears in the Reference field in the Reconcile window.

Deposit Ref Separator – Used when creating the reference for the consolidated transactions that appears in the Reference field in the Reconcile window.

Available Fields – Shows the fields that are available to group transactions by. To add a group, select it and click Insert.

Group Fields – Show the fields that will have their transactions grouped together in the reconcile window. They are listed in the order that the grouping will occur. Use the arrows on the right to move a field up or down.

Buttons

Insert - Inserts an item into the Group Fields column.

Remove – Removes an item from the Group Fields column.

– This button opens the Field Expansion window unless the highlighted field is RM Cash Receipt Type. When this case exists, it opens the Fixed List Field Expansion.

Source Documents – Opens a window which allows the specific document origins in Dynamics GP that the specified Deposit Group will be used for.

Field Expansion:

Fields:

First Character – Defines the range of characters to use for grouping.

Last Character – Defines the range of characters to use for grouping.

Group By Specific Value – Allows the grouping to be based on some specific values and catch-all group for all other values.

Group On Values – Specific values are entered here. The “catch-all” group is specified by adding a ‘*’ to the start of the name.

Fixed Line Field Expansion:

Fields:

Field Value – The Dynamics GP Value that will be grouped upon.

Group As – The name that the grouping will have in the Reconcile window.

Utilities

All of the windows in this section can be found within Tools -> Utilities -> Financial -> Advanced Bank Reconciliation

Extract Exceptions (ABR Extract Exceptions)

This window allows you to process exception transactions. If you have Disallow and report as exceptions selected in the ABR Setup (see sections A.5 and Chapter 2) then transactions posted in currencies other then your functional currency will appear here.

Buttons:

Process – Remove the selected transaction from the exception window and no longer attempt to extract them.

Mark All – Marks all of the transactions for processing.

Unmark All – Unmark all of the transactions for processing.

Delete Bank Account

The Delete Bank Account window can be used to delete a Bank Account ID and all related transactions. This can be especially useful if you decided to “start over” with a bank account because of data corruption. When you choose to delete a Bank Account you will remove all the GL transactions related to that Bank Account from the ABR system (they will remain in the GL). You will also delete all the bank statements related to that account and all history. After deleting a bank account it’s the same as if it never existed.

Boxes:

Delete Bank Account Only – Removes the Bank Account and all related information

Delete Bank Account and Reverse Transactions – Removes the Bank Account and posts reversing transactions to the reconcile account, if used.

Remove ABR Data (Historical Data Cleardown)

The Remove ABR Data window will remove all bank reconciliation data from the specified banks over the specified date range.

Fields:

From Reconcile Date – The starting date to have all data cleared.

To Reconcile Date – The last reconcile date for which you want to clear data

From Bank – Specifies the first bank (in alphabetical order) to have data cleared from.

To Bank – Specifies the last bank (in alphabetical order) to have data cleared from.

Unreconcile Transactions

The Unreconcile Transactions window can be used to undo a reconcile. Once unreconciled, all transactions become unmatched and go back to the main Reconcile Window ready to be re-matched and re-reconciled. This is useful if you find out after a reconcile is done that some transactions were matched up incorrectly.

Fields:

Bank ID – The bank to unreconcile transactions from.

Start Reconcile Number – The beginning of the range of reconciliation numbers you would like to reverse. This number can be found on the Reconcile Report that was printed out at the time of the reconciliation or from the Reconcile Inquiry window.

End Reconcile Number – The end of the range of reconciliation numbers you would like to reverse. This number can be found on the Reconcile Report that was printed out at the time of the reconciliation or from the Reconcile Inquiry window.

ABR User Activity

This window allows you to delete pending activity for any user. This window can be useful when Dynamics GP unexpectedly quits. If a user is processing an ABR request at that point, they may get there activities may become stuck causing the system to not allow other users access to their data. This window can help fix that issue.

Fields:

User ID – The Dynamics GP User ID.

ABR Bank ID – The Bank ID in use by that user

Activity Type - The activity that user is currently engaged it

Buttons:

Delete – Deletes a selected users activities.

