You use this program to reconcile Cash Book deposits and withdrawals to a bank statement using an import file (the import file is essentially a list of transactions that appear on your bank statement).
You typically use this program when you have a large number of transactions to reconcile. The alternative would be to reconcile entries manually using the Deposits and Withdrawals program.
- Toolbar
- Options
- Details
- Import Results
- Processing details
- File layout for 7
- File layout for 6.1
- Notes and warnings
- Application Help Pane
| Field | Description |
|---|---|
| Import | Validates the contents of the import file and import records if there are no errors. |
| Save Form Values | This option is only enabled in Design mode (see Automation Design). Your selections are saved and applied when the program is run in automated mode. |
| Field | Description |
|---|---|
| Import method | |
| From file | Indicates you want to import data from a file. |
| Use data grid | Indicates you want to enter data directly into the grid of the Details pane (you can paste the contents of an Excel spreadsheet into the grid). |
| File location | |
| Server | Indicates the import file resides on the server. |
| Client | Indicates the import file resides on the client. |
| File name | Indicate the name of the import file (include the full path). |
| Review file | Loads the contents of the import file into the Details pane. This enables you to validate the lines on the grid prior to importing the file. The Import button is enabled only when all lines are valid. |
| Field | Description |
|---|---|
| Import only if all rows are valid | When enabled, the entire import file must be valid before any records
can be imported. The import aborts if any errors are encountered. When this is not enabled, valid records are imported and invalid records are ignored when the import is performed. |
| Posting period | Select this to indicate the posting month to which you want to post transactions. |
| 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. |
| Bank | This is the bank for which you want to reconcile transactions. |
| Description | This is the description held against the bank. It enables you to verify that you have selected the correct bank. |
| Bank currency code |
| Field | Description |
|---|---|
| Print the Details | Generate a report of the contents of the Details entry grid. |
| Email the Details | Generate an email of the contents of the Details entry grid. |
| Print the Import Results | Generate a report of the contents of the Import Results pane. |
| Email the Import Results | Generate an email of the contents of the Import Results pane. |
| Email recipients | Indicates the email addresses of recipients to whom you want to email the information displayed in the output panes. |
| Delete file after use | Indicates whether you want to delete the import file after
all records are successfully
imported. In a client/server environment, both the import file on the server and the temporary import file created on the client are deleted. |
| Close the application | Exits the program once processing is complete. Do not select this if you want to be able to view the information on screen when processing is complete or you want to print or email the contents of the Details and Import Results panes. |
| Field | Description |
|---|---|
| Validate | This verifies whether there are any errors in the grid,
without actually importing records. Exclamation marks in the Validation status column indicates that one or more fields in the line are invalid. An explanatory error message is displayed when you hover your mouse pointer over the exclamation marks. |
| Prints the contents of the import file, or changes made in the grid. | |
| Export to Excel | Outputs data from the Details pane to an Excel spreadsheet. |
| Search text | |
| Clear | Clears the contents in the search text field. |
| Edit | |
| Copy | Copies the lines in the Details pane. |
| Paste (all columns) | Ensure that you have data for all the columns that can
appear in the data grid before selecting this option. When you select to Paste (all columns) the date you are pasting must be in the format CCYYMMDD. Although no validation errors are displayed, the date is not converted into your SYSPRO date format. |
| Paste (visible columns only) | Pastes data into the columns that currently appear in the
data grid, in the sequence that they appear. When you select to Paste (visible columns only) and the date you are pasting is not in CCYYMMDD format, you are prompted for the date format. The program correctly inserts it into the grid in the SYSPRO date format. |
| Duplicate | Copies the current row to the end of the data grid. |
| Find and Replace |
All values are in the currency of the bank.
| Message | Description |
|---|---|
| Opening balance | The sum of all reconciled deposits and withdrawals to date, prior to the current reconciliation. |
| Reconciled deposits | The sum of all reconciled deposits found in the import file. |
| Reconciled deposit entries | The number of reconciled deposit entries found in the import file. |
| Reconciled withdrawals | The sum of all the reconciled withdrawals found in the import file |
| Reconciled withdrawal entries | The number of reconciled withdrawal entries found in the import file. |
| Closing statement balance | The sum of all the reconciled deposits and withdrawals date, after processing this current reconciliation. |
| Outstanding deposits | The sum of all the unreconciled deposits in the cash book. |
| Outstanding deposit entries | The number of unreconciled deposits. |
| Outstanding withdrawals | The sum of all the unreconciled withdrawals in the cash book. |
| Outstanding withdrawal entries | The number of unreconciled withdrawals. |
| Current cash book balance | The sum of the closing statement balance (reconciled transactions) plus all the outstanding deposits and withdrawals in the cash book. |
| Unmatched import deposits | The sum of all the unmatched deposits found in the import file. |
| Unmatched import deposit entries | The number of unmatched deposits found in the import file. |
| Unmatched import withdrawals | The sum of all the unmatched withdrawals found in the import file. |
| Unmatched import withdrawal entries | The number of unmatched withdrawals found in the import file. |
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The first phase of the program validates the entries held in the import file.
