Monthly 6 Reconciling Marilyn’s Personal Checking Acct

Mollie Reconciling Marilyn’s Personal Checking Acct

Other Office Information

All Scripts in all steps below can be run without harm if they are Canceled or Continued with no editing.

Step 1:  Open FM “ck Rec Pers” using your extended privilege user name and password, make a backup copy of “ck Rec Pers” on your computer’s desktop by using top of screen menu “File’ then select “Save a copy as…”. In FM “ck Rec Pers” master file, run or continue Script 20.

Step 2: “OK”; “Continue”; or “Cancel” and make backup copy of file per Step 1.

Step 3: “OK”; if match “Continue”; otherwise “Cancel”.

If numbers don’t match, correct file using multiple possible methods (such as finding an old copy that may not be corrupted and fix any records that do not match; import records; find old months’ records that pass and re-reconcile later months in sequence) until it passes. Repeat all Steps 1 and 2 above.

Step 4: “OK”; when done 6-ing and fixing, in Layout 14, click ‘4 Find 6 with deposit amount’. If there are duplicate deposit amounts, use Date to determine which one to add the ‘6’.

There sometimes are Transactions on the bank statement that do not appear on “ck Rec Pers” file, they must be added to the FM file and put ‘ADDED FROM BANK STATEMENT’ in NOTES.

Step 5: “OK”, if match, click ‘6 Find Check Nos to reconcile’.

If numbers don’t match, correct “ck Rec Pers” records with errors or by adding entries from bank statement that are

missing on “ck Rec Pers” file. Make all necessary corrections until clicking ‘4 Find 6 with deposit amount’ passes.

Then click ‘6 Find Check Nos to reconcile’.

Step 6: “OK”; when done 6-ing and fixing from ‘Checks’ and ‘Other subtractions’, click ”7 Find 6 that are chks’.

If there are duplicate check amounts, use Check Number to determine which one to add the ‘6’. There are almost always a few Transactions on the bank statement that do not appear on “ck Rec Pers” file. They must be added to the FM file; put ‘ADDED FROM BANK STATEMENT’ in NOTES; and lookup the payee online or look on the copies of the checks at the end of the Bank Statement and add payee to the FM record. If check amounts for a given check number are different from Bank Statement, use online banking to view the check and correct errors on ck Rec Pers.  If check numbers on ck Rec Pers are scrambled or erred, use online banking to view checks and correct errors on ck Rec Pers.

Step 6b:  “OK”; if match, click ’10 ATM and Debit Card Subtractions’.

If numbers don’t match, correct “ck Rec Pers” records with errors or by adding entries from bank statement that are

missing on “ck Rec Pers” file. Make all necessary corrections until clicking ‘7 Find 6 that are chks’ passes.

Then click ’10 ATM and Debit Card Subtractions’.

Step 7: “OK”; when done 6-ing and fixing and adding missing records, click ’12 Find 6 that are ATM’. 

If there are duplicate Transaction amounts, use Payee to determine which one to add the ‘6’. There are almost always several Transactions on the bank statement that do not appear on “ck Rec Pers” file; add all ‘dash’ marked entries on bank statement to the FM file. Do as a group by making one record with ‘New record and Find’ button; then add ‘ATM’ and ‘6’ and put ‘ADDED FROM BANK STATEMENT’ in NOTES for that record; duplicate it (using Apple D) the proper number of times; use Replace as a shortcut’ to add 6’s to all those new records; then correct each record’s ‘date’ and add ‘CK AMT’ and ‘Payee’ to match bank statement.

Step 8: “OK”; if match, click ’13 add West Coast Life record’.

If numbers don’t match, correct FM file until clicking ’12 Find 6 that are ATM’ passes. If there are any ‘Service fees’, add those to FM.

Step 8b: “OK”; Click ’14 Find other subtractions’.

Step 8c: “OK”; when done 6-ing and fixing, click “15 Find Duplicate ATM”. 

Step 8d: Scrutinize and Delete Found Records.

Step 8e: Click “16 Find X & 6”.

Note some ‘Other Subtractions’ on bank statement, like PNC MORTGAGE PMT, can have Check Nos (ARC); West Coast Life is auto withdrawal (PPD).

If numbers don’t match, correct “ck Rec Pers” records with errors or by adding entries from bank statement that are

missing on “ck Rec Pers” file. Keep correcting file until clicking ’16 Find X & 6′ passes.

Step 9:  Don’t forget to record or memorize the last record’s ‘X/number’ that you see. 

“OK”; if match, click ’17 Find 6’s change to X…’

Step 11: “OK”, replace the “6” with blue background with the ‘X/number’ that was determined in prior step, “Continue” which replaces all 6’s with that ‘X/number’. In the first quarter of the new year before Ray splits “ck Rec Pers”, X13 is for the new Jan, then X14 etc. When “ck Rec Pers” is split, Ray will replace the X13, X14 etc. with X1, X2 etc.

Step 12:  Click ‘17.5 Deposits to reconcile’.  If any found that are dated within Bank Statement date range or before, investigate why.  Perhaps in FM it has a wrong date and will show up on next Bank Statement.  Have Mdy check online to see if such deposit(s) are shown.  Ask her for verification of such deposit(s).  Have mdy work it out with bank if appropriate.

Step 13:  Click ‘17.5 Continue Reconciling’.  Scrutinize top records and if dates are older than 3 months, determine why.  Copy the check amount or Deposit amount and look for duplicate records that were used to reconcile; if any found, delete the duplicates without any “X/6” entry.

For uncleared DEPOSIT amounts >0 with “X/6” Fields empty that are older than 2 months, find out who did not credit the account as expected and try to get the money.

Step 14: Click ’18 Records added from bank statements’.

On FM “ck Rec Pers”, find records that were added to the FM file from the bank statement and any other possible fraudulent entries. Print FM list to .pdf or take a screenshot and attach it to an email to Marilyn (with cc to Ray) for her to confirm if any fraud, bank errors, or vendor errors; include in the email message per below the current shown Bank Bal:

        “Marilyn, please look over the attached missing FM records that were added to “ck Rec Pers” to insure no fraud, bank errors or vendor errors.  Note on this date, the corrected Bank Bal shown was xxxxxxxxx. I have successfully reconciled the latest bank statement and FM “ck Rec Pers”.

Step 15: Close “ck Rec Pers” to save changes. Delete backup copy made in Step 1.

Congratulations you are done.