The OGwin Bank Reconciliation program enables you to reconcile bank statement transactions to those transactions processed in OGwin. The Bank Reconciliation system has three parts:

1. Mass Clear Feature

Use this feature when no reconciliations have been done for a given cash account. Rather than going back to day-one to reconcile transactions, use the Mass Clear feature to establish a starting point for the current bank statement period. Enter the appropriate cash account and the desired Cutoff Date, then click Process to flag all unreconciled items on this cutoff date and prior as “reconciled” or “cleared.” Prior to the cutoff date, individual items that still need to be flagged as “unreconciled” can be uncleared using the Manual Adjustments program.

2. Manual Adjustment

Use the Manual Adjustment program to clear or unclear items. Highlight the item from the appropriate list (using the Cleared Items tab or the Uncleared Items tab) and click the Unclear or Clear button as needed. Use this procedure only in special cases. . . not as a normal part of the bank reconciliation process.

You also may use the Manual Adjustment program to identify items that were posted without a valid “Recon Type.” Items that originate in a check-write function — such as the AP Check Print or the Revenue Check Print — have already been identified as “Checks.” By the same token, AR Payments and Purchaser Check entries are automatically identified as “Deposits.” However, you may post manual journal entries made to a cash account, leaving the “Recon Type” field as “Unknown.” OGwin displays such items with a “?” in the Manual Adjustment window. The bank reconciliation cannot be done when there are unidentified items in the uncleared section.

To change the Recon Type on an item, highlight that item and click the down arrow beside the “?”. Click the appropriate Recon Type. Save the new Recon Type by closing the window.

3. Reconcile Statement

To reconcile the bank statement each month, use the Reconcile Statement program and supply the appropriate cash account and Reconciliation “Start” and “End” dates. Click Retrieve.
Then supply the remaining data, including the Statement Period “Start and “End” date and the Statement Balance “Starting” and “Ending” balances.

If there is a service charge listed on the bank statement, it must be included here in the Service Charge field. If the service charge amount has already been posted via a manual journal entry and if that item was flagged with a Recon Type of “Svc” for Service Charge, OGwin will recognize that the service charge has already been posted. However, if the service charge has not been posted, OGwin will list an additional item with the Reconciliation Candidates shown as “ToBeGen“ in the voucher field. When the final statement is generated, the service charge will be posted to the cash account and service charge account.

Please note that if the service charge has been posted with a manual journal entry (but not identified as a check or deposit instead of a service charge), OGwin will not recognize that the entry has already been made and will attempt to make that entry again with a ‘ToBeGen” item. Further, if a service charge has been made and properly flagged as a service charge (but the bank reconciliation window shows a Service Charge of zero), OGwin will attempt to reverse the service charge amount with a “ToBeGen” item. The Service Charge listed on this window must match the actual service charge listed on the bank statement.

Once all data on this window is complete, click Retrieve to see the Reconciliation Candidates.

Each cash transaction is listed by Recon Type. Click the empty box beside the amount of each item listed on the bank statement. This field is a toggle, so items can be “untagged” by clicking the box again.

Once all pertinent items have been tagged, click the Trial Stmt. button to generate a Trial Bank Reconciliation Report. All items will be listed in one of these categories: Outstanding Checks, Reconciled Checks, Deposits in Transit, Reconciled Deposits, or Reconciled Service Charges. (See report sample below.)

The program also includes a totaling section to list balances from the General Ledger and compare them to balances from the Bank Statement. To run a Final Bank Reconciliation report, you must first be sure that the GL Ending Balance agrees with the Reconciled Balance. The Final Bank Reconciliation report actually will change the status of the transactions to “reconciled” or “cleared.”

If the report is not in balance and additional entries are necessary, close all bank reconciliation windows (tagged items are saved upon exiting), make the necessary entries, and go back to the reconciliation program to tag the additional items.

The General Ledger section of the bank reconciliation report will agree to a journal date basis GL report for that cash account.

Note: If the bank reconciliation process will no longer be done for a particular cash account, that account should have the Process Bank Recon field disabled in the Chart of Accounts maintenance. Contact OGSYS System Support for more information.

Click here to view Trial Bank Reconciliation report.

Zoom through OGwin with Special Features

OGwin is loaded with special features that help you move through the software. Watch for more highlights on these features in subsequent editions of the newsletter.
STARTUP MODULE

When you first sign on to the database, you can have an application window open. This is what we call the startup module. Many clients choose to have the company selection screen open because you must select a company before performing the majority of the functions in OGwin. If you select a different application as the startup module, and it requires a company selection, the company selection screen will open first. This allows you two applications for the startup. The startup module is defined on the Tools menu.
RECENT MODULES

The shortcuts menu contains an item called “Recent Modules.” Recent modules will keep track of the last few application windows you had open previously and allow you to access them again. This is similar to spreadsheet and text editor programs that show the last few documents you had open.
You may set the number of modules that show on recent modules through the System menu under User Preferences on the shortcuts screen.
REPORT SETUP GRID

When you set up a report in OGwin, you get a report grid screen. Several of the lines will have a button with an arrow that you must click. Instead of using your mouse, you may arrow down to the line and hit the space bar. This will activate the arrow button.

Answers to Key Questions

Q: How do you create additional databases for OGwin?

A: Go to the Supervisor menu to Site Maintenance. Click the new button on the bottom of the screen, and it will give you access to name your database and identify the location on the network. Make sure you check the box “Create a new database,” and then click the Update button. Reply “Yes” to the question to change the path of output files. OGwin will create new directories and files, giving you an empty database.

Q: What is the Unused Master Deletion I see on the Miscellaneous menu?

A: Unused Master Deletion allows the system to purge master information no longer used in the system. Suppose you have been using OGSYS for several years and no longer do business with a number of vendors and purchasers. You could choose to delete them — one at a time — from the maintenance program, but it could be a lengthy process. The Unused Master Deletion feature will scan all master files at once and determine what is and is not available for deletion. The program defines any item no longer tied to any detail in the system as “available for deletion,” while it reads any item still referenced within the database as “not available.” You may select “trial” or “final” mode with this feature. Trial mode gives a report only, while final mode purges the information and gives a report. You also may select certain types of master files when running the process. Always run the Trial Logical Integrity Audit after the Final Unused Master Deletion and send the results to OGSYS support.

Q: What actually happens when the AR Close Month is performed?

A: The AR Close Month is a cleanup feature for the Accounts Receivable system. It purges invoices that have a zero balance that reach the retention period specified in Company Maintenance for AR Detail. It also cleans up the AR Summary Statements. Any invoice that is reduced to zero is removed from the AR Statements during the Close Month. If an invoice still has a balance, it is moved from the section of new invoices to the section of invoices from previous statements. The AR Close Month is the last step you should perform in your monthly processing cycle for Accounts Receivable.

Fixed Asset Module?
Use It to Calculate Depreciation and Depletion

OGSYS has a Fixed Asset Module designed to calculate depreciation using the various methods of depreciation and calculate depletion using the units of production method. For more information about the Fixed Asset Module, contact OGSYS System Support.