Bank Statement - BKUPRC

The Bank Reconciliation (BK) Bank Statement (BKUPRC) page assists with the evaluation and matching of system-generated records against bank statement records.

Bank Statement Selection – Webpage Dialog box

The Bank Statement Selection window is a lookup controller tool for opening the desired bank statement. The window may be closed and/or reopened at any time by selecting the Choose Statement button or refresh the page using F5.

Statement Status: Statements within the BK Update Bank Statement Info (BKUPBA) page are available through this lookup feature. The Statement Status refers to the stage of the reconciliation process: 
N – New Unprocessed Statements
P – Statements Pending Approval
A – Approved Bank Statements

Bank ID: The two-digit code associated with the bank account to be reconciled. Bank IDs are linked to records during data entry and transaction processing within the applicable subsystems. The Bank ID may also be known as the Check Stock ID or CKID.

Bank IDs are created with an NU Common Code (code category/value of CKID/XX where XX is the Bank ID), yet postings to a bank require additional setup beyond the scope of creating a Bank ID. 

Statements

The number of statements displaying is contingent on the Bank ID and the Statement Status. Within the grid, the Bank ID is affirmed within the first column and Statement End Date in the second column. The Statement End Date is the Statement Date; these are statements available for opening. The statement date is given during the statement upload when using the BK Load Bank Reconciliation File (BKUTLB) utility.

Every statement saved to BKUPBA will display and open through the Bank Statement Selection window. Once the Bank ID is selected, all statements for that bank for the given status will present. If the statement does not immediately display, adjust the Statement Status.

Open the statement by double-clicking on the desired record within this grid. Regardless of the Statement Status, a statement may be opened, but Approved Statements may not be updated as the information has been approved and are safeguarded from change. Updates to Approved Statements will need to follow the administrative guidelines within your district.

Troubleshooting

• If the expected statement is not visible within BK Bank Statement (BKUPRC) page, research the statement within its origin, which is the BKUPBA page.

• Confirm the statement is loaded for the expected Bank ID with the expected Statement Date (Statement End Date). Follow administrative protocol for editing or properly loading a bank statement.

• If the statement takes an abnormally long time to load, there is a good chance the statement data is very large, data may be improperly lined up, or has formatting issues within the file loaded. Inspect the statement before proceeding. Look for data elements that stand out like an illogical date or incorrect document numbers.

• Once the file loads and none of the bank records auto-match, compare a few random records with data on the BK Update Check/Deposit Info (BKUPCD) page. Ensure the records exist, or whether or not records were already reconciled on an earlier statement.

• Note that the Document Number length is eight characters within BK. When the check number or deposit number is longer than eight characters, searching for the number with assistance of the wildcard symbol * can help find a match. The Search field will search for fields that match exactly, so the * will relax the standard to enable finding partial matches.

Bank Statement

The bank statement is opened using the Choose Statement button. The goal is to see a check mark in the Matched column for all bank records. If no check mark, then highlight the bank record and search for a potential match within the BusinessPlus Document area. Potential matches will display for manually matching.

Bank Statement: System-populated display of the Bank ID whose statement is displaying within the top section of the BK Bank Statement page. The statement date will echo to the right of the Bank ID. The Bank ID and Date echoed will correspond with the statement loaded to the BKUPBA page. The Bank ID reported here is the only data that will be worked with during the matching process. The user may swap or choose a different statement by selecting the "Choose Statement" button, or hitting F5 to refresh the page.

Filter: Refine the bank records displayed by adjusting the filter. This filter is controlled by a drop-down list with the options to view All, Matched or Unmatched records. The list options are hard-coded.

Matched: A record with a check mark indicates that the system or user has found a match for the bank record; the record has been auto-matched or manually matched. The auto-matched record was found matching per the Document Number, Type, Amount, and Bank ID by the system. No check mark means the system did not find an exact match. Unmatched bank records require research. Potential candidates for matching may be found by using the Search feature. However, if no records are found, investigate why there is no record. If the bank record is not within BusinessPlus, the record may be added to BusinessPlus using BK Post New Checks from Bank File (BKUTBK) per your district's guidelines. Before closing the statement or page, Save or Approve the matches. Even auto-matched records require Save or Approve, or the statement/page will close and remove all check marks or matching efforts. 

Type: The Document Type of the bank statement record. A bank record's Type should match its matched or proposed match's Type. The hard-coded options are CHK, DEP, INT, ADJ, FEE and EFT.

Number: The bank statement record's Document Number. The Number may represent a check number, deposit number, transaction number or other reference that is to be maintained with the system. The bank data Number should correspond with the Document Number used within the BKUPCD page. While the bank Document Numbers should be eight characters long, other subsystems may allow 10 characters. Because of the two-character difference, using the wildcard * helps to identify records that did not auto-match due to the record length of the Number.