OK – Closes the open window.

Routines

All of the windows in this section can be found within Tools -> Routines -> Financial -> Advanced Bank Reconciliation

Extract Transactions

The Extract Transactions winow is used to load GL transactions into ABR for reconciliation. Once transactions have been extracted once they can not be extracted again.

Fields:

From Date – The date to begin extracting transactions from. If empty this defaults to the start of your open year.

To Date – The date to stop extracting transactions from. If empty this defaults to the current system date.

From Bank – The beginning Bank Account ID to start extracting transactions from. If left blank GL transactions for all the Bank Accounts will be extracted.

To Bank – The ending Bank Account ID to stop extracting transactions from. If left blank GL transactions for all the Bank Accounts will be extracted.

Currency conditions:

Depending on your use of multicurrency and your settings in ABR Setup, the following table describes the currency combinations and how ABR handles them.

Figure A.13.2: Currency combination table

Bank Account Functional Euro Euro Denomination Other

Transaction

Functional Extracted Exception 1 Exception

1 Exception

Euro F.C. Extracted Extracted Extracted 2 Exception

Euro Denomination F.C. Extracted Extracted 2 Extracted

3 Exception

Other F.C. Extracted Exception 1 Exception

1 Varies

Notes:

1 An exchange rate between the functional currency and bank currency must be supplied, or the transaction is recorded as an exception.

2 The fixed euro relationships will be used to translate between the transaction currency and bank currency.

3 If the currencies are the same, the amount is extracted without conversion. If two different euro denomination currencies are involved, the euro relationships between them and the euro will be used to translate the amount into the bank currency.

4 An exchange rate between the functional currency and the euro currency must be supplied, and the fixed euro relationships will then be used to complete the conversion to the bank currency.

5 If the currencies are the same, the amount is extracted directly. If not, an exchange rate must be supplied as per note 1.

When extracting, transactions identified as ‘exceptions’ (the transaction does not contain enough information to allow an amount in the bank currency to be determined) can either be processed via an exchange rate assignment window, or recorded as currency exceptions. This is controlled through the ABR Setup window.

Statement Import (Import Processing)

The Import Processing window is used to bring in the bank statement import file into ABR as a bank statement.

Fields:

Import Definition ID – The import definition ID relating to the bank account that you would like to import.

BAI transaction Types Import

The BIA transaction types import window allows you to import the transaction types that have been predefined by the BAI specification. The import allows you to import a .csv file containing the definitions. To obtain a copy of this file, please contact a Nolan Business Solutions Support representative.

Fields:

Import File Name – The location and name of the file to be imported.

Maintenance

The following window can be found at Maintenance -> Advanced Bank Reconciliation

Check Links

The ABR Checklinks will perform checks on the data and correct anomalies where possible

Fields:

Bank ID – You can either select a range of Banks, or you can run Checklinks on all banks.

Report Only – Marking this will cause Checklinks to analyze the data without making any corrections to it.

Financial

All of the windows in this section can be found within Transactions -> Financial -> Advanced Bank Reconciliation

Bank Statement Entry

The Bank Statement Entry window is used to create/modify/delete bank statements that were entered manually or through the bank statement import process.

Fields:

Bank Account ID – The Bank Account ID for which the statement will be against.

Statement Number – The number of the bank statement to view.

Statement Date – The date the statement was entered.

Starting Balance – The starting balance of the statement. If this statement was imported, the Starting Balance is copied from the previous statement’s ending balance.

Ending Balance – The ending balance of the statement. This value should be equal to the calculated field Ending Balance shown in the lower right of the Bank Statement Entry screen.

List Fields:

Trn Date – The date of the bank statement transaction.

Reference – A description of the bank statement transaction.

Type – The transaction type.

Withdrawal – The withdrawal amount.

Deposit – The deposit amount.

Balance (read only) – A running balance of the bank statement.

Reconcile Bank Transactions (Reconcile)

The Reconcile window is the heart of ABR. Here you match up bank transactions with GL transactions, run reconcile rules and reconcile accounts.

