The Banking & Reconciliation list can be used to record banking dates and amounts based on payments present in your PPS system. This helps provide a financial record which you can review using the Banking & Reconciliation report. This guide will take you through using both the Banking & Reconciliation list and the associated report.
Section 1 - The Banking & Reconciliation list
a. Go to Accounts > Banking and Reconciliation.
b. Here you'll see a list of any Banking & Reconciliation records you already have on the system. Alter the order in which these entries appear by clicking one of the column headings to sort the list based on that field. Clicking the same column heading again will switch between ascending and descending order.
c. The list itself shows information for each banking record you have created. To delete or modify existing entries select them here and choose the relevant button at the bottom of the screen.
To add a banking record click New.
d. All Banking & Reconciliation records are created based on the Payment Methods you use in PPS. To begin, select a Banking Method from the dropdown at the top of this screen. You'll then be presented with a list of all payments of that method that have not yet been added into a Banking & Reconciliation record. To allocate payments to this record scroll through the list of results, ticking Include for all payments that should be included. You can use the Search function at the bottom of the screen to look for particular payments based on part of the invoicee name or invoice number.
Extra Information: If you want a particular payment method to automatically reconcile a certain number of days after it is taken then you can set this via Tools > Look Up Tables > Payment Methods. Modify a chosen Payment Method and set how many days after the payment date is should be automatically reconciled. It will then appear in the Banking and Reconciliation list without you needing to add it there.
In the top corner of the screen you'll see Banking Reference, Banking Date, and Total fields. When creating a new record the Reference field will read "Auto-Generated" as this number is generated once you save the entry. Alter the Banking Date as required and you use the Total field to monitor the running sum of all the payments you have chosen to include in the record.
e. Once done, choose to either Save the entry and begin a New one or Close the screen completely via the options at the bottom.
Section 2 - Banking & Reconciliation Report
a. Head to Reports > Reports & Mail Merge > Accounts where you will find the Banking & Reconciliation Report. Double click this option.
b. In the Date Range tab you can choose the duration you want your report to cover. Choose from a series of automatic date ranges or enter dates manually in the From and To fields. If you'd like to cover the full history of your system then choose "None - Enter Dates" and leave these fields blank.
c. Next, you can use the Breakdown options to determine the way in which your results will be arranged. In the example above all entries will be categorised by Location, and then within each location results will be sorted by their Banking Method.
d. Finally, from the criteria tab you can set specifics of what entries you do or do not want to see in the results of the report. In the example above we have chosen to exclude any results listed under the "HOME VISIT" location on the system.
e. Once you're happy with your report choose Finish. You'll then be presented with a series of options from which you can view, print, and export the results of your report.