The information in this article applies to:
Performing a reconciliation should be as simple as specifying a statement beginning balance, statement ending balance, statement date and marking the transactions included on the bank statement as cleared in the Reconciliation window. However, there may be instances when reconciling the bank account is not that simple. This article provides troubleshooting information for the Reconciliation program.
When starting the Reconciliation program, GLS compares the Statement Beginning Balance and the Calculated Beginning Balance. If the Statement Beginning Balance and the Calculated Beginning Balance do not match, the following message is displayed when the Reconciliation is started:
Note: The calculated beginning balance does not match the beginning balance you entered from your statement.
The Statement Beginning Balance is entered by the user based on the beginning balance shown on the bank account statement.
The Calculated Beginning Balance is determined by taking the closing balance from the chart of accounts for the month prior to the Statement Date. From that balance, all unreconciled debits are subtracted and all unreconciled credits are added that occurred before the first day of the statement month. Then, all reconciled credits are subtracted and all reconciled debits are added that occurred on or after the first day of the statement month.
For example, if the Statement Date is a date in May, the Calculated Beginning Balance is determined by taking the closing balance from the chart of accounts for April. From that balance, all unreconciled debits are subtracted and all unreconciled credits are added that occurred before May 1. Then, all reconciled credits are subtracted and all reconciled debits are added that occurred on or after May 1.
The following is a list of possible reasons why the Calculated Beginning Balance and the Statement Beginning Balance do not match and solutions to the problem. These reasons should be regarded only as general guidelines and not as the only possibilities.
An Incorrect Statement Beginning Balance Was Entered: To determine if an incorrect Beginning Balance was entered in the Reconciliation Settings window, click the Settings button in the Reconciliation window. Change the Beginning Balance if needed.
An Incorrect Statement Date Was Entered: To determine if an incorrect statement date was entered, click the Settings button in the Reconciliation window. If an incorrect statement date was entered in the Reconciliation Settings window, you will need to cancel the reconciliation and restart it. Click the OK button to close the Reconciliation Settings window. In the Reconciliation window, click the Postpone button. Then, restart the Reconciliation program. In the Reconciliation Settings window, change the Statement Date and click OK.
This is the First Reconciliation: If this is the first time the bank account is being reconciled in any version of GLS or in Version 15, 14, or 12, an initial reconciliation may need to be performed. KB Article R10927 - "Performing an Initial Reconciliation in GLS" includes step-by-step instructions for performing an initial reconciliation.
A Journal Entry Amount Previously Reconciled Was Changed: The following is a list of suggestions that may help you determine if a previously reconciled journal entry was changed.
Ask all users who work with the General Ledger Software if they remember changing a reconciled journal entry's amount. In order for a reconciled amount to be changed, a user would have to clear the journal entry's Reconciled check box, save the journal entry, retrieve the journal entry, change the amount, remark it as reconciled, and save it. Note: This can be prevented in the future by changing the Access Profile for GLS users and changing the Change Journal Entries and Delete Journal Entries options to No; most users should not need to modify or delete existing journal entries.
Preview the Journal Entry Verification List for each user who works with the General Ledger Software. In the Preview window, click the Search button to perform a search for the journal entry. In the Find field, enter the check number and click the Next button until you locate the journal entry or the search is complete. (Note: Since the verification lists can be deleted at any time, not finding the journal entry on the list does not necessarily indicate that the journal entry was not changed.)
If you printed and kept Reconciliation Reports from previous reconciliations, compare the amounts on those reports to a Journal Report for the bank account for the same date range as the Reconciliation Report. This will help you verify whether or not the current data matches the data from this last reconciliation. (Note: The Reconciliation Report can only be printed prior to finalizing a reconciliation. Once a Reconciliation is finalized, you can no longer access the report.)
If you determine that a journal entry amount was changed and should not have been, in the Journal Entry program, clear the journal entry's Reconciled check box, save the journal entry, retrieve the journal entry, change the amount, remark it reconciled, and save it. The next time you access the Reconciliation program, the Statement Beginning Balance and the Calculated Beginning Balance should match (provided the changed journal entry was the only reason the amounts did not match).