Fields:

Bank Account ID – The Bank Account you want to reconcile.

Current Book Balance (Expansion Button) – Displays read-only information about the current state of the Bank Account, including outstanding checks, deposits in transit, etc.

Reference/Document Number (Dropdown) – Changes the display from the Reference field to the Document number field.

Buttons:

Amount (Checkbox) – On the transaction header there is the “Mark All” button in the Amount column. Click this checkbox to select all the transactions in that window. Clicking on the checkbox in the Amount column of the bank transaction side will select all the bank transactions currently displayed.

Propose – Runs the Propose process. This process looks at each bank statement transaction line and attempts to match it to a GL transaction by the Amount if no reconcile rule exists for that bank statement transaction type. If a reconcile rule does exist for that transaction type, that rule is used to match the bank statement transaction with the appropriate GL transaction and the Amounts are ignored.

Match – Matches the currently selected transactions together. The net transaction amount needs to be equal to 0. If tolerance values are displayed a new window will appear listing any transactions that could be matched within the tolerance values. If you accept the matches then GL transactions will be created to the tolerance account. See sections A.5 and Chapter 2 for more on tolerance values.

Note: You can match transactions on the same side of the window. Bank transactions can match bank transactions and GL transactions can match GL transactions as long as the transaction net to 0.

Un-Match – Un-matches the currently selected transactions. All transactions with a similar match number must be selected to un-match.

Delete – Deletes all the current matches. This is the same as un-matching all records. This does not actually delete any transactions.

Reconcile – Runs the reconcile process and produces the reconcile report.

Redisplay – Refreshes the screen.

Find – Brings up a new window allowing you to search for transactions. The search field is selectable by the drop down box in the lower left of the Reconcile window.

Difference Window

This window displays the difference between the Bank and the General Ledger for that date.

Exchange Rate Assignment (ABR Exchange Rate Assignment)

The ABR Exchange Rate Assignment window allows you to assign multicurrency related exchange rates to specific GL transactions. If you have selected Require exchange rate entry in the ABR setup (see Appendix A.1.1) then transactions with a different currency will appear in this window.

Fields:

Bank Account ID – The Bank Account you want to select an exchange rate for.

Exchange Rate – Use this field to select the proper exchange rate.

Mark Range / Unmark Range – Use these buttons in conjunction with the list of transactions below to select the transactions to apply the exchange rate to.

Bank Transfer Entry (ABR Bank Transfer Entry)

This window is used to create bank transfers between banks that have been configured to work with ABR.

Fields:

Posting Date – The date that the bank transfer will post.

Reference – This field can be used to identify the bank transfer.

Bank Account ID (From/To) – These fields are used to specify the bank accounts that you are transferring to or from.

Bank Payment Entry (ABR Bank Payment Entry)

The bank Payment Entry window is used to create Bank Payments from a specified bank to one or more GL accounts.

Fields:

Bank Account ID – The Bank Account you want to select an exchange rate for.

Check Number – The Check number associated with the Bank Payment.

Date –The date that the transaction will post on.

Pay To – The name that will appear on the check

Amount – The amount that is to be paid

Account(s) – One or more accounts that this payment will be split into.

Inquiry

All of the windows in this section can be found within Inquiry -> Financial -> Advanced Bank Reconciliation

Bank Statements (Bank Statement Inquiry)

The Bank Statement Inquiry window can be used to view entered/imported bank statements.

Fields:

Bank Account ID – The Bank Account you want to select the bank statements for

Statement Number – The bank statement number you want to view.

Reconcile Inquiry

The Reconcile Inquiry window is used to view past reconciled transactions.

Fields:

Bank Account ID – The Bank Account you want to see reconciles for.

Dynamics Transactions – Displays the details of the GL transaction that is currently selected.

Statement Details – Displays the details of the selected bank transaction.

Find – Opens a find window used for searching for transactions. The dropdown box in the lower left chooses which field to search on.

