This article describes the Bank Reconciliation feature of Utilities within the Accounts section of Unity Practice Management

Summary

Utility allows you to perform a bank reconciliation on a selected bank and generates the required bank reconciliation reports. It is good practice to reconcile every bank statement you receive. Try to avoid inserting adjustments. If you have posted a wrong amount then you are should contra the incorrect posting, repost and re-reconcile. However if the difference occurs due to a bank error then you may have no alternative.

How To Access This Utility

1. Open the Accounts program
2. Click the utilities icon
3. Double click the Bank Reconciliation option.

How To Reconcile A Bank

1. Select a bank type.
2. Select a bank account.
3. The transactions will now appear. The upper section of the window batches the transactions according to either reference or date. A total amount is provided for the batch. Select a batch and the lower window displays a list of the individual transactions within that particular batch.
4. Click Refresh button to update the transaction list.
   1. • The system will pull through any transactions posted since the last time the selected bank account was refreshed.
      • The system will also pull through the current cashbook balance for the selected bank account. 
5. Enter the statement closing balance.
6. Tick the checkbox underneath the statement closing balance field if the balance is in debit, i.e. if the bank is overdrawn.
7. Go through your bank statement and tick the transactions on the screen as you go along. There are two ways to tick transactions:
   • • • To tick an individual transaction, select the batch in the upper window. The individual transactions within that particular batch will be displayed in the lower window. Locate the required transaction in the lower window then tick the "Rec" checkbox.
       • To tick a batch of transactions, select the batch click Tick Batch .
8. To tick any adjustments as part of the reconciliation you can do the following:
   • • • Click the adjustments tab.
       • Locate the required record then tick the "Reconciled" checkbox.
       • Click the transactions tab to return to the main window.
9. The bank will be reconciled once the running balance equals the cashbook balance. At this point the difference on the final bank reconciliation report will also be zero. If you cannot get the bank to reconcile, please see the Troubleshooting section of this document.
10. Click Reports and a new window will pop up.
11. Select the bank account.
12. Select and print each report type.
    • Click  Screen for an onscreen preview of the report.
    • Click  Print to print the report.
    • Click  Close to return to the main window once the required reports have been printed.
13. Click Rule Off Bankrec . Please note this button will only become available when the selected bank has been reconciled.
14. Any reconciled transactions will automatically be deleted from the bank reconciliation utility so that they cannot be reselected.

How To Add An Adjustment  

1. Select a bank type.
2. Select a bank account.
3. Click the adjustments tab.
4. Click  Add Adjustment.
5. Select whether the adjustment is either a payment or a receipt.
6. Select a date.
7. Enter a reference.
8. Enter a narrative. (An entry in this field is not mandatory).
9. Enter an amount.
10. Click Post .

How To Delete An Adjustment  

1. Select a bank type.
2. Select a bank account.
3. Click the adjustments tab.
4. Select the required adjustment by clicking any of its fields.
5. Click Del Adjustment .

How To View The Associated Reports

1. Click Reports and a new window will pop up.
2. Select the bank account.
3. Select the required report type.
   • Click Screen for an onscreen preview of the report.
   • Click Print to print the report.
   • Click Close to return to the main window.

Troubleshooting
If you cannot get the bank to reconcile do the following:

• 
  Make a note of the total displayed on the reconciled report.
• Make a note of the total displayed on the reconciled adjustments report.
• Add these two totals together.
• This new total should equal the difference between the statement end balance this time and the statement end balance last time the bank was reconciled.
  • • If these 2 figures are different then please recheck your bank statement, something was missed along the way.
    • If these 2 figures are the same, please contact Quill technical support.

Miscellaneous Options

1. Click a transaction heading (e.g. Reference, Date) to reorder the transactions according to the results in that particular column. An arrow will appear to show which heading is currently selected saying Reference:
   • • By default the system will order transactions by either reference or date.
     • Double click a heading to display transactions in reverse order.
2. A search facility is available, Select to search by either reference or amount then enter the information to search for.

This video can help guide you through the reconciliation process: