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The latest version of the Check Reconciliation System menu from Legler Systems identifies 17 separate check reconciliation (CR) computer procedures that can be run by the user, provided the user has access to these online procedures. Access control is specified in the User Control Record (DB08). Each CR user procedure corresponds to a separate computer program.
A sample Check Reconciliation System menu screen is shown below and followed by a definition of each CR user procedure. When just the System-ID (e.g. "CR") is entered on any financial menu, the Check Reconciliation System menu is displayed.
--------------------------------------------------------------------------- | CHECK RECONCILIATION SYSTEM MENU (2011) 11-02-2011 11:13 | |===========================================================================| | | | No Procedure Name No Procedure Name | | -- ------------------------------- -- ----------------------------- | | 01 - Enter Check Records 08 - Process CR Batch Input | | 02 - Clear Check Records 09 - Import/export Pc-Ascii File | | 03 - Print Check Register 10 - Inquire Check History By Mo | | 04 - Print Outstanding Checks Report 11 - Print Check Analysis Report | | 05 - Inquire Payee Check History 12 - Print Check Records List | | 06 - Process Bank Input File 13 - Inquire By Check Amount/Payee | | 07 - Purge Old CR Records 14 - Clear Bank Paid Checks | | 92 - Redefine System Printer | | 94 - Search CR System | | 96 - Inquire Latest CR Changes | | 99 - End CR Menu | | | | Enter CR Procedure Number.......[ ] | | | |===========================================================================| | F1=Help F2=Enter F9=Print F10=Exit | ---------------------------------------------------------------------------
Data entry procedure CR01 is used to enter vendor checks and payroll checks and update the status of existing checks in the CR System. Normally, when vendor checks are printed by AP06 in the AP System and payroll checks are printed by PR05 in the PR System, a Check Record (CR01) is automatically created in the CR System for each vendor check and payroll check printed. Computer procedure CR01 is run as needed.
Update procedure CR02 is used to clear a group of checks that have been paid by the bank, as shown on the monthly bank statement. A Control Report (CR02) is printed to document all checks that have been cleared. Computer procedure CR02 is done at the end of the month when the bank statement is received.
Report procedure CR03 is used to print the Check Register of all checks in the CR System for a specific time period, including those issued by the AP System and PR System. The Check Register (CR03) is used to balance to the bank statements.
Report procedure CR04 prints the Outstanding Checks Report to identify all checks that have not cleared the bank (e.g. paid by the bank) as of a specific date. The Outstanding Checks Report (CR04) is used to balance to the bank statement. Computer procedure CR04 can be run at any time.
Inquiry procedure CR05 displays a window of all checks associated with a specific payee. Computer procedure CR05 can be performed at any time.
Update procedure CR06 reads a special Bank Input File of cleared checks and reformats them to the Check Record format in the Transfer File for subsequent processing by procedure CR08. Computer procedure CR06 is optional.
Update procedure CR07 purges old Check Records (CR01) from the online database and is infrequently run by supervisory personnel. A control report (CR07) is printed to document the number of records deleted from the CR System.
Update procedure CR08 processes a group of issued or cleared checks in the Transfer File and creates new Check Records (CR01) or updates existing Check Records in the online database. The Transfer File is created by procedure CR06 or procedure CR09. Program edits are performed on each Check Record, similar to online procedure CR01, before processing. A Control Report (CR08) is printed to identify any errors and the record counts for audit control.
Update procedure CR09 imports check data from a comma separated file and reformats the data to the Check Record format in the Transfer File. Also, procedure CR09 can export selected check data to a comma separated file for use by other computer software. A Control Report (CR09) is printed for audit control. Imported check records must be processed by procedure CR08 to update the online database.
Inquiry procedure CR10 displays a window showing the total check payments by month for the last 5 years made to vendors or employees. This procedure can be run at any time to display check history.
Report procedure CR11 prints a one-page Check Analysis Report summarizing check information by the check amount, elapsed days between issue date and clear date and payee state. The Check Analysis Report (CR11) is used for management analysis.
Report procedure CR12 prints the Check Records List containing three columns of check numbers for a selected check number range. Any missing check numbers are identified in the Check Records List (CR12). Procedure CR12 is similar to procedure CR03, except fewer pages are printed.
Inquiry procedure CR13 selects and displays a window showing checks by check amount or the payee code entered by the user. The CR94 search procedure differs only in how the results are displayed. Computer procedure CR13 can be run at any time.
Update procedure CR14 displays all outstanding (unpaid) checks so the user can flag just those checks that have been cleared (paid by) the bank, as shown on the monthly bank statement. Check numbers do not have to be entered, as is required by procedure CR02. Computer procedure CR14 is performed at the end of the month when the bank statement is received.
Redefine system printer procedure CR92 allows the user to redefine where management reports are to be printed. If a disk file is specified, the report is written to disk from which it can be displayed in a pop-up report window (92V) and then printed on paper by pressing function key F9. The computer program associated with procedure CR92 is the same for all accounting modules. Computer procedure CR92 can be done at any time.
Search procedure CR94 is used to search the CR System for any dollar amount, code value or text in the last x months and display a window of the search results. The computer program associated with procedure CR94 is the same for all accounting modules. This CR user procedure can be started at any time to lookup any employee or vendor check information.
Inquiry procedure CR96 displays a list of the latest Check Records (CR01) in descending chronological sequence by date and time. The computer program associated with procedure CR96 is the same for all accounting modules. This online procedure can be started at any time to identify the most recent changes to the CR System.
Exit procedure CR99 closes the Check Reconciliation System menu and displays the main financial menu. To switch to another system procedure, just enter the System-ID and procedure number, such as AP01, rather than CR99.
These check reconciliation accounting procedures can be started at any time from any financial menu by entering the System-ID of "CR" plus a 2-digit procedure number.
For additional information on the CR software, please e-mail Bill Legler in the SF Bay Area, California or go to the Check Reconciliation System main page.