Operations Documentation
1
RICHOUX &
ASSOCIATES,
INC.
OPERATIONS DOCUMENTATION
Date 26 April 2012
System FINCO
Document FIN-0078 How to Fix a Non-Zero Balance in the Check, Cash or Suspense Clearing
No. Accts while Printing the Daily Report
Operation To fix a non-zero balance in the check, cash, or suspense clearing accounts while printing
the daily report.
Long While printing the daily report, a non-zero balance is displayed in one of the clearing
Description accounts. Follow the steps below to not accept the daily report, correct the balance issues
in one of the clearing accounts, and reprint the daily report and accept if correct.
Note: The check, cash and suspense clearing accounts are usually used with two
transactions—an OMR to accept money into the account and a check is written to take
money out of the account. One transaction done without the other will create a non-zero
balance in the clearing accounts. Voiding a loan without voiding the check or re writing a
check without voiding the original check will also create a non-zero balance. Clearing
accounts should always have a 0.00 balance.
Step 1: Do not accept the daily report.
Step 2: Find and determine which transaction wasn’t completed or completed in
error for the clearing account used to have a non-zero balance.
D:\81898185.doc
Operations Documentation
2
Operation Step 1: Do not accept the daily report.
Steps
1. From the Main Menu, choose option 5 – Daily Report, option 1– Daily Report then
type the correct information in the Cash Drawer Balance and Bank Deposit fields.
Press the P key to print and the Y key if the printer is ready. See Figure 1 below.
Figure 1
2. The DLYRPT2 report will print which contains the Payments, Payments
Summary, Outstanding Summary, and Bank Balance sections of the daily report.
Press the Y key at the Do you wish to Continue (Y/N)? prompt. See Figure 2 below.
Figure 2
D:\81898185.doc
Operations Documentation
3
3. The DAYGLRPT report will print which contains all of the general ledger
transactions done since the last daily report was accepted. See Figure 3 below.
Figure 3
4. At the Accept Daily Report (Y/N)? prompt, press the N key if there are non-zero
balances in any of the clearing accounts. See Figure 4 below.
Figure 4
D:\81898185.doc
Operations Documentation
4
Step 2: Find and determine which transaction wasn’t completed or done in error for
the clearing account to have a non-zero balance.
1. Look in the DAYGLRPT report for the clearing accounts general ledger section that
is out of balance to determine what was done in error or not completed in order to
resolve. See Figure 1 below.
Figure 1
2. Possible solutions for a positive amount that is out of balance is that a check was
written for a higher amount than the OMR amount received for the clearing account
that is out of balance. Or the OMR wasn’t completed at all. The check written and the
OMR received should be the same amount.
3. Possible solutions for a negative amount that is out of balance is that an OMR was
received for a higher amount than the check that was written for the clearing account
that is out of balance. Or the check wasn’t written at all. The OMR received and the
check written should be the same amount.
4. Other solutions to look for are incorrect general ledger account numbers that may
have been used in one of the transactions involving the clearing account that is out of
balance.
5. Once the issue has been found and corrected, then run the daily report again and
accept if all clearing accounts have been corrected and a zero-balance is displayed.
D:\81898185.doc