Check Inquiry

The check inquiry window allows for searching through extracted transactions searching for a specific document or check number. Any transaction which matches is shown in the scrolling window.

Additionally, each transaction line is checked to see if has been reconciled. If it has, the information from the statement line is shown on the second row of the scrolling window.

The Abort button will cancel an in progress search and display any results that had found so far. Zooming on the Reference field will open the GL Transaction Entry Zoom window display the journal the transaction line came from. Zooming on the Statement Reference field opens the Bank Statement Enquiry window showing the appropriate statement.

Fields:

Bank Account ID – The Bank Account you want to see reconciles for.

Dynamics Transactions – Displays the details of the GL transaction that is currently selected.

Statement Details –Displays the details of the selected bank transaction.

Find – Opens a find window used for searching for transactions. The dropdown box in the lower left chooses which field to search on.

Reports

All of the windows in this section can be found within Reports -> Financial -> Advanced Bank Reconciliation

Bank Reconciliation Reports (ABR Report Setup)

The ABR Report Setup window is used to view / print a variety of ABR reports. The Option field can be used to store and retrieve common report settings.

Fields:

Reconcile Report – The A report that shows reconciled transactions, both bank and GL, along with the matching numbers (which transactions were matched together) and the reconcile number.

Unreconciled Report – A report that shows all the un-reconciled transactions.

Bank Details – A report that shows the Bank Account ID setup.

User Defined Format – A report that shows the User Defined Format settings including field definitions and format options.

Closing Balance Report – The same report that prints out after a reconciliation is performed. This report shows un-reconciled transactions, as well as the opening balance, closing balance, and book differences.

Reconcile History Report – A report that sows all the reconciled transactions for a given date range.

Closing Balance History – Shows previous Closing Balance Reports.

Note: Produce closing balance report must be turned on in the ABR setup window to view these reports

GL Reconcile Balance – Provides balances according to the last reconcile.

Aged Transactions – Provides a reports showing extracted GL transactions and bank transactions according to the aging periods defined in the ABR Setup (see Appendix A.1.1)

Appendix B: BAI File Format

ABR is capable of importing BAI files during the statement import procedure. “BAI” stands for “Bank Administration Institute”. A BAI file is a complex but strictly formatted statement file. It may contain statement transactions for multiple bank accounts. Because of its strict formatting and multi-account support, it is the ideal format for importing your statement into ABR.

Your bank may or may not support BAI files. You will need to contact your bank to see if they offer this as a downloadable statement file.

Setting up ABR to import a BAI file requires a few simple steps. As some of these steps require that you know information that is in the BAI file, and as reading a BAI file by hand (through Notepad or another text editor) is not straight forward, the following steps detail how to get this information to complete the setup.

First, determine the currency codes in the file:

1. Go Tools->Setup->Financial->Advanced Bank Reconciliation->Import Maintenance. 2. Create a new maintenance definition similar to the one below, except substitute in the BAI file you have

downloaded from your bank for the Import File Name:

3. Click “Import”. You will be taken to the Import Processing screen. 4. Click “Import” again.

At this point you will get some error messages like the one below:

Make note of the currency code ABR is reporting was in the file. In the case of the example screenshot above, this is “USD”.

Now, setup this currency in ABR:

1. Go Tools->Setup->Financial->Advanced Bank Reconciliation->BAI Currency Setup. 2. Enter the currency code from the previous steps along with the related Dynamics GP currency code:

3. Click “OK” to close the window.

The currency is now setup, but you must also setup the relationship between the account number in the file and the Bank IDs you have setup in ABR. Go ahead and run the Import Processing again. You will receive a bunch of messages like:

Line 5: Account not found: 0123456789012

Line 5: Sort code not found: 012345678

The account number and sort code listed are the ones found in the file, but not found in any of the Bank IDs you have setup in the system. If you have not setup the Bank ID yet, then you can do that now with the Account Number and Sort Code (Routing Number) you get from the error messages.

