Account Reconciliation Setup

Setup Account Reconciliation File Export (button)

The software can export a text file during A/P Check Printing that can be sent to the bank upon which the checks are drawn. The purpose of this file is to alert the bank in advance of which checks were written, in what amount, and to whom. Some banks refer to this service as Positive Pay. Before attempting to set up this feature, contact your bank and request instructions regarding how this export file is to be structured. To set up this feature, click the Setup Account Reconciliation File Export button.

This is a list of GL Accounts for which Account Reconciliation Setup has been completed. Highlight an existing line and click Change or click Add to setup an additional account.

Cash Accounts to be Exported

Select the checking account to which these settings will apply.

Export File Information

Export Filename

Enter a path and filename for the file the system will create during check posting.

Fixed-Length Field Text File (radio button)

Selecting this option will generate a text file whose columns will all be of equal width.

Record Length

Indicate the length in characters for each record in the file.

Comma Separated Values (CSV) File (radio button)

Selecting this option will generate a text file whose columns are separated by a comma.

Spreadsheet (radio button)

Selecting this option will generate a spreadsheet which can be opened by Microsoft Excel or other spreadsheet program.

Date Format

Specify required format for displaying dates in the exported file.

Generate at the End of Each Check Run (check box)

If this box is checked, at the end of each check run the program will create the Account Reconciliation file. If the box is not checked, the user will be responsible for generating the file using the Accounts Payable > Payments > Export Account Reconciliation File menu item.

Record Options

Include Handwritten Checks (checkbox)

If this box is checked, the system will create a record in the export file for payments made by handwritten check.

Include Transmission Header Record (checkbox)

If the bank requires a transmission header record at the top of the export file, check this box. A tab titled Transmission Header Record will appear in the tab sheet.

Include File Header Record (checkbox)

If the bank requires a file header record record at the top of the export file, check this box. A tab titled File Header Record will appear in the tab sheet.

Include Account Total Record (checkbox)

If the bank requires a totaling record for each checking account in the export file, check this box. A tab titled Account Total Record will appear in the tab sheet.

Include File Total Record (checkbox)

If the bank requires a totaling record for all the records in the export file, check this box. A tab titled File Total Record will appear in the tab sheet.

Record Layouts

In this section of the window, create layout maps for each record type needed.

Add or Change (buttons)

Use these buttons to indicate what information needs to appear in each record of the exported file. The following window will appear:

Field Length

Indicate how many spaces this information will occupy.

Field Contents

Use the pull-down list box to specify what data will be used to occupy this column.

Text

If "User Defined" was selected as the Field Contents, type in the static text that should appear in this column on all exported records.

Justify

Indicate whether the information is to be Left- or Right- Justified in the column.

Fill With

Indicate whether unused portions of the column should be filled with spaces or zeroes.

Decimal

If this is an amount field, indicate whether a decimal point should appear to separate dollars and cents.