End of Month Bank Reconciliation Procedures (revised 08/10)
The bank reconciliation should be done at the end of each calendar month (i.e. Jan. 31, 2010).
You will wait until you receive your bank statement from your bank before you begin this
process. Your bank reconciliation reports will be due to the finance dept. by the 15th of each
month.
1. Any Transfers should be made prior to completing your month’s end reconciliation. The
principal, along with an explanation of the purpose for the transfer, must approve all
transfers. See new transfer form included in the forms section. These transfers will
now accompany the bookkeeping package to Finance.
Go to File – click
Highlight Transfers & Deposits – click
Highlight Activity Accounts – click
Key in date within month you are working in (i.e. Jan. 31, 2010)
Key in account in which money is to come from – (i.e. 410/Athletics)
Key in account in which money is to go to – (i.e. 236/General)
Key in amount of money you wish to transfer – (i.e. $100.00)
Include Document # and explanation under note
Click – Save
Click – Close
2. Receipting your month’s interest:
Go to File – click
Highlight Journal Adjustments – enter
Click Add at top of screen
Adjustment Number: start at 1 (at the beginning of each fiscal year) then every time
you add, the next number will appear
Date: key in last day of month that you are working with (i.e. Jan.31, 2010) enter
Account #: key in 236 General
Tab to GL Account: key in 992 checking – enter
Amount: key in amount of interest from bank statement – enter
Key in I for income – enter
Note: type in: Interest for (month you are working on) – enter
Authorize By: type your name
Click – Save (top of screen)
Close – (top of screen)
3. Canceling your checks:
Arrange checks from bank statement in numerical order
Go to File – click
Highlight Cancel Checks – enter
Date Cancelled is highlighted – key in last day of month you are reconciling (i.e.
1/31/2010)
Highlight check to be cancelled – double click
You will see these marks, >>, to the left of your check number
Highlight the next check number to be cancelled – double click
Continue this process until you have cancelled all checks returned in your bank statement
Click OK
4. Reconciling Bank Statement
Go to Output
Highlight Bank Reconciliation – enter
Beginning Statement Date: key in first day of month you are working with (i.e.
01/01/2010)
Ending Statement Date: key in last day of month you are working with (i.e. 01/31/2008)
Ending Balance from Bank Statement – key in balance reported on your bank
statement
Total Deposits not on Bank Statement – if you made a deposit toward the end of the
month, but it did not show up on your bank statement, that amount would go her - if you
had a returned check and you have not collected on it, this amount would also go here.
(This is when you need to complete the insufficient check and outstanding deposits
form.)
Print to Screen – click OK
Click on – Zoom In
Amounts for both Cash Balances should agree
If these two figures match – click OK
Click – Print to Printer and OK (print two of these reports)
Click – Exit
5. Reports to Run
List of Outstanding Checks
General Ledger Report
Sequential List of Checks
Sequential List of Receipts
Journal Adjustments
Transfers
Reconciliation Report
List of Outstanding Checks
Go to Output
Highlight – outstanding checks
Type: Outstanding checks for month you are working in (i.e. January, 2010) – enter
Print Outstanding Checks as of: - key last day of month (i.e. 01/31/2010)
Click – Print to Printer
Click – OK
Click – Exit
General Ledger Report
Go to Output
Highlight Ledger Report – enter
Title: type month and year you are working in (i.e. January 2010)
From What Date: type beginning date of month (i.e. 01/01/2010)
To What Date: type last day of month (i.e. 01/31/2008)
From What Account – enter
To What Account – enter (twice)
Summarize on which digit of the Account # - key in #4
Click – Print to Screen
Review this report
Click – OK
Click – Print to Printer
Click – OK
Click – Exit
Sequential List of Checks
Go to Output
