NEW Bank Reconciliation System – BRS

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.

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.

Find Match / Refresh Rows: the “Find Match” button will search for any unreconciled Cash Book transactions with the same transaction value as the selected statement transaction and they will be listed. When the selected statement transaction is unselected, the button text will change to “Refresh Rows” allowing the user simply select to list the first 100 unreconciled Cash Book transactions.

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 in the Cash Book transaction file.
Value and reference: Select this to reconcile transactions automatically only if the entries at the value and reference fields in the statement import file match the entries at the value and reference fields in 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.

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

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.
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.

Bank format: The list shows the current translation formats from which the correct format may be selected. This list is constantly evolving and may represent differently in different territories.

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.

Last batch number: the batch number of the last reconciliation process that ran.
Total statement withdrawal: total value of unreconciled bank statement withdrawal transactions.
Total statement deposit: total value of unreconciled bank statement deposit transactions.
Selected statement withdrawal: displays total value of the selected withdrawal statement transactions
Selected statement deposit: displays total value of the selected deposit statement transactions

Total cash book withdrawal: total value of unreconciled bank cash book withdrawal transactions.
Total cash book deposit: total value of unreconciled bank cash book deposit transactions.
Selected cash book withdrawal: displays total value of the selected withdrawal cash book transactions
Selected cash book deposit: displays total value of the selected deposit cash book transactions

General ledger code: the default general ledger code used to derive the balance as used for the below calculation.
Bank transactions + GL balance: total value when adding all the bank statement transactions to the current GL balance as per the above GL code.

Statement balance: Cash Book statement current balance for current period.
Balance: Cash Book current balance for current period as per currency of bank
Currency: currency of SYSPRO Bank.
Balance (Local currency): Cash Book current balance for current period in local currency
Local currency: local currency

When this listview is loaded, the first 100 Bank Statement transactions will be listed.

More Lines: if more transactions are available to be loaded into the listview, this will load the next 100 lines. The button is deactivated when all available transactions have been listed.
Show All: will retrieve and load ALL of the statement transactions into the listview. The button is deactivated when all available transactions have been listed.
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 populated Ledger and Tax information per transaction. Each transaction makes provision for an unlimited number of General Ledger and Tax Code entries. Only available when Function is set to “Process” mode.
AR Payments: Deposit entries on the electronic statement may be used to quickly allocate payments against Customers in SYSPRO from within the BRS process. This process allows for the allocation of a discount amount against an invoice payment as well as unapplied payment allocation against a customer.
Interbank Transfers: regardless of how the BRS Interbank Transfer process is initiated, users can seamlessly link the Interbank Transfer transaction to existing unreconciled Cash Book transactions. They also have the option to automatically select all associated Cash Book transactions and flag them as reconciled in SYSPRO. If a bank statement transaction in BRS requires its associated Cash Book transaction to be transferred from another Cash Book for reconciliation, users can simply select the imported bank statement transaction and initiate the BRS Interbank Transfer process. This streamlines selection and matching, significantly accelerating the reconciliation process.

When this listview is loaded, the first 100 unreconciled Cash Book transactions will be listed. Selecting an entry in the list view will display the additional Cash Book details in the “Cash Book Information” screen.

More Lines: if more unreconciled Cash Book transactions are available to be loaded into the listview, this will load the next 100 lines. The button is deactivated when all available transactions have been listed.
Show All: will retrieve and load ALL of the unreconciled Cash Book transactions into the listview. The button is deactivated when all available transactions have been listed.
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.
Find Match / Refresh Rows: the “Find Match” button will search for any unreconciled Cash Book transactions with the same transaction value as the selected statement transaction and they will be listed. When the selected statement transaction is unselected, the button text will change to “Refresh Rows” allowing the user simply select to list the first 100 unreconciled Cash Book transactions.

The BRS process interrogates the statement transaction’s reference and if any of the mask entries are matched, BRS will either automatically generate an associated Cash Book entry in SYSPRO or the statement transaction will be removed from the statement transaction list as the entry is unused. 
This process will cater for both the “interest earned/paid” and “sweep” entries

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

Deposit entries on the electronic statement may be used to quickly allocate payments against Customers in SYSPRO from within the BRS process. This process allows for the allocation of a discount amount against an invoice payment as well as unapplied payment allocation against a customer

Once the deposit has been allocated, by selecting the “Create Payment” button, BRS will automatically create the associated AR Payments against the associated customer and the bank statement entry will turn green indicating that it has already been used to generate AR Payments and the user will only be allowed to reconcile or delete this entry.
Once the user has printed the bank deposit slip and the relevant Cash Book entry has been created, it will be possible to allow the “green” bank statement entries to automatically reconcile the Cash Book entry.