NEW Bank Reconciliation System Documentation

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  • 1.BRS Installation
  • Download the BRS installation

    nikki18-10-2016

    The BRS installation files are specific for each version of SYSPRO and are available for download from the Source IT website: http://www.source-it.co.za/product-category/software/brs/

    You will be required to login using your once-off registered user account to perform the download.
    Simply add the required download file to the "cart" and follow the "checkout" process to complete the order.

    An email will be sent to your email address containing hyperlinks that will facilitate the download.

    Alternatively, these "orders" with the hyperlinks will also be available on "My Account" page once you are logged in.

    MyAccountPage

  • Load BRS programs onto SYSPRO server

    nikki18-10-2016

    Load Programs onto SYSPRO Server

    To install the BRS product, follow the same process as per a SYSPRO port upgrade.
    Simply unzip the downloaded file place the executable in the SYSPRO base upgrade directory on the Server.
    Once that is done, logon on to SYSPRO as an administrator and the following message will be displayed as per Figure 1.1.1

    1.1.1_Upgrade_1.1.1

     

     

     

     

    Figure 1.1.1

    Yesa screen as per Figure 1.1.2 will be displayed.
    Nothe installation will abort.

    install_1-1-1

    Figure 1.1.2

    This screen will list all the BRS program files and will display the SYSPRO folder on the server into which they will be placed.

    Select the “Start Upgrade” button and the message as per Figure 1.1.3 will be displayed.

    1.1.1_Upgrade_1.1.1

     

     

     

     

    Figure 1.1.3

    Yesthe associated BRS program files will be loaded into their relevant SYSPRO folders on the SYSPRO server.
    Nothe installation will abort.

    Once the installation has completed successfully, a message as per Figure 1.1.4 will be displayed and it will automatically log you out of SYSPRO.

    1.1.4_LoggedOut_1.1.4

     

     

     

    Figure 1.1.4

     

  • Initialise the BRS system

    nikki18-10-2016

    Initialise the BRS System

    The BRS programs now reside in the relevant SYSPRO directories and need to be initialised.
    This program needs to be run straight after the BRS programs have been installed. It will set up the following:

    • BRS menu in SYSPRO
    • BRS programs security options in SYSPRO
    • BRS file re-indexing options in SYSPRO

    To run the initialisation process the following needs to be done:

    • Login into SYSPRO as an Administrator
    • From the SYSPRO menu, select File / Run and a screen as per Figure 1.2.1 will be displayed.

    1.2.1_Sitini_1.2.1

     

     

     

     

    Figure 1.2.1

     Next  to ‘Program to run:’ type in SITINI and press the “OK” button
    A screen as per Figure 1.2.2 will be displayed.

    1.2.2_Sitini_selections_1.2.2

     

     

     

     

     

     

    Figure 1.2.2

     The following options need to be ticked for BTS to be initialised successfully:

    • Create or remove menu
    • Create or remove security access
    • Create or remove re-indexing of files

    If any of the menu, security access or re-indexing of files already exist in the relevant files, this process will remove them.

    The Source IT initialisation process will always ascertain whether a custom programs directory has been set up and will use an existing one. If one has not been set up and the System administrator does not wish to manually create one, this program will automatically create one and update the relevant fields in SYSPRO. This directory will be created as a sub-directory within the main SYSPRO directory on the server and will be called ‘cusprog’. (See Figure 1.2.3)

    SystemSetup_new

     

     

     

     

     

     

     

     

     

     

     

     

    Figure 1.2.3

     Create or remove menu - this option will setup the BRS menu in SYSPRO as per Figure 1.2.4.

    Figure 1.2.4

     If the BRS menu already exists, a warning message will be displayed to the user as per Figure 1.2.5.

    1.2.5_MenuExists_1.2.5

     

     

     

     

    Figure 1.2.5

    Create or remove security access - this option will setup the BRS programs into the SYSPRO security access menu. To deny/allow access to the various BRS programs the following steps need to be taken:

    From the SYSPRO menu select “Setup” > “Groups…” then select a group that will be using the BRS system and select “Edit” and “Change…” and a screen as per Figure 1.2.6 will be displayed.

