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Check Reconciliation System

The Check Reconciliation System (CRS) by Legler Systems is based on the client-server model and supports many special features for handling the bank reconciliation function in small businesses and midsize companies. Multiple bank checking accounts are supported to handle issued checks by the company and paid checks by the bank. This customizable CRS software can be run as a stand-alone accounting application or integrated with other financial modules, such as the Accounts Payable System (vendor checks) and Payroll System (payroll checks). The Legler Check Reconciliation software utilizes a character-based user interface with mouse support on desktop or laptop computers for fast data entry and optimum end-user productivity in a multi-user environment.

The 2017 CRS software version is now available with recent changes described in the Accounting Software Revision History document. The latest updates include four different real-time transaction dashboards under the CR menu, plus the Report History Dashboard showing the prior runs of a report or inquiry procedure. This general-purpose Check Reconciliation System can function with or without a mouse for greater end-user flexibility and productivity.

After installations on different hardware and operating environments, this legacy check reconciliation software has evolved over the last 25 years to an efficient and productive business application for today under Windows 10. Custom versions of the online CRS software support in-house control of confidential check payment records and have been in day-to-day operation in small businesses in Northern California for many years.

Check Reconciliation Menu:

The online check reconciliation (CR) end-user procedures are identified on the Check Reconciliation menu shown below. Before any online CR procedure is run, the user must first sign-on by entering a valid User-ID and password. To display the Check Reconciliation menu, enter "CR" on the main Financial Menu. To start a specific CR procedure, enter the 2-digit number associated with that online accounting procedure or single-click the left mouse button when pointing to the procedure name on the Check Reconciliation Menu. The active keyboard function keys are identified at the bottom of all screens, including the CR menu.

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|      CHECK RECONCILIATION SYSTEM MENU  (2017)           01-09-2014 12:24    |
|=============================================================================|
|                                                                             |
| No     Procedure Name                  No     Procedure Name                |
| --   -------------------------------   --   ------------------------------  |
| 01 - Enter Check Record                08 - Process CR Batch Input          |
| 02 - Clear Check Records               09 - Import/export PC Text File      |
| 03 - Print Check Register              10 - Inquire Check History By Month  |
| 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.......[    ]                                   |
|                                                                             |
|                                                                             |
|                  Dashboard 2 - Number of Checks over  $1,100                |
|             ----------------------------------------------------            |
|              10 |                                               |           |
|               9 |                                               |           |
|               8 |-----------------------------------------------|           |
|               7 |                      XX                       |           |
|               6 |----------------------XX-----------------------|           |
|               5 |             XX       XX                       |           |
|               4 |-------------XX-------XX-----------------------|           |
|               3 |             XX XX    XX                       |           |
|               2 |-------------XX-XX----XX-----------------------|           |
|               1 |          XX XX XX XX XX                       |           |
|             ----|---|-------------------------------------------|           |
|              MO | 01 01 01 01 01 01 01 01 01 01 12 12 12 12 12  |           |
|              DA | 10 09 08 07 06 05 04 03 02 01 31 30 29 28 27  |           |
|              YR | 14 14 14 14 14 14 14 14 14 14 13 13 13 13 13  |           |
|                                                                             |
|                    18 checks total $21,341 ($1,185/check)                   |
|                                                                             |
|=============================================================================|
|F1=Help  F2=Enter F9=Print F10=Exit                       Dashboard=F4/F5/F6 |
|                                                                             |
 -----------------------------------------------------------------------------

CRS Software Procedures:

Data entry procedure CR01 displays the data fields that comprise each Check Record and performs the update functions (add, modify and delete) to the online Master File (DBSMST) based on a Transaction Code. Generally, issued checks printed by the AP System (vendor checks) and PR System (payroll checks) are automatically posted to the CR System with the Check-Status code set to "I" (issued). The vendor checks can be associated with a different bank checking account than the employee payroll checks. Manual business checks are entered directly online using procedure CR01. The Check Reconciliation Data Dictionary (printed by procedure DB11) defines each data field in data entry screen CR01. Also, the online Help File contains a description of all CR data fields and CR error messages that are displayed in a separate Help Window whenever keyboard function key F1 is pressed.

For all CR inquiry and reporting procedures, a selection screen is displayed so the user can enter various data selection parameters to retrieve specific check records from the online database (DBSMST) and to format the output. Prior data selection parameters are shown in the Report History Dashboard under the selection screen.