If you have already setup and used your Bank ID that corresponds to these accounts, then you need to edit some values on the NCABR001 table. Edit the following SQL script and then run it against the Dynamics GP company database that you are logged into:

UPDATE NCABR001 SET BNKACTNM = ‘0123456789012’, TRNSTNBR = ‘012345678’ WHERE BANKID = ‘BANKID’

Change the 0123456789012 to the Account Number displayed in the error messages you received. Change the 012345678 to the Sort Code displayed in the error messages. Finally, change the BANKID to the Bank ID for the corresponding bank setup you are currently using. Once all done, run this against the Dynamics GP company database.

A few notes about BAI files…

A BAI file can contain transactions for multiple bank accounts (hence why the account number/sort code is put on each transaction). As such, you may need to make sure other Bank IDs are setup in the system with the appropriate Account Number and Routing Number. If the file you receive from the bank has multiple accounts and some of these will not be reconciled in ABR, you should still create the Bank IDs (and just never worry about reconciling them) so that you do not receive error messages during the import.

To view the entire BAI specification, please visit BAI.org and download the free BAI specification at the following link: http://www.bai.org/operations/PDF/Cash_Management_2005.pdf.

Appendix C: Frequently Asked Questions

How do I uninstall ABR?

1. From later releases of v6.00 Nolan’s ABR on SQL onwards, stored procedures are created in EACH company database. If they are present they will need to be removed using MS SQL Enterprise Manager. The stored procedures are:

ncExtractGLTransactions ncUpdateMatchedTable ncReconcile

2. In each client directory, delete the abr.dic dictionary, and, if present, the NCLF2440.dic and NCLR2440.dic modified forms and reports dictionaries. Edit the Microsoft Dynamics GP.set file to remove all references to Nolan’s ABR.

3. Remove all Nolan ABR menu items. These are:

Transactions->Financial Bank Statement Entry, ABR Reconcile, ABR Ex.Rate Assign Routines->Financial ABR Extract Trx, ABR Statement Import Tools->Setup->Financial ABR Import Maint, ABR Import Format, ABR Reconcile Rules, ABR Bank Setup, ABR Extract Setup Reports->Financial Adv. Bank Rec. Utilities->Financial ABR Extract Except, ABR Bank Cleardown, ABR Bank TRX Cleardown Enquiry->Financial ABR Bank Statements, ABR Reconcile, ABR Cheque Enquiry

4. If desired (although this is not strictly necessary), remove all ABR tables from the company databases. These all begin with NCABR.

Could you explain the Closing Balance Report?

1. The Statement Ending Balance is what the bank tells us is our current statement balance. 2. However, ABR tells us that there are unreconciled statement transactions, so we REVERSE these from

the Statement Ending Balance to get back to a reconciled statement balance (Net Ending Balance). 3. We then add on to the reconciled statement balance the unreconciled GL transaction to get a figure

which should agree to what Dynamics GP tells us is the bank balance (Overall Book Balance).

Why aren’t some statement transactions appearing on the Reconcile window?

The first thing to look at when unreconciled statement transactions do not appear on the right hand side of the Reconcile window is to make sure that the statement which the transactions appear on is balanced. That is, on the Bank Statement Entry window, check that the user-entered Ending Balance in the statement header information is equal to the calculated Ending Balance at the bottom right of the window.

The calculated Ending Balance is the Starting Balance plus all the statement transaction amounts. An unbalanced statement can be saved by the user overriding a warning message, but none of the transactions will appear on the Reconcile window.

How do I delete a duplicate statement?

You can delete any unreconciled statements by calling it up in the Bank Statement Entry window (Transactions->Financial->Bank Statement Entry) and hitting the Delete button at the top of the window. However, if this does not cause the statements after the deleted statement to have their starting and ending balances calculated automatically, you could try the following:

1. Make sure that you have a good backup of your data, and that all users are logged out of ABR. 2. Run an ABR Checklinks, for the appropriate Bank ID only, with the Report Only Option TICKED. You may

need to add the Checklinks to the Shortcut Bar - it's in the Financial Series of the Nolan’s Advanced Bank Rec product.

