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Check Reconciliation Features and Objectives:

The primary objective of the Check Reconciliation System (CR System) by Legler Systems is to process check information in an online environment, so specific online procedures are performed in seconds rather than the hours required by traditional batch methods of computer processing. This CR System performs the basic check reconciliation objectives by providing a complete and accurate record of all company check transactions affecting each vendor and employee.

Specific check reconciliation features and objectives of this business software application are highlighted below:

  1. Maintain a separate Check Record by check number containing dollar amounts paid to vendors, employees and others. Check-Status code, date issued and date cleared (paid by the bank) are also stored in these records.

  2. Identify the outstanding checks (not yet paid by the bank) as of a specific date to balance to the bank statement.

  3. Print accounting reports, such as Check Register, Check Records List and Outstanding Check Report, so adequate audit control is maintained.

  4. Automatically calculate the average number of elapsed days between the check issue date and the date the check clears the bank for cash management analysis.

  5. Interface with the Accounts Payable System and Payroll System to automatically accept Check Records from these systems when checks are printed (issued). This check reconciliation feature minimizes clerical data entry operations.

  6. Handle the entry of manually issued checks at the time vendor invoices or employee labor records are entered online into the AP System or the PR System.

  7. Provide inquiry capability (displaying information on a terminal) to identify which checks have been issued to a specific payee (vendor in the AP System or employee in the PR System). Both uppercase letters and lowercase letters are tested by procedure CR94.

  8. Automatically identify missing check numbers (gaps in the check number range) in the Check Register report when the check number option is specified.

  9. Accept bank input file of canceled checks (paid) to update Check Records as cleared, rather than manually run procedure CR02 or CR14.

  10. Handle multiple bank checking accounts in the CR System, however the check numbers must be unique within each Bank-ID code.

  11. Provide auxiliary data input capability for initial file creation and processing issued checks and cleared checks created by other computerized applications. Multiple company checks are processed at one time by procedure CR08.

  12. Provide the capability to create custom CR reports where the user defines the data fields to be selected, sorted and printed (procedure DB12).

  13. Provide import capability (procedure CR09) to read any PC ASCII file of comma separated value (csv) fields containing issued checks or paid checks and create the import Transfer File. Procedure DB18 also imports check data from csv files to the import Transfer File. This import Transfer File is processed by procedure CR08 to edit and load check transaction into the online CR System.

  14. Provide export capability (procedure CR09) to write a PC ASCII file of comma separated value (csv) fields containing issued checks or paid checks. Procedure DB18 can be used to export check data to a csv file for use by an external application.

  15. Automatically display a detail record (screen CR01) when function key F7 is pressed from inquiry procedure CR05. This check reconciliation objective enables the operator to quickly drill down to more information.

  16. Define an Active Flag for the Bank-ID code to prohibit the online entry of new check information for an inactive Bank-ID code and Location Code, yet reference those old codes for historical reporting purposes.

  17. Handle any fiscal year for accounting purposes, even one different from the calendar year, through the use of a separate accounting period number (YRMO) field.

  18. Verify the check amount is greater than zero (positive) during data entry procedure CR01.

  19. Verify the state code and ZIP code (first 3 digits) associated with the payee address. The Canadian province code is validated when the ZIP code is not numeric.

  20. Update multiple unpaid checks at one time as cleared by specifying a check number range in procedure CR02 to speed manual data entry. A new procedure (CR14) displays all unpaid checks so the operator can flag just those checks paid by the bank, as shown on the bank statement. Both online procedures (CR02 and CR14) change the value of the Check-Status code to "C" (cleared check or paid check) for improved clerical productivity.

  21. Automatic payee code lookup occurs whenever the payee name initials are entered as the payee code for fast payee code lookup. Payee name initials are automatically set in the Check Record to aid in looking-up or finding a payee code. For payee code lookup by name, enter the "#" character as the payee code and when prompted, enter the payee name or payee department.

  22. Provide source document control over input check transactions to the computer by assigning a batch number to a group of check transactions. This batch number control feature aids in providing a complete audit trail of checks processed. If no batch number is entered, the system date (YRMODA) is assigned to the CR batch number field.

  23. Provide system options in the Company Control Record to handle 6-digit dates or 8-digit dates for data entry and reporting purposes.

  24. In addition to online processing, batch job processing is supported where multiple CR report requests are entered online for later batch processing.
As computer checks are issued to vendors, employees and others during the accounting period, they are also entered into the Check Reconciliation System automatically by the Accounts Payable System and the Payroll System when System-Option-20 (DB03) is set to "1". Otherwise, issued checks are entered online using procedure CR01 or by batch input using procedure CR08 with the Check-Status code set to "I" (issued).

The CR System procedures that can be run by the user are identified in the Check Reconciliation Menu document.

Check Record:

Information on each check issued to a vendor or employee, including payee name, date, Check-Status code and dollar amount is stored in a Check Record. Online procedure CR01 is used to add, change (modify), query and delete Check Records one at a time. Procedure CR02 or CR14 is used to clear a group of issued checks by updating each Check Record as paid by the bank (cleared).

The primary key of the Check Record (CKR) is the Record-Type code, Bank-ID code and check number. Five alternate keys are defined for rapid access to different groups of CKR data.

More Information on the CR Software:

For additional information on this online Check Reconciliation software, e-mail Bill Legler in the SF Bay Area, California or go to the Check Reconciliation System main page.

Version 11.7 (2017). All rights reserved by Legler Systems Company.