    Figure 1.2.6

    On the "Security Access" window, locate the "BRS Conversion System" module, tick the "Access Allowed" tickbox to give permissions to this Group.

    Create or remove re-indexing files - this option will add the BRS data files to the SYSPRO Data Dictionary so that they may be re-indexed in the same manner as the SYSPRO ISAM data files. Please note that if you are running SQL, all BRS files will still be created as C-ISAM and will reside in the SYSPRO data directory.

    If the BRS programs already exist in the SYSPRO security access files, a
    warning message will be displayed to the user as per Figure 1.2.7

    1.2.7_SecurityMenu_1.2.7

     

     

     

     

    Figure 1.2.7

    To re-index the BRS files the following needs to be done:
    From the SYSPRO menu, select “File” > “Re-index data files” and a list of all SYSPRO data files will be displayed. Go to the end of the list and the BRS files should be listed as per Figure 1.2.8

    Figure 1.2.8

    If the BRS files already exist in the SYSPRO data dictionary, a warning message will be displayed to the user as per Figure 1.2.9

    1.2.9_ReIndex_Exists_1.2.9

     

     

     

     

    Figure 1.2.9

    Once the Source IT initialisation program has successfully completed, the following message will be displayed as per Figure 1.2.10

    1.2.10_SITINI_Complete_1.2.10

     

     

     

    Figure 1.2.10

    OKwill automatically log the user out of the SYSPRO session.

    NOTE:
    When running SITINI, either to create or remove options from SYSPRO, please ensure that the correct version of SITPRG, SITMEN and SITFIL are sitting in SYSPRO’s programs directory. There are several Source IT packages using a generic installation, one overwrites the other.

  • BRS License Process

    nikki18-10-2016

    Licensing Process 

    If the user wishes to license BRS or re-license BRS, the program is found under the "Source IT Bank Reconcilliation System" menu as per Figure 2.4.5

    Figure 2.4.5

    If it’s the first time BRS is being run, Figure 2.4.5.2 will be displayed.

    2.4.5.4_MANNo_License_2.4.5.4

     

     

     

    Figure 2.4.5.2

    Contact your SYSPRO distributor or Source IT to obtain license codes.
    To contact Source IT, you may email your request to cotact us via the Source IT Contact page or alternatively phone +27 11 781 4000.

    By clicking on OK, Figure 2.4.5.3 will be displayed.

    brs_sit001_2-4-5-3

     

     

     

     

     

     

     

     

    Figure 2.4.5.3

    Expiry dateenter the license expiry date as. To ensure correct date format, make use of the date browser to select the expiry date.
    New Codeenter the license code as issued by the Source IT offices.
    Savewill validate the entered values and verify if the license code is valid for the expiry date based on specifics pertaining to the SYSPRO registered company currently logged into. If deemed valid, the information will be stored as entered.
    Closewill exit the program without validating the information on the screen. If the “Ignore warnings” tickbox status was modified, the new setting will be applied to the license validation process in the future.

    The license process is written to provide a warning message each time it is run in the expiry month indicating the number of days until the license expires (see figure 2.4.5.4).

    2.4.5.3_MANLicenseExp2Days_2.4.5.3

     

     

     

    Figure 2.4.5.4

    The following information needs to be relayed to the relevant person who will be obtaining your license codes with the exact spelling and case (upper/lower) as per the example in figure 1.3

    • Company
    • System
    • SYSPRO users
    • Platform (ISAM)
    • SYSPRO version (7.0)

    Ensure that both the “Ignore warnings” and “Evaluation License” tickboxes have been UNTICKED.
    The relevant “Expiry date” and “New Code” values must be entered and the “Save” button selected.

    The BRS User Manual will explain the detailed functioning of the various BRS processes.