3. Check the report produced, if there are no fatal errors reported (they have the words 'Checklinks cannot fix this' in the error message) then proceed to 4), otherwise contact the Nolan Business Solutions Support Desk for advice.

4. Re-run the ABR Checklinks with the Report Only option UNTICKED. This will correct any non-fatal errors, and also recalculate the statement starting and ending balances. Please be aware that the checklinks will also renumber the statements so that they are in sequence, so any breaks in the sequence of

statement numbers will be corrected.

How do I remove duplicate statement transactions from the ABR Reconcile window?

1. If the duplicated transactions are all on the same statement number, then go in to Bank Statement Entry, call up the appropriate Bank ID and Statement Number and click on the Delete button at the top of the Bank Statement Entry window.

2. If the duplicated statement transactions are on a statement number which also contains valid statement transactions, then go in to Bank Statement Entry, call up the appropriate Bank ID and Statement Number and, for each of the duplicated transactions, highlight the transaction in the scrolling window, click on the Edit menu item in the toolbar, and choose Delete Row from the dropdown menu. You will then need to adjust the Statement Ending Balance to reflect the new value before saving the statement.

3. In both of the above cases you will need to refresh the Reconcile window for the appropriate Bank ID by clicking on the Delete button in the Reconcile window. This will not delete any of the statement transactions themselves, but will delete transactions from the copy table that the Reconcile window uses. Re-entering the Bank ID into the Reconcile window will cause the copy table to be rebuilt from the underlying transactions. Please be aware that refreshing the Reconcile window in this way will cause any match or marked information already in the Reconcile window to be lost.

How do I populate ABR Check Number when using Integration Manager

On the ABR Reconcile window for GL transactions the Reference field corresponds to the Reference (REFRENCE) column in the GL Open table (GL20000), and the Document / Cheque Number corresponds to the Originating Document Number (ORDOCNUM) column.

Either of these fields can be used to set up reconcile rules which will allow automatic propose / matching of GL transactions with statement transactions

Why are negative bank statement amounts showing as zero on the reconcile window?

The problem you are encountering is due to the fact that the Bank Statement Entry window doesn't like negative amounts in the Withdrawal and Deposit columns. It processes the amounts entered so that withdrawals become negative amounts on the ABR Reconcile window, and deposits become positive amounts.

To rectify the problem, delete the rows with the negative amounts from the Bank Statement Entry window, then re-enter any negative deposits as a withdrawal, and any negative withdrawals as a deposit.

How can I extract GL transactions from a historical year?

Normally the ABR GL Extract process will only extract GL transactions from the GL Open table (GL20000) into the ABR Unreconciled GL transactions table. However, in some cases, it is necessary to extract transactions from the GL Historical Transactions table (GL30000).

NOTE: In later releases of v6.00 ABR and all releases of v7.00 ABR, this can be accomplished as follows - Exit from Dynamics GP, edit the Dex.ini file in the Dynamics GP client directory (in GP 10 the file located inside the Data directory of your GP directory)on the workstation from which you will run the historical extract to add the line:

HistoryExtract=TRUE

1. Log back into Dynamics GP and, when you open the ABR Extract window, you should see an extra button marked Extract From History. This button performs exactly the same function as the normal Extract button, but will work on the GL30000 table instead of the GL20000 table. The History Extract facility should be used with care, we would recommend keeping the date range of the extract as small as possible, and removing the facility once it is no longer needed by removing the appropriate line in the Dex.ini file, or changing it to:

HistoryExtract=FALSE

How can I make a GL posting that won't be extracted into ABR ?

The way to enter a transaction against the Bank GL account and ensure that it is not extracted into ABR, is to give it a Source Document type of NCABR. This document type is usually reserved for GL postings made by the ABR module itself, and is ignored by the ABR extract.

How can I remove incorrectly extracted GL transactions from ABR?

** These actions are best carried out under the supervision of Nolans Support **

Unfortunately this is a bit of a 'grey area'. There is no way via the ABR front end to remove unreconciled GL transactions from the Reconcile window. What we usually do in this case is to delete the transactions from the underlying tables.

