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The Check Register program is designed to automatically reconcile a district's payroll and deduction company checks.  The program can also Re-issue, Print, and Resequence checks.  Can Reconciliation of single checks or ranges of checks. A reverse reconciling option (Unreconcile) is also available for checks that are reconciled in error and must be reversed. The Auto-Reconcile option, reconciles the checks on the file returned by the bank or created from sources outside the payroll system (such as EXCEL, ACCESS, LOTUS). The import file must be saved in either a sequential, comma separated value, (CSV) or a TAB delimited format. 

Re-issue

When using the Re-issue option, the system will Void the original check and allow a new payment to be processed.  Since the payment is for the same dollar amount it should not cause any issues with crossing calendar and/or fiscal years.  Select the Check to be Re-issued.  Click on re-issue.

If a check is reissued in error, the following steps can be taken to unvoid the original check and void the reissued check.

  • Go to Payments>Payroll>Payroll Payments and void the Payment Number.
  • After the Payment Number has a Void status of true, select this Payment Number again and select Un-viod.
  • A pop-up box should appear.  Check the checkbox of the number that needs to be unvoided and select Un-void.

(Checks that are reconciled, cannot be Re-issued. Unreconcile first, then Re-issue) 

(Checks that are Voided, cannot be Re-issued)



Select the Bank Account from the drop down box. The next available check will be used for the New Check Number.  Enter in a Reissue Date or leave blank for today's date.




Print Checks

Select the check(s) to be printed and click on Print Checks (Checks that are Reconciled, must be Unreconciled to be reprinted)


Select the options for printing.

Output Format: XML (Export)

                           PDF (Print)

File Name:  XML (Checks.xml)

                    PDF (Checks.pdf)

Form:  Only is an option for PDF format

Memo:  Add a message to print on the check.

Once all selections have been made, click on  or to cancel select .

Example of a Payroll Check.XML

Example of a Payroll Check.PDF

Resequence

Select the checks to be Resequenced

Checks can be selected or just click on  and enter in desired checks to be resequence. 


Enter in the date requested

Select the Bank Account to be used

Enter in Original Start Number of bad checks

Enter in Original End Number of bad checks

Enter in the New Start Number

There is an option to 'Void Old Checks' at the same time they are being Resequenced.

Once all data has been entered, select  ,  or  to Exit.

Check Reconcile/Unreconcile/Auto-Reconcile

The Check Reconcile program handles reconciliation of single checks or ranges of checks. An Un-reconciling option is also available for checks that are reconciled in error and must be reversed.

The 'Auto-Reconcile' option is designed to automatically reconcile a district's payroll and deduction company checks.  

Note: Electronic transfer checks are automatically set to reconciled status when created. An error will occur if these check types are entered in either the reconcile or reverse reconcile modes of the program.

Reconcile

Select Check to Reconcile


Enter In Reconcile Date:



Unreconcile

Select Check to Unreconcile


And click on 

Auto-Reconcile


The district must first create an initialization file in Utilities/Automatic Payment Reconciliation option,  that will define all the data that is to be extracted and placed on the sequential file to be sent to the bank. This initialization file will also define all data that is returned from the bank to be reconciled by the district.

The File Format must be equal to one of the following:

  •  CSV - Indicating comma separated delimited file
  •  Fixed Length - All information is formatted with either valid data or spaces. Fixed Length fields are filled with spaces to a specified width. Each field has an offset from the start of the line, and a length in number of characters.
    • Example:
      • SMITH, TODD                        10004A 12000.00 155 ESTELLINE RD.
      • 123456789012345678901234567890123456789012345678901234567890
        • The start of the Name field is at position 1 and the length is 24. The Number field starts at position 25 and its length is 6. Notice how the name starts at character position 1, and there is room for a long name, although not all of the space is used with this one. The length of the name field is 24 characters.  Then the account number starts at character position 25 in the file, and is 6 characters wide.  When you import Fixed Length files, you will need to know the starting position and width of every field you want to import.

The Automatic Payment Reconciliation file can include these data fields to be extracted and imported, the starting position of the data within each record, the field length, picture, and field type as shown below:

Field Types options -

  • Amount
  • Bank Account
  • Check Date
  • Check Day
  • Check Month
  • Check Number
  • Check Year
  • Payee Address
  • Payee Name
  • Void Flag 

The Import Fields can be saved using the 'Saved Formats' option.  Once saved, clicked on , select file type and click on .

 Sample Automatic Payment Reconciliation setup

Example of CSV file

  (the Field Name titles are not necessary for exporting or importing.  File will indicate 'Failed Checks',  'Check Null' unable to determine check number from record', on the Summary report created):

Enter in requested data:

Auto-Reconciliation Summary 

To Download Summary, click on  to save report or  to not download and exit.


Report Creation

To create a report from the Grid, please click on the Report documentation link to find the How to Steps: Report




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