  • BRS Conversion Process

    nikki18-10-2016

    Conversion Process 

    This is only required when upgrading to SYSPRO 7 after having used BRS in any version of SYSPRO prior to SYSPRO 7. Due to the enlargement of fields in SYSPRO 7, a BRS conversion program is required to be run in order to enlarge the necessary field sizes in the BRS System. (Please note: if you are using the BRS 2.0 version of our BRS product, this conversion is no longer necessary)

    If the data requires the conversion to be run, Figure 1 will be displayed

    brs_conv_1

     

     

     

    Figure 1

    To run the conversion program, from the SYSPRO menu, select File / Run and enter BTCNV7. A screen as per Figure 2 will be displayed

    brs_conv_2

     

     

     

     

    Figure 2

    Selecting OK will show the screen as per Figure 3

    brs_conv_3

     

     

     

    Figure 3

    OK will run the conversion of the data. Once this has been completed, summary detail will be seen as per Figure 4

    brs_conv_4

     

     

     

     

     

     

     

    Figure 4

    You will need to log you out of SYSPRO and back in.

  • Upgrading to BRS 2.0

    admin28-11-2018

    If you have been running BRS since before December 2018 and you have subsequently downloaded the current BRS, you will notice that the product has evolved somewhat.

    If your previously unreconciled bank statement transactions are not showing in the new BRS solution, there is a need to manually run an import utility.

    Please contact the Source IT offices or email query@source-it.co.za and we will revert back to you with the appropriate solution.

  • 2.BRS 2.0 Overview
  • BRS 2.0 Description

    admin28-11-2018

    1   System Description

    The Bank Reconciliation System (BRS) is an emulation of the SYSPRO Automatic Bank Reconciliation utility which is found within the Cash Book Menu. BRS translates the electronic statement from the associated financial institution and then matches the transactions on the electronic statement against the SYSPRO Cash Book transactions. When a correct match is determined, the relevant SYSPRO Cash Book transaction is flagged as reconciled. Un-reconciled bank statement transactions are stored by the BRS module for future matching attempts. All transactions, whether reconciled or not are represented on a report.

    2   System Overview

    The automatic BRS module allows for the user to select the definition of the input electronic statement file from the financial institution allowing the BRS module to correctly translate the statement. This is a selection ONLY option and the associated list contains the different bank file types that the user must select. It is important for the user to know which bank file they are using (i.e. it is not sufficient to know which bank you use, you must know whether the file is in Ascii or Delimited format etc.)

    Once the user has selected the file definition, a program that is linked to this file definition is automatically used for the  translation. This program takes the electronic statement file from the bank and converts it into a standard layout to   facilitate the reconciliation of the transactions.

    Make sure that the file received from the bank is known to you before you start this process. There are also multiple electronic statement formats from some banks, so be sure to know what the layout is of the file you are going to process.
    If you chose the incorrect bank format for the file you want to reconcile, the reconciliation process will not be successful and will produce a report indicating the errors encountered.
    The reason for this functionality is purely because the different banks use completely different layouts for their bank statements. The objective of this solution is to take the different layouts from the different banks and convert the records into the layout that the automatic Bank Reconciliation System program requires.

    The user may import a file and all the results from the reconciliation attempt using the statement transactions are represented on an associated report:

    • Unreconciled Statement records
    • Non-translatable Statement records
    • Reconciled Cash Book
    • Un-reconciled Cash Book:

    All un-reconciled transactions are written into the BRS module allowing for future attempts to reconcile the transactions against the SYSPRO Cash Book transactions. This is relevant when the SYSPRO Cash Book transactions are only generated subsequent to importing those same transactions from the statement file.

    This version of BRS incorporates the following enhancements and functionality:

    • Provision has been made for the user to manually link transactions from both the bank statement and SYSPRO Cash Book to allow simplistic reconciliation of transactions that have not been matched due to factors such as duplicate values.
    • Generation of SYSPRO Cash Book transactions in SYSPRO based on the electronic bank statement transactions. In this case, the SYSPRO Cash Book Transaction has not yet been captured when the associated bank transaction is encountered and the user may initiate the creation of the SYSPRO transactions from the BRS module.
  • 3.BRS 2.0 Process
  • BRS 2.0 Menu

    admin28-11-2018

    Once BRS has been installed and the Source IT initialisation program has been run, the following menu structure would have been added to the SYSPRO menu.

