BT> Reconciliation

• If there are open batches in the Reconciliation process, you can create a new batch without affecting the open batches.

• You can also manually create a new batch by entering a Batch Number and clicking the Save icon .

• Organizations that process reconciliations on a business-by-business basis as the reconciliation forms are received can skip the Generate step and proceed directly to the Edit step.

• Use the Select All and Select None icon drop-down menus to quickly specify the tax types you would like to include. These icons can be used to select the remaining filter criteria as well.
• Tax types are created and maintained on the Tax Type Maintenance window (BT> Maintenance> Tax Type). Click here for information on Tax Type Maintenance.

• Statuses are created and maintained in the Status Maintenance window (BT> Maintenance> Status). Click here for information on Status maintenance.

• This will open the Business Selection window. Use the Search Criteria section to filter the displayed business. Select a business and click the Confirm icon to add that business to the Reconciliation batch.
• This will limit the businesses that the filter section pulls into the batch. The filter criteria will still be used, but only the selected businesses will be included.
• While this process can be used to reconcile a large number of accounts in a single batch, processing one business at a time is a common use case. A business owner will submit the required reconciliation forms and that business will be processed.

• All businesses that are associated with the tax types selected in the Generate step, even those with no reconciliation data for the selected tax year, will be included in the batch.

• Enter the Business that you would like to add to the batch.
• Enter the Tax Type that needs to be reconciled.
• Enter the Year for the reconciliation.
  • When modifying the reconciliation details for a business added through the Generate step, the Business, Tax Type and Year fields will be populated and disabled.
• Click the Generate icon to generate to generate reconciliation details based on the activity associated with the selected tax type.
  • The data grid will populate with the non-reconciliation periods associated with the selected tax type.
  • The System Units column displays all entered units for previously entered returns.
  • The System Fee Amount column displays all calculated amounts for the previously entered returns.
  • The Reported Units column is used to enter the reconciliation units.
    • Once the Reported Units are entered, the Calculated Amount column will display the fee amount based on the newly entered units. If the Calculated Amount and the System Calculated Amount are different, then the Variance field will display that difference. This process can either generate an invoice or generate a credit.
    • Reconciliation detail lines with zero activity for the period will be displayed in the data grid, but will not generate any transactions when the batch is committed.
  • Click the Save icon after making any changes. This will close the Edit window and return you to the Select window.
  • NOTE: If you need to add reconciliation details for second tax type, you MUST click the Save icon after adding reconciliation details for the first tax type.
    • After saving, you can then select the same business from the Select window to open the Edit window again. The Edit window will now display the period details for the first tax type. At this point, you can click the Generate icon again to select a second tax type to include in the batch.
    • If you click the Generate icon twice without saving after generating details for the first tax type, you will generate duplicate detail records for that first tax type. You will then need to manually delete those duplicate records in order to avoid generating duplicate reconciliation transactions.

• Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
• Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
• Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
• Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report). Click here for information on the View Reports window.

• The Fiscal Period and Fiscal Year fields will populate based on the Journal Entry date selected.

• The Summary report will display the Fund, Account, Description, Debit Amount and Credit Amount. The report will also provide a Fund Total and a Report Total.
• The Detail report will display everything included in the Summary report as well as the Business Number, Transaction Type, Fee Code and Description.

• Click the Print icon drop-down menu and select Print Preview to preview the report before printing.
• Click the Print icon drop-down menu and select Excel to export the report data to an Excel spreadsheet as unformatted data.
• Click the Print icon drop-down menu and select Excel (Formatted) to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
• Once the report is generated, you can also display the report using the View Reports window (SS> Utilities> View Report). Click here for information on the View Reports window.

If an invoice is being generated, this process will debit the Accounts Receivable account associated with the fee code, and credit the Revenue account.

If a credit is being generated, the system will take a return with a payment on the account during the calendar year, and the transaction would reduce the payment and reduce the invoice.