Reconciling

The Reconcile process should be run each day after End of Day Processing is complete.

Running the Reconcile Process

When you run Reconcile, the Accounting Interface gathers all relevant information since the last time Reconcile was run. If you have not run Reconcile for a while, the process may take a long time to complete.

Depending on the amount of data that needs to be processed, you may experience memory or out-of-time errors.

To Run Reconcile

Complete these steps:

1. In the Accounting Interface, click the Reconcile button in the toolbar .

2. If the Use Date Range for Reconcile options is selected in Cash Drawer/Accounting Configuration, you are prompted first to enter a date range.

   

3. Enter a date range and click OK.
4. The reconciliation process begins by posting checks.

5. Click the Next button on each tab window of the Reconcile window to move to the next step.

   

6. The Reconcile steps are as follows:
   
   • Step 1 - Post Checks
   • Step 2 - Post Credit Cards
   • Step 3 - Post Cash
   • Step 4 - Cash Payouts
   • Step 5 - Drawer Countdown
   • Step 6 - Review Summary
   • Step 7 - Run the Reconcile Report
   • Step 8 - Review and Confirm the Results on the Reconcile Report
     • Results Included in the Reconcile Report

Step 1 - Post Checks

On the Checks tab, each check appears in a list and the total check count and total amount is displayed on the right.

For each check received, the following information displays:

• Check #
• R.O. #
• Ref. #
• Customer
• Amount
• Source

Click the Next button to advance to each step. Click the <<Previous button to go back one step or the Cancel button to exit.

Step 2 - Post Credit Cards

On the Credit Cards tab, you click the Inquiry or Settle buttons in the ePayment section for ePayment Batch Settlement.

The total number and amounts are shown for each card type and as well as a credit card total.

Click the plus signs to display details for each credit card type.

For each credit card payment the following information is displayed:

• Time Stamp
• Card Type
• R.O. #
• Ref. #
• Customer
• Amount
• Source

Step 3 - Post Cash

For each cash payment, the following information is displayed on the Cash tab:

• R.O. #
• Ref. #
• Customer
• Amount
• Source

Step 4 - Cash Payouts

The Cash Payments tab displays accounts payable cash invoices. You are also able to post accounts payable invoices without leaving the reconcile screen using the Post AP button.

The total number of cash payouts and the cash payout amount is shown to the right.

For each cash payout the following information is displayed:

• Date
• Supplier
• Account
• Invoice
• Description
• P.O. #
• Amount

Step 5 - Drawer Countdown

On the Drawer Countdown tab, you enter amounts in the totals in the cash drawer.

Two options appear at the top of the window:

• Enter Individual Currency Amounts
• Enter Total Cash in Drawer Amount

NOTE: If Force Cash Count is selected in Cash Drawer Configuration is selected, these options do not appear and you must enter each currency amount - not just the total amount.

Enter Individual Currency Amounts

Check Enter Individual Currency Amounts to enter the amount in each field. When checked, the word "Cash" is replaced by "Currency" on the window.

Enter Total Cash in Drawer Amount

Check Enter Total Cash in Drawer Amount to enter the total cash amount for the entire drawer. When checked, the word "Currency" is replaced by "Cash" on the window.

The right side lists the following items:

• Beginning Cash Balance
• Cash Sales
• Paid Out
• Calculated Cash in Drawer
• Actual Cash in Drawer - This amount matches the Total Currency/Cash in Drawer amount entered.
• Amount Over/Under

Step 6 - Review Summary

The Review tab display the results of the Reconcile process.

Beginning Cash Balance

The following table describes the items in the Beginning Cash Balance column.

Item	Description
Cash Sales	Cash received from customers.
Paid Out	Accounts Payable petty cash invoices.
Calculated Cash in Drawer	The cash amount that should be in the drawer.
Actual Cash in Drawer	Edit this number if the cash you counted is different than what was automatically calculated.
Amount Over/Under	Enter the amount of cash that is more than or less than the actual cash amount you just counted. If there is no difference, enter “0.00”.

Actual Cash in Drawer

The following table describes the items in the Actual Cash in Drawer column.

Item	Description
Amount to Leave in Petty Cash	Use the default configured or enter new amount.
Cash Deposit	This is adjusted based on how much you leave in Petty Cash.
Check Deposit	Total Deposit
Credit Cards	Credit card deposit is a separate deposit from Cash and Checks above.

NOTE: Click the Print Deposit Slip button to print a deposit slip.

Step 7 - Run the Reconcile Report

Click the Finish button when it appears to run Reconcile Report.