     

  • BRS Transaction Processing

    admin28-11-2018

    Once the user selects the “Reconcile Cash Book Records” option from the “Source IT Bank Reconciliation System” / “Transaction Processing”, the following screen will be displayed:

    Enter or browse on a SYSPRO Bank and tab/enter off to retrieve information relating to BRS.

    Import: When this button is selected, the process will attempt to import the associated statement transaction files handling the translation as configured by the below settings.
    Reconcile: When this button is selected, the process will attempt to perform the reconciliation of the associated statement transaction against the SYSPRO unreconciled Cash Book transactions handling the process as configured by the below settings.
    Maintain Masks: When this button is selected, the Mask Maintenance program will be called (See BRS Mask Maintenance section below)

    Actions and Settings

    Function:

    • Validation: This option will instruct the program to handle the “Import” and “Reconcile” actions in a validation mode to represent the results without updating any SYSPRO or BRS tables.
    • Process: This option will instruct the program to make the modifications to the SYSPRO and BRS files based on the selected settings when either the “Import” or “Reconcile” actions are selected.

    Reconcile from:

    • All: Retrieve input data from both the BRS files and any statement files waiting to be imported for reconciliation.
    • New files: Retrieve input data only from any new statement files waiting to be imported into BRS.
    • Previously unreconciled state: Retrieve input data only from the statement transactions that were previously imported into BRS and have not yet been reconciled.

    Show matching cashbook transactions:

    • No: When a transaction is selected in the “Unreconciled Bank Statement Transactions” list view screen, DO NOT attempt to match and display only the associated transaction in the “Unreconciled Cash Book Transactions” list view screen.
    • Yes: When a transaction is selected in the “Unreconciled Bank Statement Transactions” list view screen, attempt to match and display only the associated transaction in the “Unreconciled Cash Book Transactions” list view screen. This screen will be empty if no matching transactions were identified.

    Reconcile deposit setting:

    This setting will be used as the matching rules associated to how the transactions on the statement are reconciled against the Cash Book transactions.

    • Value only: Select this to reconcile transactions automatically only if the entry at the value field in the statement import file matches the entry at the value field in the Cash Book transaction file.
    • Value, date and reference: Select this to reconcile transactions automatically only if the entries at the value, date and reference fields in the statement import file match the entries at the value, date and reference fields in the Cash Book transaction file.
    • Value and date: Select this to reconcile transactions automatically only if the entries at the value and date fields of the statement import file match the entries at the value and date fields of the Cash Book transaction file.

    Posting year: This indicates the year when the transactions were reconciled
    Posting period: This is the period that will be used as the reconciling month
    Selecting the Posting period button allows you to indicate the posting month to which you want to post transactions.

    Process masks after reconcile: Selecting this option will automatically run the mask procedures after the reconcile routine has completed.

    Import Bank Statements

    Bank format: use the browse to view a list of the available statement formats for the existing financial institutions. Select the correct format from the list.

    File path: enter or use the browse option to specify the folder location of the statement files
    File name: enter the full path and name of a single statement file to be imported. Leaving this folder blank will automatically import any valid files as specified in the above File path.
    Wildcard: This is useful when more than one bank is used in the BRS system and all the bank statements are all placed in the same File path. If the Wildcard is entered, only files in the File path that have this Wildcard in the name of the file will be processed. This field will be ignored if the File name is entered.
    General Ledger code for CB: enter or use the browse option to specify the General Ledger code to be used when generating the associated SYSPRO Cash Book entry.
    General Ledger notation for CB: enter a notation value to be used when generating the associated SYSPRO Cash Book entry.
    These General Ledger fields are used when the user selects one of the “Unreconciled Bank Statement Transactions” in the list and selects the “Cash Book” button which will generate the associated SYSPRO Cash Book entry.

    Transaction Reports

    Unreconciled Statement records: this report represents the records from the bank statement that were NOT matched to the Cash Book records as well as a reason they were not matched.
    Non-translatable Statement records: all records on the Bank statement files that have been rejected will appear on the report if you have this option ticked. The valid layout records that have been rejected will have an “R” in the Type. The blank or miscellaneous layout records will have an “X” in the Type as well as XXX in all the fields as they are non-translatable.
    Reconciled Cash Book: this report shows the Cash Book records reconciled against the electronic bank statement file. The number at the beginning of each line represents the physical bank statement record that has been reconciled.
    Un-reconciled Cash Book: this report shows the records that remain un-reconciled in the Cash Book after the reconciliation process.