A Journal Entry Was Manually Marked as Reconciled: The following is a list of suggestions that may help you determine if a journal entry was manually marked as reconciled.
First, determine the amount of the difference by subtracting the Statement Beginning Balance from the Calculated Beginning Balance shown in the message. Next, preview a Journal Report. On the Account tab, specify the bank account you are reconciling. On the Journal tab, specify a date range that would include all journal entries in GLS. (For example, if your current GLS month is July 2011 and your beginning fiscal month is January, you would specify a date range of 01/01/2011 thru 07/31/2011.) Then, in the Preview window, click the Search button to perform a search for the journal entry that matches the amount of the difference. For example when performing a search, in the Find field, enter the amount of the difference indicated in the message and click the Next button until you locate a journal entry for the amount or the search is complete.
Ask all users who work with the General Ledger Software if they remember selecting the Reconciled check box for a journal entry to the bank account.
If you determine that a journal entry was manually marked reconciled that should not have been, in the Journal Entry program, retrieve the journal entry, clear the Reconciled check box, and save it. The next time you access the Reconciliation program, the Statement Beginning Balance and the Calculated Beginning Balance should match (provided the changed journal entry was the only reason the amounts did not match).
The Reconciliation Was Finalized When the Difference Was Not 0.00: If a reconciliation was finalized when the amount in the Difference field was not 0.00 and adjusting journal entries were not created for the difference (i.e., the Ignore the difference and finish reconciliation option was selected in the Reconciliation Adjustment window), the Statement Beginning Balance and the Calculated Beginning Balance usually will not match.
The following is a list of suggestions that may help you determine if the last Reconciliation was finalized with a difference other than 0.00.
If last month's Reconciliation Report was printed and retained, look at the "Reconciliation Balances" section. If a Difference other than 0.00 exists on the report, the reconciliation may have been finalized without making adjusting journal entries.
If a Reconciliation Report was not printed before finalizing the last Reconciliation, start the Reconciliation program by entering last month's statement information in the Reconciliation Settings window (i.e., Statement Date, Beginning Balance, and Ending Balance) and click OK. One of two things will occur: either you will receive a message, or the Reconciliation window will be displayed.
If a message is displayed indicating that the calculated beginning balance and the statement beginning balance do not match, the month prior to the previous month had issues. Look for the problem in the month prior to the previous month using the same troubleshooting steps as discussed above.
If the Reconciliation window is displayed and you did not receive a message indicating that the calculated beginning balance and statement beginning balance do not match, check the amount in the Difference field. If a Difference other than 0.00 exists, last month's reconciliation was finalized without creating adjusting journal entries.
If you determine that a reconciliation was finalized with a difference other than 0.00, the following section, A Difference Other than 0.00 Exists in the Reconciliation Window, may help you determine why there was a discrepancy and how to fix it.
The GLS Account Balance was Edited: To determine if the GLS account balance may have been edited, select View | Log Files | Support Log. The Support Log includes an "Account Balance Changes" section. This section lists the last 50 edits made to GLS accounts. If the account number for the bank account being reconciled is listed in this section, determine why the GLS account balance was edited and make any adjustments. Compare a newly printed Trial Balance or General Ledger Report for the month you are reconciling to a newly printed Trial Balance or General Ledger for the prior month. If the beginning balance for the reconciliation month does not match the ending balance for the prior month, editing the Chart of Accounts will be required. Please contact our Technical Support Department if you need assistance.
The Beginning of a New Fiscal Year: When advancing the year, the entries for the third prior fiscal year are automatically removed whether reconciled or not (i.e., advancing to 2010 loses 2007 journal entries; advancing to 2011 loses 2008 journal entries, etc.). (Note: Version 14.1 and prior will only maintain journal records for the current and prior fiscal years, the second prior year is removed automatically when the reporting year is advanced.) Therefore, if there were unreconciled journal entries with a date of the third prior fiscal year, the Calculated Beginning Balance will be off. To fix the calculated balance, you have two options:
Since the
outstanding entries are more than three years old, one option is to stop
recognizing the entries as outstanding and put the money back into your
operating account. To do this, create adjusting entries debiting
the money back to the operating account and crediting the appropriate offset
account. Select the Reconciled check box for the operating account entry.