There are three tables involved (Assuming Dynamics GP v6.00 and above) - the unreconciled GL transactions table (NCABR304), the matched GL transactions table (NCABR012), and the extract keys table which keeps a record of all of the transactions that have been extracted (NCABR201). The approved method is to uniquely identify the transactions that you want to delete in these tables, then delete them.

The only problem with this is that, as we are deleting rows from the extract keys table, the transactions could be potentially be extracted again if the appropriate date range were entered. We could just omit deleting the

rows from the keys table, but the next time that an ABR Checklinks is run it will realise that the rows in the keys table refer to transactions which don't exist anywhere else in ABR, and will delete them itself anyway.

Error Message: A remove operation on table NC_Unreconciled_GL_TRX failed

If you receive the error message 'A remove operation on table NC_Unreconciled_GL_TRX failed because record could not be locked' when running an ABR reconcile, this usually indicates that the reconcile has failed for some reason.

Please see the FAQ 'How Do I Back out a Reconcile' for details on how to unreconcile the failed reconcile.

How do I remove unwanted unreconciled transactions?

1. Enter a GL journal with a source document type of GJ between the bank account and a suspense account for an amount which will contra off the unwanted transaction.

2. Enter an equal and opposite journal to 1) above, with a source document type of NCABR. This will not be extracted by the ABR Extract as it ignores transactions with a source document type of NCABR because this is what ABR uses when it is posting reconcile journals.

3. Run an ABR Extract, which will extract the transaction from 1). This can be matched against the unwanted transaction in the ABR Reconcile window and reconciled. There will be no effect on your GL from the journals in 1) and 2) as they are equal and opposite.

Regarding unwanted statement transactions: You can remove unwanted statement transactions by accessing the statement via the Bank Statement Entry window, highlighting the appropriate statement lines and clicking on Edit >> Delete Row. You will need to adjust the statement ending balance to reflect the new statement total before you are able to save the statement.

What does the ABR “Check Links” do?

The ABR Checklinks will perform the following checks on the data and correct anomalies where possible:

1. Check that for every row in the reconciled statement line auxiliary table (NCABR033) there is a matching row in the main reconciled statement line table (NCABR020).

2. Check that for every row in the reconciled GL line auxiliary table (NCABR032) there is a matching row in the main reconciled GL line table (NCABR019).

3. Check that for every row in the unreconciled statement line (NCABR008) and reconciled statement line (NCABR020) tables, there is a header row in the unreconciled statement header (NCABR007) and reconciled statement header (NCABR029) tables.

4. Recalculate the statement starting and ending balances in the unreconciled and reconciled statement header tables (NCABR007 and NCABR029), and update the last statement balance in the last statement number table (NCABR023).

5. If there are any statements which have rows in the unreconciled statement header table (NCABR007) but which have no lines in the unreconciled statement line table (NCABR008), remove the orphaned header row.

6. Check that all statement headers have a statement date, if not set the header statement date to the latest date of this statement's lines.

7. Check that each row in the extract keys table (NCABR201) has a matching row either in the unreconciled GL transactions (NCABR304) or reconciled GL transactions (NCABR019 and NCABR032) tables. If it doesn't, then remove the row from the keys table.

8. Check that the totals for each Match Number in the reconciled GL transactions table (NCABR032) and reconciled statement line table (NCABR033) agree. If not then flag an error.

9. Remove all rows from the matched GL transactions table (NCABR012) and matched statement transaction table (NCABR011) so that these tables are rebuilt the next time the Bank ID is entered into the Reconcile window. Be aware that this will cause all match / mark information present when the checklinks is run to be lost.

Appendix D: Standard Bank Format

This is the file definition for the standard import form that is utilized in ABR. It consists of two header lines, which will be completely ignored by the import process. These are reserved for comments and the like.