Date: The date the Document clears the bank.

Amount: The Document's value declared on the bank statement. If the bank's value is different than the transaction value within BusinessPlus, the record will not auto-match. During the matching or reconciliation process, modify the statement amount directly into the Amended Amount column.

Amended Amount: When the Bank Statement amount needs to be adjusted for any Document (or record), enter the correct value within the Amended Amount column. The amount entered will then be used during manual matching.

Note: Follow district guidelines for verifying and editing bank statement data.

BusinessPlus Documents

The section is for researching unmatched bank records. Once a Bank Statement record is highlighted, find potential matches for the highlighted record. Update the filter and find data using the Search feature. The displayed BusinessPlus Documents are potential matches. Unite the bank record and system record by highlighting the desired BusinessPlus record and clicking Match. When finished with manual matching, click either Save or Approve to protect the match.

Filter: Displays options that tell BusinessPlus which fields to search when using the Search function. The options are hard-coded as follows:

• Type and Number (default view)

• All Records

• Amount

• Unmatched

• Type and Number and Amount

• Matched

• Record Type

• Document Number

Search Button: Selecting the Search button will yield any records within the BKUPCD page that fit the criteria set by the Filter's drop-down list. The search feature looks for exact matches; relax the search by using a wildcard "*".

First click on an unmatched bank record (that does not have a check mark within the Matched column). Update the Filter by choosing a data element from the drop-down list. Next, type a value within the Search field (left of the Search button) and click Search. When searching for a Document Number, consider placing a wildcard like "*" before and after the number so the system finds BusinessPlus Documents that have any part of the Bank record's Document Number. Any value typed within the search field verbatim will be searched for. Search is looking within the BK Update Check/Deposit Info data for potential matches. All prospective matches will populate within the BusinessPlus Documents window.  When loading a bank statement file, look at the loaded data to verify it looks logical as the search feature will be looking for details to suggest potential matches. If the statement data was loaded incorrectly, like it is parsed incorrectly and the Amount's decimal is too far left, it will prompt the system to match a document whose value is 1.01 rather than 101.00. 

Matched: A record without a check mark is only a potential candidate for matching or uniting with the one highlighted bank record in the Bank Statement section above. No check mark means the record has not been manually matched to a bank statement record. To add a check mark, simultaneously highlight the bank record above and BusinessPlus Document; then click the Match button. Before closing the statement or page, Save or Approve the matches.  The matching process will be discussed in greater detail within the BK User Guide, the Reconciliation Process section.

Type: The Document Type of the BusinessPlus record. The system record's Type should match its proposed bank record's Type. The options are CHK, DEP, INT, ADJ, FEE and EFT; these codes are hard coded.

Number: The BusinessPlus record's Document Number. This document may be viewed in its entirety within the BKUPCD page.

Note that bank Document Numbers are loaded and stored as being eight characters long; other subsystems allow 10 characters. Because of the two-character difference, using the wildcard "*" helps to identify records that did not auto-match due to the record length of the Number.

Date: The Document's Issue Date. The Issue date validates to the date the check was originally written or the deposit was submitted. Review the record within BKUPCD for more details as needed or within the original subsystem that generated the Document.

Amount: The Document's original value. This Amount validates to the original transaction within BusinessPlus. Review the record in BKUPCD for more details as needed or within the original subsystem that generated the Document.

Footer Area

Match/UnMatch: Click this button to manually match or unmatch a bank statement record (upper section) with system records (middle section). Matching will place a check mark within the Matched column. The check mark indicates the record has found a counterpart. The Match would mean the user is satisfied that the Document Number, Amount, and Type measure up to each other equally.

Save: Click to protect work in progress. Saving the statement will update the statement status and matched records to a pending status, both manual and auto-matched records.

Since the matching process is reconciling to the Bank Statement, the process follows all of the bank records and only system records where there is a saved match. The following fields are activated when saving the reconciliation is in progress:

Approve: Click this button to agree and accept the matching that has occurred, both manually and by the system. An approved status is CX (Canceled) and the Recon Status will typically be A (Approved).

Since the matching process is reconciling to the Bank Statement, the process follows all of the bank records and only system records where there is an approved match. The following fields are activated when approving the reconciliation completed:

Note: The difference between Save and Approve is that Save will place matched records in a Recon Status P (Pending) while Approve will update the Recon Status to A (Approved). Both buttons will update BusinessPlus document Status to CX (Canceled), typically meaning that the document is settled or in agreement between the system and the bank data. However, records that are not matched will not be updated within the BKUPCD page until appropriately matched. Find all unmatched items for the given Bank ID by using the Search feature and update the filter to Unmatched.