APS Integration Note: If the outstanding journal entries are
for paid checks posted from the Tabs3 Accounts Payable program,
instead of creating adjusting entries, you can VOID the checks in APS.
This will create reversing journal entries automatically. The voided journal
entries must then be manually marked as Reconciled. In GLS, select the journal entry's Reconciled
check box.
If you want to keep the
entries as outstanding, you can enter adjusting journal entries for each
individual entry. Enter a debit and credit entry for the amount of each
individual entry to the bank account. To prevent both entries from being
displayed in the Reconciliation window, one entry will need to be marked as
Reconciled.
For example, if you have an outstanding check, create a debit and a credit
journal entry for the amount of the check to the bank account. Then, select
the Reconciled check box for the debit journal entry.
Data File Integrity Check: Run the Data File Integrity Check program to rule out discrepancies resulting from possible data corruption.
In the Reconciliation window, the Reconciliation Balances section includes the figures used to determine the difference between the beginning statement balance, the cleared balance, and the ending statement balance. The formula is:
Beginning Statement Balance
(-) Total Cleared Credits
(+) Total Cleared Debits
===============================
Cleared Balance
(-) Ending Statement Balance
==============================
Difference
The following is a list of possible reasons why a difference other than 0.00 exists in the Reconciliation window. The suggestions should be used only as general guidelines and not as the only possibilities.
Depending on the Group By option selected, there will be up to four Cleared Totals on the Reconciliation Report:
If the Group By option was selected to match the bank statement, these values should match what is available on that statement. For example, if a bank statement has a value for Total Checks & Debits, this number should match the Total Cleared Withdrawals if the All Withdrawals / All Deposits option was selected, or this number would match the total of the Total Cleared Checks plus the Total Cleared Other Withdrawals if an option separating the Withdrawals and Checks was selected.
If these numbers match on the bank statement, then the problem should be one of two things:
Incorrect Beginning Statement Balance: To determine if the wrong Beginning Balance was entered in the Reconciliation Settings window, click the Settings button in the Reconciliation window. Change the Beginning Balance if needed. (Note: Changing the Beginning Balance may display a message that the Calculated Balance and the Beginning Statement Balance do not match. If you receive this message, the Calculated Beginning Balance and Statement Beginning Balance Do Not Match section can be used to help you determine why these balances do not match.)
Incorrect Ending Statement Balance: To determine if the wrong Ending Balance was entered in the Reconciliation Settings window, click the Settings button in the Reconciliation window. Change the Ending Balance if needed.
If these numbers do not match, then we can look at the following:
If the numbers on the Reconciliation report are higher than the numbers on the Bank Statement, it could be one of the following:
A journal entry should not be marked as cleared: A journal entry that was entered in GLS that has not cleared the bank was marked as cleared in the Reconciliation window. You can quickly determine if the number of marked journal entries in the Reconciliation window matches the number of transactions that are listed on the statement by using the counts shown in the Cleared Totals section. Keep in mind that voided checks and deleted journal entries may be included in the counts shown in the Cleared Totals section that would not be included on the bank statement.
Only a portion of a batch payroll journal entry cleared the bank: A batch payroll journal entry was entered in GLS instead of individual journal entries to the cash account for each paycheck. Therefore, marking the entire batch payroll journal entry will create a difference for the amount that has not cleared the bank. KB Article R10950, "Reconciling Batch Payroll Journal Entries in GLS", discusses solutions for dealing with batch payroll journal entries in the GLS Reconciliation program.
Two entries: A journal entry was entered twice in GLS. If a
journal entry was entered twice, correct this by creating an adjusting
journal entry for the same amounts, reversing the debit and credit accounts.
This method will preserve a paper trail for accounting and auditing
purposes.