Step 8 - Review and Confirm the Results on the Reconcile Report

After the Reconcile Report is run, you are prompted to confirm that the results on the report are correct.

WARNING! Only click Yes after you have reviewed the information and are sure everything is correct. You cannot correct any errors after clicking Yes.

After you click Yes:

• All transactions are marked as transferred and the import file ROW.IIF is created.
• You will then open QuickBooks for Windows.
• Click the File then Import button and select the ROW.IIF and click OK.
  • You should then get the message that your data has been imported successfully.

If you answer NO, you will have the opportunity to correct any errors in R.O. Writer and run the reconcile again.

Results Included in the Reconcile Report

• The first page of the Reconcile Report lists the following items:
  • Accounts Receivable charges
  • Advance Payments
  • Repair Orders to be transferred, including the
    • Repair Order Number
    • Date
    • Customer Name
    • Reference Number
    • Amount Paid
    • Payment Type
    • Advance Payments
    • Total
• The second page of the Reconcile Report includes total amounts transferred to each account.

Transfers To Column

The following table describes the items in the Transfers To column.

Item	Description
Cash Paid Out	Petty Cash AP invoices
Checks Paid Out	AP invoices paid by check
Adjustments	The amount the cash drawer amount is adjusted. When a different amount is entered in the actual cash in drawer field during the reconcile
Accounts Payable	AP Charge Invoices increase the Supplier account. All AP invoices, charge, petty cash, and checks coded to the Inventory account increases the Inventory account
Visa3445	Total amount paid on AP charge invoices by a shop credit card
Accounts Receivable	Amount charged to Accounts Receivable
Advance Payments	Amount received in advanced payments on a repair order
Non-Taxable Labor Sales or Taxable Labor Sales	Total Labor charges
Non-Taxable Labor Discounts or Taxable Labor Discounts	Discounts calculated on Labor charges
Non-Taxable Sublet Sales or Taxable Sublet Sales	Total Sublet Labor charges
Sales Taxes Collected	Total sales tax amount
Shop Supplies Sales	Total shop supplies amount
Parts Sales	Totals are broken up into parts departments on this report only. All parts departments added up here is total Parts Sales and will transfer to the Parts Sales Taxable or Parts Sales Non-Taxable accounts.
Disposal Fee, Tire Fee, etc.	These are the fees added to parts.
Taxable Parts Discounts or Non-Taxable Parts Discounts	Discounts calculated on Parts Sales.
Cost of Goods Sold	Total cost of parts sold on repair orders.
Master Charge, Visa, Discover, AMEX, etc.	Hold necessary to handle the auto deposit option. If the auto deposit for this payment type is checked, this amount transfers to the Checking account as a deposit. If the auto deposit for this payment type is not checked, the amount transfers to the Master Charge account and does not hit the Checking account. When you see these totals under Transfers To, those amounts are transferred to the Checking account. If you only see these totals under Transfers From, those amounts are not transferred to the Checking account.

Transfers From Column

The following table describes the items in the Transfers From column.

Item	Description
Bank Deposit	Total Checks paid by customers plus cash payments - amount needed to replenish the drawer (petty cash).
Accounts Receivable	Accounts Receivable payments posted.
Petty Cash	Amount necessary to balance petty cash account back to 0.00.
Advance Hold	Advance Payments received from customers necessary to offset sales if the repair order has not yet been finalized. Master Charge, Visa, Discover, AMEX, etc. Hold necessary to handle the auto deposit option. If the auto deposit for this payment type is checked, this amount transfers to the Checking account as a deposit. If the auto deposit for this payment type is not checked, the amount transfers to the Master Charge account and does not hit the Checking account. When you see these totals under Transfers To, those amounts are transferred to the Checking account. If you only see these totals under Transfers From, those amounts are not transferred to the Checking account.
Inventory	Total cost of parts sold on repair orders reduced the Inventory account. Only Accounts Payable invoices coded to the Inventory account increases Inventory.
Accounts Payable	Amount of AP charged invoices coded to Inventory that were paid either by check or by credit card.
G/L Accounts or Expense Accounts	Amount of AP charged invoices coded to these accounts that were paid either by check or by credit card. (Example: Small Tools, Freight)

NOTE: In the accounting world, all transactions must have a debit and an equal credit. In other words, all transactions must balance. If you debit one account, you must credit another account for the same amount. The Account Transfers page also must balance. The Total Transfers to must equal the Total Transfers from.

See Troubleshooting for information on common errors and other information.