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.

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.

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.

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 withdrawals: total withdrawal transactions imported.
Total deposits: total deposit transactions imported.
Total reconciled: total transactions reconciled in the Cash Book

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 up to 20 different General Ledger and Tax Code entries. Only available when Function is set to “Process” mode.
AR Payments: when a single deposit is selected (that has not already had an AR Payment processed against it), the screen as per the figure below will be shown.Only available when Function is set to “Process” mode.

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

Customer: The first value in the statement reference will be validated against the SYSPRO Customer master table and if valid will populate the Customer field to speed up the allocation process. If not, the SYSPRO Customer can be entered or found in the available browse.

A/R Payment Details:
Journal notation: optional field that may not exceed 50 characters.
Payment narration: optional field that may not exceed 50 characters

Unapplied payment:
Create an Unapplied Payment: select this tick box to indicate that an unapplied payment must be included in this payment allocation process.
Highest use _CR: allows modification on this value
Suffix for Unapplied Payments: allows modification on this value
Unapplied Gross: automatically defaults to the remaining “undistributed amount” and allows for the value to be modified
Unapplied Discount: allows for entry of an unapplied discount value to be entered
Unapplied Nett: displays the nett value of the Unapplied values entered above

Distributed Values:
Distributed amount: displays the amount that has been distributed based on the selected invoices and/or unapplied payment entry.
Undistributed amount: displays the remaining value still to be allocated against the payment amount and once  this value gets to zero, it turns red and the “Create Payment” button is activated allowing for the process to be actioned.

Unpaid A/R Invoices:
The user is able to select any of the available unpaid invoices to have this payment applied to and although the discounts are automatically calculated for each selected invoice, the following fields may be modified.
Discount amount: this value may be modified
Gross amount: this value may be modified llows modification on this value

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.