Clear check procedure CR02 enables the user to enter a single check number or a range of unpaid checks from the bank statement that have cleared the bank. Clear Bank Paid Checks procedure (CR14) is similar to CR02, except all outstanding checks are displayed for the user to flag just those unpaid checks that have been cleared (paid by) the bank without having to enter the check numbers. For larger organizations, a magnetic tape or personal computer disk file of cleared checks received from the bank are processed by procedure CR06 instead of using procedure CR02. Issued checks printed by another computerized system or imported by procedure DB18 are edited and loaded into the online CR System using procedure CR08.

Inquiry procedure CR05 displays issued and cleared (paid by the bank) check information for a specific payee (vendor or employee), while CR10 displays a results screen by month for 5 years of paid checks. Procedure CR13 allows you to search for a specific check amount. Inquire Latest CR Changes procedure (CR96) displays a list of the latest Check Records (CR01) in descending chronological date sequence.

Online reporting procedures CR03, CR04, CR11 and CR12 print management reports on a line printer (computer-size paper) or a laser printer (letter-size paper). Management reports can be displayed in the current window or in a separate report window prior to printing a hardcopy. The Outstanding Checks Report (CR04) identifies all unpaid checks and is used in balancing bank checking account dollar amounts to the bank statement. Each online reporting procedure displays a separate selection screen for the user to enter report selection parameters, such as dates, check number, report format option and report sort option. Procedures CR02, CR06, CR07, CR08 and CR09 print a one-page CRS Control Report showing the number of check records processed for audit documentation.

The online CR end-user procedures identified on the Check Reconciliation menu are described in more detail in the CR Menu Procedures document, including a description of the check reconciliation transaction dashboards and Report History Dashboard. By clicking on a selected highlighted link in the above Check Reconciliation Menu, the associated sample screen is displayed.

Check Reconciliation Software Features:

In addition to the operational, security, technical and customization features mentioned in the Accounting Software Overview document, some key Functional Features and Objectives of the check reconciliation software are highlighted below:

1. Automatic matching of paid or cleared checks against those issued by the company, including the automatic setting of a Check-Status code to indicate the current status (issued, voided, cleared, etc.) of each check number in the CR System.

2. Ability to import/export check information to/from the CR System is done using procedure CR09, where the user specifies the data fields to be processed. Alternatively, procedure DB18 can be used to import or export check payment data in a comma separated value (csv) format.

3. Multiple bank checking accounts are supported in the Legler CR System by specifying different Bank-ID codes.

4. The Print Check Register procedure CR03 has an option to print all missing check numbers for audit documentation and comparison to the management report printed by procedure CR04.

5. A batch date or bank statement date is associated with each check cleared online to facilitate balancing checking accounts used by the accounting software to actual bank statements.

6. Flexible online reporting procedures allow the user to request and print 25 different Check Reconciliation Reports by specifying report selection parameters and a report sort option. For example, the Outstanding Checks Report produced by procedure CR04 prompts the user for a Bank-ID code, ending date and report sort option.

7. For real-time List Dashboard (No. 4), the oldest ten outstanding checks that have not cleared the bank (unpaid checks) are shown under the check reconciliation menu. Up to 4 different real-time transaction dashboards for check reconciliation are displayed: two real-time Bar Chart Dashboards and two real-time List Dashboards. A Report History Dashboard is displayed under the parameter prompts for a CR report or inquiry procedure showing the last 12 runs.

8. Online processing involves instantly viewing and changing check information in the online Master File (database) based on a Transaction Code (Trans-Code) for added accuracy. One check transaction is processed at a time using procedure CR01.

9. Support batch job processing (optional), where report selection parameters are entered online for later batch processing by a separate job script, so large reports (long running tasks) are printed offline.

10. Enable payee number lookup by payee name when the "#" character is entered for the payee number and then enter the payee's name when prompted. When only one matching payee is found, the associated payee number automatically replaces the "#" character, so the user does not have to enter the payee number. This payee number lookup feature is done at any time where the Payee-Code prompt appears and is in addition to the standard payee number lookup by payee name initials.

11. Auxiliary data input involves processing multiple check transactions (issued checks by the company or paid checks by the bank) in the import Transfer File using procedure CR08 to edit and add them to the online database. These auxiliary check transactions were first entered into another computerized application that created the import Transfer File or imported from a csv file using procedure CR09 or DB18 which creates the import Transfer File.

12. Source cobol programs have been revised to reference a new copy member (SLP310) for IBM AIX system call to execute the Unix chmod command when an output file is opened and the OPR-SYS-PARM field is set to "AIX".

