Bank Reconciliation - Unlock the Power of Reliable Data

There is a function in Accounts Mode called Bank Reconciliation under General Ledger on the main toolbar.

When a Bank Reconciliation is processed, the user will be prompted to select a location to store an electronic copy of the bank statement used during the reconciliation procedure. Additionally, SapphireOne generates a transaction-by-transaction copy of the reconciliation procedure. This serves as a historical record of all completed Bank Reconciliations. These historical records cannot be modified or deleted by any user. Each completed Bank Reconciliation is assigned a sequence number and is displayed in the list below, with the most recent one appearing at the top.

All inquiry screens in SapphireOne offer the option to customise the list of items displayed on the page. This feature, known as Custom Inquiry, allows you to select the data fields to be shown and the order in which the columns of data appear across the screen. Although a client list is used as an example below, any type of inquiry can be customised within SapphireOne.

The list below represents the standard inquiry list, displaying a basic set of data fields for each client record:

Swap to Custom Inquiry

When you select the ‘Swap to Custom Inquiry’ button in the lower left-hand corner of the screen, SapphireOne will display the default Custom Screen, as shown below. This Custom List screen provides the user with two main options for organising the data display:

  1. To add or remove the data field columns displayed on the screen, click the ‘Setup’ button in the bottom right corner of the screen. Within the Setup screen, you can right-click on the column lines and choose from Delete, Move Left, or Move Right. More information on the Setup screen is provided below.
  2. To change the order in which the data field columns are displayed, click the ‘Setup’ button in the bottom right corner of the screen. Within the Setup screen, you can right-click on the column lines and choose from Delete, Move Left, or Move Right. More information on the Setup screen is provided below.

Once you have customised the Custom Inquiry screen, the screen view will be unique to you, and each time you log in, you will see the same custom view. You also have the option to select and save an unlimited number of custom views. This can be done in the ‘Setup’ screen, as detailed below.

The Inquiry screen below is the initial Custom Inquiry screen, which can be modified by the user.

Custom Inquiry Screen ‘Setup’ Function

To begin setting up your Customised List screen, click the Setup button, as shown above. The Setup screen will appear, as displayed below.

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From this screen, users can add and remove data columns as needed. Almost every field within the SapphireOne data tables can be included in the Custom List screen, provided the user has the necessary authorisation.

The screen features several menu items across the top, which include:

  • Reset to Default – Clicking this button resets the display to the default settings determined by SapphireOne. When you add a new data field, SapphireOne will place it on the right-hand side of the data columns. You can then click on the field heading and drag it to your desired location on the screen.
  • Show Related Record – This option allows you to add related fields from other tables. By ticking the Show Related checkbox at the top of the screen, you can select a related record, and a mini view of that related record for the chosen entry will be displayed for the currently selected record. You will need to select the fields to be displayed.
  • Favourite Set – Located at the top left of the screen, this option enables you to save a custom-created screen for future use. For instance, you can have a simple Inquiry screen for general use and a more complex screen view when auditing specific information.

Viewing Individual Reconciliation records

Double-clicking on a record or selecting a record and clicking on the view/look icon will open the page displayed below.

This page will show the details as mentioned earlier:

  • In the left-hand column, you will see the Sequence number, Bank Account ID, and Name.
  • The right-hand column will display the processing information, including the user who performed the reconciliation and the date and time when it was executed.
  • The list area will provide a comprehensive list of all transactions that were included in the selected Bank Reconciliation.
  • At the bottom of the list, you will find the totals for deposits and withdrawals, along with the closing balance.

You can review our Blog and YouTube channel for additional information and resources on SapphireOne ERP, CRM and Business Accounting software.

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