Alternately, one of the journal entries can be deleted by right-clicking the journal entry and selecting
Edit. Once the Journal Entries window is displayed, click the Delete button on the toolbar (i.e.,
or 
). Do not forget that the corresponding journal entry must also be deleted; it
is easy to delete the corresponding journal entry at this time also
(provided it is shown in the window). Close the Journal Entries window. The
deleted bank account journal entry will be displayed in the Reconciliation
window with a 0.00 amount. Mark the 0.00 amount journal entry as cleared. (Note:
If you want to remove the 0.00 amount journal entry from the Reconciliation
window so that the counts are adjusted, you can double-click the journal
entry, select the Reconciled check box in the Journal Entries
window, save the journal entry, and then close the Journal Entries window.)
If the numbers on the Bank Statement are higher than the numbers on the Reconciliation Report, look at the following:
Missing journal entries: Journal entries that need to be reconciled are not included in the Reconciliation window. The Locating Missing Journal Entries section can be used to help you determine why the journal entries are missing.
A journal entry needs to be marked as cleared: A journal entry that was entered in GLS that cleared the bank was not marked as cleared in the Reconciliation window. You can quickly determine if the number of marked journal entries in the Reconciliation window matches the number of transactions that are listed on the statement by using the counts shown in the Cleared Totals section. Keep in mind that voided checks and deleted transactions may be included in the counts shown in the Cleared Totals section that would not be included on the bank statement.
Wrong amount: If a transaction was entered with an incorrect amount, the transaction can be edited by double-clicking the transaction. There are two situations that bring about a wrong amount: the amount that cleared the bank is not the amount of the check, or the amount that is listed in GLS is not the correct amount.
If the amount listed in GLS is correct and the bank statement reflects an incorrect amount, there are two possible options.
If the bank is going
to correct the mistake, our recommendation is that a journal entry be made
to debit and credit the account we are reconciling for the amount of the
discrepency on that transaction. This will not affect the GLS balance,
however we can then mark either the debit or credit side of the journal
entry as reconciled so the entry shows in balance this month. There will
then be an entry for the amount of the discrepancy on that transaction that
can be cleared when the bank makes their correction in a future period.
If the bank will not be making a correction, consult an accountant and see
what they recommend. Usually in this instance it is a minor discrepancy in
the firm's favor. An additional journal entry can be made, debiting or
crediting the account we are reconciling can be made, with the other side
of the entry being made to the account of your choice by the
recommendation of your firm's accountant. Alternatively, the original
entry could be modified to match the cleared value in the system where the
original entry was made.
If the amount of the item is incorrect in GLS and the entry was posted from another system, the entry on the original system should be corrected, if possible. This will verify that GLS and its integrated systems (APS, Tabs3, payroll, etc) will still match. Once the original entry is corrected, verify that the journal entry in GLS has been adjusted or had additional adjusting entries made. If correcting in the original system is not possible, the adjustment did not creating reversing entries or the entry was originally made in GLS, edit the GLS journal entry to match the bank statement.
Wrong type: A deposit was entered as a withdrawal or a withdrawal was entered as a deposit. The transaction can be edited by double-clicking the transaction. A Journal Entries window will be displayed allowing you to edit the journal entry for the bank account as well as the corresponding journal entry.
Voided Checks: If you reconcile a voided check entry, make sure the voided check has a credit and a debit journal entry with the same check number to the same account. One way to do this is to print a Reconciliation Report for outstanding entries. Alternatively, you can print a Journal Report for the voided check number. When printing the Journal Report, on the Journal tab, specify a date range that would include both entries. In the Check # field, specify the check number of the voided check.
If the Beginning Balance, Cleared Balances and Ending Balance all match the bank statement, then run the Data File Integrity Check program (Maintenance | Data File Integrity Check) to rule out discrepancies resulting from possible data corruption.
If one or more journal entries are not appearing in the Reconciliation window, the following check list can be used to help you determine why the journal entries are missing:
Verify the Statement Date. Only journal entries dated on or prior to the Statement Date will be displayed in the Reconciliation window. To determine if the wrong statement date was entered, click the Settings button in the Reconciliation window. If the wrong statement date was entered in the Reconciliation Settings window, click the OK button to close the Reconciliation Settings window. In the Reconciliation window, click the Postpone button. Then, restart the Reconciliation program. In the Reconciliation Settings window, change the Statement Date and click OK. If the journal entry is still missing, click Postpone to save your progress and return to the task folders.
Service charge or interest must be entered - Make sure journal entries for any service charge or interest that is included on the statement have been entered into GLS.
APS checks must be posted - If integrating with APS, make sure that the Post Checks program has been run with a posting cut-off date on or after the statement date.
Tabs3 payments and costs must be entered - If integrating with Tabs3, make sure that all payment and cost transactions that post to the GLS bank account have been entered.
TAS payments to "FIRM" must be entered - If integrating with TAS, make sure that all payments to "FIRM" that post to the GLS bank account have been entered and a check printed (or a check number entered, in the case of a manual check).
New journal entries added outside the Reconciliation window - Any new journal entries or changes to journal entries made outside of the Reconciliation window when the Reconciliation window is open may NOT be included in the list of journal entries. For example, if another workstation uses File | Open | Journal Entry to add a new journal entry when the Reconciliation window is open, that journal entry will not be included in the reconciliation. To include the journal entry in the Reconciliation, simply close the Reconciliation window and reopen it.
Journal entries with a date after the Statement Date are not included in the Reconciliation window - To determine if the journal entry has a date after the Statement Date, preview a Journal Report. On the Journal tab, specify a date range that includes dates after the Statement Date. In the Preview window, click the Search button to perform a search for the journal entry. For example when performing a search, in the Find field, enter the amount of the journal entry and click the Next button until you locate the journal entry or the search is complete. If you find the journal entry, you can drill down to the journal entry from the Preview window and change the date if desired. Keep in mind that you should also change the date of the corresponding journal entry. Once the date is changed, the journal entry will be displayed in Reconciliation window the next time the window is opened.
Only unreconciled journal entries are displayed in the Reconciliation window - To determine if the journal entry has already been marked reconciled, preview a Journal Report. On the Account tab, specify the bank account you are reconciling. On the Journal tab, specify a date range that would include all journal entries in GLS. In the Preview window, click the Search button to perform a search for the journal entry. For example when performing a search, in the Find field, enter the amount of the journal entry and click the Next button until you locate the journal entry or the search is complete. If you find the journal entry, drill down to the journal entry from the Preview window and use the following list to determine what you need to do to get the journal entry to appear in the Reconciliation window:
If the journal entry's Reconciled check box is selected and it should not be, clear the check box. A message will be displayed indicating that changing a reconciled journal entry may cause the Calculated Beginning Balance and the Statement Beginning Balance to not match. Click OK. Then, save the journal entry. Once the journal entry is marked unreconciled, the journal entry will be displayed in the Reconciliation window the next time the window is opened.
If the journal entry's Reconciled check box is selected, but
the field is dimmed and "Deposited" is displayed next to the Record
# field, the journal entry is part of a deposit. When a journal entry
is part of a deposit, the entire amount of the deposit will appear in
the Reconciliation window. If the journal entry should not be
reconciled, the journal entry must first be removed from the deposit (File
| Open | Deposit Slips).
Once the journal entry has been removed from the deposit, the journal entry
will be displayed in the Reconciliation window the next
time the window is opened (provided the date of the journal entry is on
or prior to the statement date).
Note: Journal entries cannot be added or removed from a deposit slip if the deposit is cleared or reconciled.
If a journal entry for the amount needs to be reconciled, make sure that there is not another journal entry in the GLS. Another journal entry may be in GLS if a new transaction was entered into Tabs3. If you cannot find another journal entry, you probably need to enter a transaction into Tabs3. Entering a new transaction in Tabs3 will post the corresponding journal entries in GLS. Once the journal entries are posted to GLS, the journal entry will be displayed in the Reconciliation window the next time the window is opened (provided the date of the journal entry is on or prior to the statement date).
The Source field has a value of "Manual".
Only journal entries for the bank account you are reconciling are displayed in the Reconciliation window - To determine if the journal entry is in GLS but was posted to a different account, preview a Journal Report. On the Journal tab, specify a date range that would include all journal entries in GLS. In the Preview window, click the Search button to perform a search for the journal entry. For example when performing a search, in the Find field, enter the amount of the journal entry and click the Next button until you locate the journal entry or the search is complete. If you find the journal entry and it was posted to the wrong account, you can drill down to the journal entry from the Preview window and change it. Once the account number matches the account number you are reconciling, the journal entry will be displayed in the Reconciliation window the next time the window is opened.
