UPDATE CHECK FILE, Accounts Payable

WARNING: ALL reconciled checks for G/L company numbers are UPDATED when you process this [UPDATE CHECK FILE] menu option.

WARNING: DO NOT ATTEMPT to use this option if any other user is in a program that uses A/P bank account numbers. Users should not be working in any other bank rec option, entering invoices, posting invoices, or printing of paychecks. The PayBill check file and A/P check file are two separate files; it is okay for users to be using programs that use the PayBill check file when the A/P check file is being updated.

This option updates the check file (CHKFIL) by updating and/or removing the reconciled, deleted, and voided checks from the file.

If you select to create a report when processing this option, the Bank Reconciliation Updated report (AP620P) is produced and available in your output queue.

To begin, select the [Bank Functions] menu in the Accounts Payable library.

The screen will display:

Click [Update Check File], the screen will display:

Click [OK], the screen will display:

End of Month Cut Off Date:

NOTE: Use the SAME DATE that you used in processing Menu Bank Functions, Item List Checks.

The end of month cut off date (date of the bank statement to which you are balancing) must be keyed (without punctuation) as a six-digit (MMDDYY) date of the last day of the period/year you selected

OR

Select date by clicking the button (prompt and select) to the right of dates and a calendar will display from which you may click on a date to select, and then click [OK] to bring the calendar date into the date field.

Print Reconciliation Report:

This is the Bank Reconciliation Updated report (AP620P) created when processing this menu option.

NOTE: If you found errors when you processed Menu Bank Functions, Item List Checks that you had to go back and correct, you should have run Menu Bank Functions, Item List Checks again, not simply depend on this report to check yourself. By the time this report prints out, the files have already been updated.

Defaults to printing this report. Leave this option selected (checkmark displayed) if you want a final copy of the bank reconciliation report.

OR

If you do not care for another copy of this report, click once on the option to unselect (the checkmark will disappear).

WARNING: DO NOT ATTEMPT to use this option if any other user is in a program that uses A/P bank account numbers. Users should not be working in any other bank rec option, entering invoices, posting invoices, or printing of paychecks. The PayBill check file and A/P check file are two separate files; it is okay for users to be using programs that use the PayBill check file when the A/P check file is being updated.

To proceed, click [OK]. Your screen will remain “input inhibited” (tied up) while the option processes (all checks with a status other than O will be removed from the A/P check file). When processing has completed, you will be returned to the “Accounts Payable PayBill Bank Reconciliation” menu.

OR

To cancel and return to menu, click [Exit].

The screen will display:

Click [OK] to continue. You will be returned to the “Accounts Payable Bank Reconciliation” menu.

If you select to create a report when processing this option, the Bank Reconciliation Updated report (AP620P) is produced and available in your output queue.