Each line after this is a data line. A data line contains the following fields (in the sequence given):

Group, Account ID, Account Number, Type, Sort Code, Currency, Entry Date, As At, Amount, TLA Code, Cheque Number, Status and Description

Of the fields provided, the following fields are ignored by Advanced Bank Reconciliation:

Group, Account ID, Type, Currency, As At, Status

The ‘TLA Code’ field is used to identify the transaction type, as shown in the table on the following page.

Transaction ‘TLA’ Codes:

TLA Code Special Circumstances Transaction Type

ADV Deposit

STO Positive Amount Deposit

STO Negative Amount Withdrawal

REV Withdrawal

DDR Withdrawal

DIV Withdrawal

UNP Withdrawal

BCC Withdrawal

ATM Withdrawal

RCT Deposit

SUP Positive Amount Deposit

SUP Negative Amount Withdrawal

TFR Positive Amount Deposit

TFR Negative Amount Withdrawal

(blank) Cheque Number given Cheque

(blank) Positive Amount Deposit

(blank) Negative Amount Withdrawal

(unknown) Positive Amount Deposit

(unknown) Negative Amount Withdrawal

The file format is summarized in the following table:

Row Field Import Action

First N/A Ignored

Second N/A Ignored

Third and onwards Group Ignored

Account ID Ignored

Account Number Bank Account Number

Type Ignored

Sort Code Bank Sort Code – formatted as ‘999999’ or ‘99-99-99’

Currency Ignored

Entry Date Transaction Date – formatted as ‘dd/mm/yy’ – year of ‘54’ or lower becomes 20yy (e.g. 2054), ‘55’ or higher is 19yy (e.g. 1955) – or formatted as ‘dd/mm/yyyy’

As At Ignored

Amount Transaction Amount

TLA Code Transaction Type, translated as shown previously

Cheque Number Cheque Number

Status Ignored

Description Transaction Narrative

Appendix E: Functional Currency

Advanced Bank Reconciliation requires a functional currency to be set for each company that will be using the module. The functional currency is used in many bank files including BAI Files.

Functional Currency in GP 9

You do not have to be registered for Multicurrency Management to assign a functional currency to a company. To assign a functional currency, follow these steps:

1. Create a backup of your database 2. Go to Setup->Tools->System->Multicurrency access. 3. In the Currency list, select Functional Currency. 4. Click to select the Access check box for the appropriate company. Press OK 5. Go to Setup->Tools->Financial->Multicurrency 6. In the Currencies list, click Functional Currency. If the company has existing data, this may take several

minutes to several hours because Microsoft Dynamics GP searches the tables to determine whether a currency exists on the transactions. If a warning message appears, contact technical support for Microsoft Dynamics GP. For information about technical support for Microsoft Dynamics GP, visit the following Microsoft Web site:

http://www.microsoft.com/dynamics/support/default.mspx

Or, telephone 1-888-477-7877

7. In the Default Transaction Rate Types area, select rate types in the Financial field, in the Purchasing field, and in the Sales field. Then, click OK.

8. A warning will appear asking you to run Check Links on the Multicurrency Setup Table. Click OK then run Check Links.

Functional Currency in GP 10 & GP 2010

1. Create a backup of your database 2. Go to Dynamics->Tools->System->Multicurrency access. 3. In the Currency list, select Functional Currency. 4. Click to select the Access check box for the appropriate company. Press OK 5. Go to Dynamics->Tools->Financial->Multicurrency 6. In the Currencies list, click Functional Currency. If the company has existing data, this may take several

minutes to several hours because Microsoft Dynamics GP searches the tables to determine whether a currency exists on the transactions. If a warning message appears, contact technical support for Microsoft Dynamics GP. For information about technical support for Microsoft Dynamics GP, visit the following Microsoft Web site:

http://www.microsoft.com/dynamics/support/default.mspx

Or, telephone 1-888-477-7877

7. In the Default Transaction Rate Types area, select rate types in the Financial field, in the Purchasing field, and in the Sales field. Then, click OK. A warning will appear asking you to run Check Links on the Multicurrency Setup Table. Click OK then run Check Links.

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Advanced Bank Reconciliation

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