    Email address when silent mode: This email is used to email the above selected reports when the BRS is running in silent mode.

    BRS Information

    Last batch number: the batch number of the last reconciliation process that ran.
    Total withdrawals: total withdrawal transactions imported.
    Total deposits: total deposit transactions imported.
    Total reconciled: total transactions reconciled in the Cash Book

    Unreconciled Bank Statement Transactions

    Select All: will select all of the statement transactions in the list.
    Deselect All: will un-select all of the statement transactions in the list.
    Delete: will delete all of the selected statement transactions in the list. Only available when Function is set to “Process” mode.
    Masks: will run the procedure to take the actions against all the unreconciled transactions as defined in the ”Maintain Masks” setup. Only available when Function is set to “Process” mode.
    Cash Book: will generate a Cash Book transaction in SYSPRO for each selected unreconciled transaction using the “General Ledger code for CB” and “General Ledger notation for CB” above. Only available when Function is set to “Process” mode.

    Unreconciled Cash Book Transactions

    Selecting an entry in the list view will display the additional Cash Book details in the “Cash Book Information” screen.

    Reconcile: will initiate the reconciling of the selected “Unreconciled Cash Book Transactions” against the selected “Unreconciled Bank Statement Transactions”. This process will tally up the transactions and prompt the user with a summary screen requesting permission to proceed in the case of differing amounts.

    Show All: this button is used to show all of the “Unreconciled Cash Book Transactions” when the user has turned on the “Show matching cashbook transactions” option above which will automatically show a Cash Book transaction matching the selected Unreconciled Bank Statement Transaction and if no Cash Book transactions are matching, the “Unreconciled Cash Book Transactions” list view will be empty.

  • BRS Mask Maintenance

    admin28-11-2018

    This program stores the masking rules as defined by the user. The following screen will be shown.

    Selecting the “Add” or “Change” icons will show a maintenance window as per screen below.
    Delete option will remove the highlighted entry.
    Selecting the “Start” icon will prompt for the SYSPRO Bank code to position the list view.

    BRS Mask Key Information

    These 3 fields represent the key of this mask record.
    Bank: enter or browse to select a SYSPRO Bank Code
    Look in field: choose which of the available fields from a drop-down list that must be checked for the specified value.
    Look for value: enter the specific set of characters that must be searched for in the field specified above.

    BRS Mask Details

    These fields define the rules to be applied once the statement transactions have been identified by the above mask key.
    Description: describes this mask rule
    Apply to: choose between “Deposits” or “Withdrawals”.
    Action to be taken:
    This setting determines the action to be taken based on the identified statement transactions as per the above mask key.

    • Create Cashbook Record: this option will automatically generate a SYSPRO Cash Book transaction using the General Ledger code and Journal notation entries below.
    • Delete Statement Record: this option will automatically delete the statement transaction entry from the BRS system.

    G/L Code: General Ledger code to be used for the Cash Book journal transaction
    Journal notation: Journal notation to be used for the Cash Book journal transaction

  • BRS Silent Mode

    admin05-12-2018

    BRS now has the ability to run in a "silent mode" in that it will process automatically as per the desired configuration and will make no attempt to communicate with the user. Any communication required such as generated reports will be communicated via email.

    Configuration - To set this mode up, run the BRS "Reconcile Cash Book Records" program and configure all the parameters so that when the "Reconcile" option is selected, the process that follows represents an acceptable procedure.
    When you then run the BRS silent program, BRSPRS, it will emulate the same run process as the manual one and the associated reports will be emailed to the address specified.

    Run Automatically - Configure the Windows scheduler to automatically run the BRS in “silent mode” using the SYSPROAuto.exe utility as required. If there is more than one bank set up in the BRS system, all of these banks will be processed when running in "silent mode". If only one bank must be processed, the SYSPROAuto command needs a final parameter (/link=? where ? is the SYSPRO Bank code in question)

  • BRS Reports

    admin05-12-2018