Highlight Sequential List
Highlight List of Checks
Highlight By Check #
Report Title: type checks for month you are working in (i.e. Checks for Jan. 2008)
Highlight Date
Highlight Between
Compare to – 1/01/2010,1/31/2010
Click – Accept Condition
Click – Print
Sequential List of Receipts
Go to Output
Highlight Sequential List
Highlight List of Receipts
Highlight By Receipt #
Report Title: type receipts for month you are working in (i.e. Receipts for Jan. 2010)
Highlight Date
Highlight Month Is
Compare to – highlight month you are working in (i.e. January)
Click – Accept Condition
Click – Print
Journal Adjustment Report
Go to Output
Highlight Journal Adjustment – enter
From Date – type beginning date of month – enter (i.e. 01/01/2010)
To Date – type last day of month – enter (i.e. 1/31/2010)
From Account – enter
To Account - enter
Click – Print to Printer
Click – OK
Transfers
Go to Output
Highlight Sequential List
Highlight List Activity Transfers
Type in name of report
From What Date – type beginning date of month – enter (i.e. 01/01/2010)
To What Date – type last day of month – enter (i.e. 1/31/2010
Click – Print to Printer
Click – OK
Reconciliation Report
Go to Output
Title: type month and year you are working in (i.e. Reconciliation for Jan. 2010) Enter
From Date: first day of month (i.e. 01/01/10) – enter
To Date: last day of month (i.e. 1/31/2010) – enter
From Account: key 990 – enter
To Account: enter
Click – Print to Printer
Click – OK
Click – Exit
6. Check list for End of Month Reconciliation
1. Transfers
2. Receipt Month’s Interest – Journal
3. Cancel checks
4. Reconcile Bank Statement
5. Run Reports
a. Bank Reconciliation
b. List of Outstanding Checks
c. General Ledger Report
d. Sequential List of Checks
e. Sequential List of Receipts
f. Journal Adjustments
g. Transfers
h. Reconciliation Report
6. Perform Utilities each month
Go to Utilities
a. Select Rebuild Indexes – mark all – ok
Go to Utilities
b. Select Current Balance to Disk – ok
Go to Utilities
c. Select Erase Deleted Records – mark all - ok
7. Back-Up Procedures
Insert your USB jump drive
Minimize it
Go to Utilities
Highlight Backup/Restore
Click – Hard Drive (Drive and Path)
Change R drive to thumb drive (Look in my computer to see what drive your thumb
drive is in).
OK
It will then show that Files are backed up in the right hand corner
8. What to file/What to send
 Have principal sign both copies of the Bank reconciliation, both copies of the Ledger
Report and the Transfer Report. Keep reports listed above on file by month. Send to
Jennie Patnode at the finance in this order:
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Bank Reconciliation Report
List of Outstanding Checks
General Ledger for the month (put the #4 in the Summarize on which digit of the
Account #)
List of Checks by Check# (Sequential List of Checks)
List of Receipts by Receipt# (Sequential List of Receipts)
List of Insufficient Checks/Outstanding Deposit (be sure to use the form on the web)
List of Journal Adjustments for the month
List of Transfers (Sequential List of Activity Transfers) this must be signed by the
principal
Copy of Bank Statement with scanned checks (original must stay at your school)
Please remember to send reports double sided or on recycled paper.
Contact Jennie Patnode at 947-2976 for support or you can call the support line through
School Fund Accounting software program at 1-800-237-6498.
Monthly Bank Reconciliation for TRA Users only
Please send in the following reports and in this order:
 Bank Recon
 Outstanding Checks
 Outstanding Deposits
 Month-To-Date ( go to Reports – then Accounts – then select month-todate)
 Check register for the month (under registers)
 Receipt register for the month (under registers)
 Journal Entries for the month (under registers)
 Voided checks (under registers)
 Voided receipts (under registers)
 Fund Transfer Journal Entry signed by the principal (It is what prints out
when you do a fund transfer)
 Copy of Bank statement
If any of the registers have NO amounts – don’t print and don’t send!