Adding journal entries - If journal entries are missing, journal entries can be added directly to the Reconciliation window by right-clicking and selecting Add. A Journal Entries data entry window will be displayed allowing you to add journal entries. Once the Journal Entries window is closed, the journal entries for the Bank account will be displayed in the Reconciliation window.
When a posted check is voided in APS, reversing journal entries are created in GLS for the amount of the check with the same check number as the original check. When the original check and the voided check have a date on or prior to the Statement Date, both entries are displayed in the Reconciliation window and are automatically marked "cleared" (i.e., a check mark in the "Clr" column). When a grouping of "Checks" is used, the checks are displayed next to each other.
If the entries have different dates and one of the dates is after the bank statement date, only one of the entries will be displayed in the Reconciliation window. Since both sets of entries need to be marked "cleared" in the Reconciliation window, you can wait to reconcile the entries until they are all displayed in the Reconciliation window. Or, you can manually mark the entries as "reconciled" outside of the Reconciliation program using a Journal Report.
To mark entries as "Reconciled" using a Journal Report
When the Reconciliation Report is printed with outstanding entries, the last section of the report provides a calculated figure representing the balance in the GLS account as of the last day of the month. The figure is calculated by subtracting outstanding checks and other outstanding withdrawals from the ending statement balance, and adding outstanding deposits to the ending statement balance. This GLS Account Balance can be compared to the Balance Sheet provided the following are true. If the following items are not true, this comparison is not valid.
When all of the above items are true and the GLS Account Balance on the Reconciliation Report and the Current Balance on the Balance Sheet do not match, a deletion or modification of a reconciled journal entry or improper editing of the account balance may be the cause. The following is a list of troubleshooting steps that can be used to determine why the balances do not match:
Note: If the Statement Date is not the end of the month, compare to the Trial Balance report with an Ending Date of the bank Statement Date.
If you receive this message, you must first resolve this issue before you can compare the GLS Account Balance on the Reconciliation Report to the Current Balance on the Balance Sheet. The Statement Beginning Balance & Calculated Beginning Balance Do Not Match section of this article may be helpful with resolving this issue.
If the message is not displayed and the GLS Account Balance on the Reconciliation Report does not match the Current Balance on the Balance Sheet, proceed to the next step.
If these balances do not match, you must first resolve this issue before you can compare the GLS Account Balance on the Reconciliation Report to the Current Balance on the Balance Sheet. KB Article R10984, "Balance Sheet and Trial Balance Do Not Match", may be helpful with resolving this issue.
If the Balance Sheet and the Trial Balance match and the GLS Account Balance on the Reconciliation Report does not match the Current Balance on the Balance Sheet, proceed to the next step.
If this message appears at the bottom of the Trial Balance for the year, print a Trial Balance for the month you are reconciling and see if the message is displayed. If not, continue printing a Trial Balance for each month prior until you find the most recent month in which this message appears. Then, run a Journal Report (Reports | Journal Report) for all entries for that month and review all entries to locate the source of the discrepancy. Try to determine why the debits and credits do not match for that month. As a starting point, consider previewing the report and using the Search feature to locate a journal entry either in the amount of the discrepancy identified in step 1, or for one half the amount of the discrepancy.
If this message does not appear and the GLS Account Balance on the Reconciliation Report does not match the Current Balance on the Balance Sheet, proceed to the next step.
If this message appears at the bottom of the Trial Balance for the prior or second prior year, print a Trial Balance for the last month of the year in question, and see if the message is displayed. If not, continue printing a Trial Balance for each month prior until you find the most recent month in which this message appears. Then, run a Journal Report (Reports | Journal Report) for all entries for that month and review all entries to locate the source of the discrepancy. Try to determine why the debits and credits do not match for that month. As a starting point, consider previewing the report and using the Search feature to locate a journal entry either in the amount of the discrepancy identified in step 1, or for one half the amount of the discrepancy.
If this message does not appear and the GLS Account Balance on the Reconciliation Report does not match the Current Balance on the Balance Sheet, proceed to the next step.
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