13. A complete backup of the bank reconciliation application is created by periodically copying the LSC directory to an external removable device, such as a compact disc (CD-ROM) or USB flash drive. The CD-ROM disc or USB flash drive can be stored off-site for added protection in case of any unforeseen disaster.

Check Reconciliation System Interface Capabilities:

The online CRS software references three master records in the Database Control System (required) to: (1) control basic system options and functions (Company Control Record), (2) verify User-ID and password and define the computer procedures the user can access plus other user options, such as the screen color codes (background color and foreground color), display of real-time dashboards, show dollar sign ($) in all dollar amount fields and Help Window screen colors (User Control Record) and (3) validate the Bank-ID code and other user definable codes, such as the Check-Status code, State Code and Location Code (Code Definition Records).

The CR System accepts check input directly from the online Payroll System (optional) or the online Accounts Payable System (optional) when payroll checks or vendor checks are printed by those systems to avoid manual data entry using procedure CR01.

This bank reconciliation software accepts a batch import csv file containing issued (unpaid) checks or cleared (paid) checks created by an external banking application. Procedure CR09 is used to reformat a comma separated file into the Check Record format and write them to an import Transfer File for subsequent use by procedure CR08 to load these Check Records into the online CR System.

The CRS software supports dynamic linking to data entry procedures (such as CR05 to CR01) with a single keystroke (function key F7) or double-click of the left mouse button.

Procedure DB18 in the Database Control System is used to: (1) export check number data from the online Master File to a text file (csv format) for subsequent input to an external computer application and (2) import a csv file of check records to the import Transfer File (fixed length records) for subsequent editing and processing by procedure CR08. Procedure DB18 offers more options than procedure CR09.

CRS Software and Hardware Requirements:

The Check Reconciliation System operates on any x86 personal computer (desktop or laptop) in the Command Prompt window using any version of Microsoft Windows operating system from MS Windows 3.1 to Windows XP and now Windows 10. The source programs are compatible with 32-bit cobol compilers (such as Micro Focus Net Express) that generate executable code for MS Windows 10. Personal computers can be connected in a local area network (LAN) with complete flexibility in specifying the disk location of master files on the desktop or laptop client computer or the file server. Additionally, the CRS software can be run on a single stand-alone personal computer or on a Unix based computer, such as the IBM RS/6000 with IBM 3151 terminals using the AIX operating system. This Check Reconciliation software has been ported to the HP-3000 COBOL environment. In addition to the standard screen size (80x25), a larger character-based window of 80 characters wide by 50 rows (80x50) is now supported for greater usefulness and allows real-time dashboards to be displayed under the CR menu. The newest release of the check reconciliation software supports 32-bit code (.dll) or 16-bit code (.exe) depending on the OPR-SYS-PARM setting ("WIN" or "DOS") in the DBSPGM file. Additional screen color codes are available with the 32-bit code.

The Run Time Environment for Micro Focus COBOL support is included at no extra cost with the CRS executable programs. The MS Windows check reconciliation programs are the same as the DOS check reconciliation programs (16-bit code) for compatibility. For check data archiving and historical reporting, the same CRS executable programs can be run offline from a removable device, such as a CD-ROM disc or USB flash drive; thereby eliminating the need to restore old check payment data and programs to a separate hard disk drive in order to view or print accounting reports.

The Database Control System by Legler Systems Company is required to support online Master File updates in a multi-user environment and is included with the Check Reconciliation software. The CRS source programs are written in structured ANSI COBOL (COmmon Business Oriented Language), the most widely used business programming language, for easy maintenance in a client-server (ASCII coding) or IBM mainframe (EBCDIC coding) environment. A Micro Focus cobol compiler is used to generate the CRS executable programs for personal computers. Each CR end-user procedure shown on the Check Reconciliation Menu corresponds to a separate cobol application program.

More Information on the Check Reconciliation Software:

The CR System software cost is identified in the Software Price Sheet and includes: (1) CRS executable programs for Windows XP or Windows 10, (2) CRS Procedure Manual and (3) online Help File. The technical CRS Systems Manual and cobol source programs can be purchased separately.

To request sample management reports and screen formats, General Information Manual or a free working demo for Windows 10 on a CD-ROM disc of this CR System, e-mail Bill Legler in the San Francisco Bay Area, California.

Legler Systems Company, developer of the online Check Reconciliation software, is located in the East Bay of the SF Bay Area in Northern California and provides local on-site CRS software support in Alameda County (major cities are Oakland and Berkeley), Contra Costa County (major cities are Concord, Walnut Creek and Orinda) and other counties in California (CA). E-mail support is always available regarding any CRS software questions or concerns.

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