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The second phase compares the entries in the import file to the entries residing in the Cash Book transaction detail file.
Valid corresponding entries are flagged as reconciled in the Cash Book transaction detail file.
Invalid entries are not reconciled and are displayed in the Details pane.
| Field | Start position | Field length and description |
|---|---|---|
| Header | ;SYSPRO IMPORT - Version=001 - CSHPRC Mandatory entry of this comment on the first line of the import file to distinguish it from a SYSPRO 6.1 layout file. This comment is not case sensitive. |
|
| Record type | 1 | 1 Mandatory entry of R to indicate a reconciliation file. |
| Bank | 2 | 15 Mandatory entry of the bank id to be reconciled. This must be the same for all the records in a single import file (i.e. only one bank can be reconciled at a time). |
| Transaction type | 17 | 1 Mandatory entry of either D (deposit) or W (withdrawal). |
| Amount | 18 | 15 Mandatory entry of a positive transaction amount, including 2 decimals. |
| Check number | 33 | 15 Only applicable to withdrawal-type transactions to indicate the check number being reconciled. Enter leading zeroes if the number of digits for the check number is less than the field length catered for. This can be blank or zero when no check number applies to the withdrawal. |
| Transaction date | 48 | 8 Entry of the transaction date in YYYYMMDD format. |
| Transaction code | 56 | 10 The transaction code supplied by the bank. |
| Reference | 66 | 30 The transaction reference. |
| Narration | 96 | 100 The narration attached to the transaction. |
| Field | Start position | Field length and description |
|---|---|---|
| Record type | 1 | 1 Mandatory entry of R to indicate a reconciliation file. |
| Bank | 2 | 2 Mandatory entry of the bank id to be reconciled. This must be the same for all the records in a single import file (i.e. only one bank can be reconciled at a time). |
| Transaction type | 4 | 1 Mandatory entry of either D (deposit) or W (withdrawal). |
| Amount | 5 | 15 Mandatory entry of a positive transaction amount, including 2 decimals. |
| Check number | 20 | 6 Only applicable to withdrawal-type transactions to indicate the check number being reconciled. Enter leading zeroes if the number of digits for the check number is less than the field length catered for. |
| Transaction date | 26 | 8 Entry of the transaction date in YYYYMMDD format. |
| Transaction code | 34 | 10 The transaction code supplied by the bank. |
| Reference | 44 | 15 The transaction reference. |
| Narration | 59 | 60 The narration attached to the transaction. |
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The Import Method field is not displayed for this program as the import file is supplied by the bank and cannot be altered.
Operator access to the following activities within this program can be restricted. You configure this using the Operator Maintenance program.
| Activity | Description |
|---|---|
| Allowed to import from client | Controls whether an operator can use a SYSPRO import program to import data from a client machine (in a client/server environment). |
| File Browse on server (C/S system) | Controls whether an operator use the browse function to load the Browse on Files and Folders program to locate files on the server in a client/server environment. Operators can still navigate to a file or folder on the server by typing in the full path name in the entry field. |
Application Help Panes provide step-by-step instructions for various functions within the program, including a brief overview of what the program does, what setup options are required and how to personalize the program. The intention is that the pane provides information that is uncluttered and easy to navigate.
You can embed an Application Help Pane:
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in the main SYSPRO menu
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in any program with panes, if not using roles
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when adding a role layout in Design Mode.
Inserting Application Help
You would typically follow this procedure to display help for the current program in a customized pane that can be pinned to the program window.
Information includes step-by-step instructions for the various functions available within the program, including a brief overview of what the program does, what setup options are required and how to personalize the program.
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Open the program for which you want to insert application help into a customized pane.
This functionality is only available for a program that has panes.
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Right-click any form field.
You can also click the triangle menu icon that appears in the title area of a pane.
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Select Insert Application Help from the context-sensitive menu.
The application help appears in a pane within your program. You can reposition the pane using the docking stickers or pin it to the program window.
Removing the Application Help pane
If you no longer want to display application help in a pane for your current program, you can simply remove it.
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Select the Close icon in the right-hand corner of the application help pane.
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Confirm that you want to delete the pane.