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The purpose of this document is to provide instructions for correcting Cash Manager balances or Starting Over with Cash Manager when
a. CA Out of Balance in Bank Reconciliation (20.210.00) does not equal zero. b. CA Balance in Bank Reconciliation (20.210.00) does not equal Closing Balance in Daily Cash Balances - Cash Account Balances Sorted by Date (20.200.01) for the period and date that coincide with the Reconciliation Date entered in Bank Reconciliation. c. Bank Reconciliation (20.210.00) and the Bank Reconciliation (20.630.00) report, detail or summary, do not match for the same reconciliation date.
Technical Information A. Preparation Steps
1. Upgrade the Solomon installation and the database to Solomon 5.0, Solomon 4.50 Service Pack 1, Solomon 4.50. 2. Make a complete backup of the application database. Restore this backup to a different database name so it can be used as a test database.
Notes 1. Once this process has been completed successfully in a test database, implement the procedure in the live database. It is important to retain a complete database backup throughout this process.
2. This process should be executed for one Bank Account/Bank Subaccount at a time.
3. Alert Solomon users that they will not be able to run the following processes while the corrective measures are being performed:
Apply Payments, Void Payments, or enter Cash Sales in Accounts Receivables Issue or Void Checks in Accounts Payable Issue or Void Checks in Payroll Use Cash Manager during this process
4.Query Analyzer is required for this rebuild process. Use 'sa' as the login name for Query Analyzer.
B. PRE-Rebuild Procedures 1. Determine if there are previous reconciled Bank Reconciliation that are really out of balance but appear as being reconciled. To do this:
a. Access Bank Reconciliation (20.210.00) and uncheck the Reconciled checkbox of the most current reconciled Bank Reconciliation. b. Change the statement balance by .01 and tab off the field. c. Click on Reconcile Deposits and Reconcile Checks to load all Checks and Deposits. Review the CA Out of Balance field and determine if the value in the field is greater than .01. d. If it is, delete this Bank Reconciliation using the Delete key. Do not save this change. e. Repeat this process for the remaining Bank Reconciliations until finding a Bank Reconciliation that has a CA out of balance greater than .01. Do not save any changes made during this test as this may result in the loss of original bank reconciliations.
This test may indicate that there were previous inconsistencies in the database and a Cash Manager rebuild is required.
2. Exit Bank Reconciliation (20.210.00) but do not save changes. This will allow the Bank Reconciliations to remain in their original state.
3. If it is necessary to retain a copy of Bank Reconciliation records that may be deleted as part of the Correction Procedures, it is recommended that a database backup be made prior to using the Correction Procedures. The backup may be restored to a different name and kept for further reference. It may also be zipped up to save hard disk space. A hard copy of the Bank Reconciliations should always be kept on hand.
C. Correction Procedures 1. Using Query Analyzer, access the Application database, and execute the following statement:
SELECT MIN (TranDate) from CATRAN where BankAcct = 'xxxxxx' and BankSub = 'yyyyyy' and EntryID not like 'O%' and BankCpnyID = 'xxxx'
(where xxxxxx = desired account and yyyyyy = desired subaccount and xxxx = desired Bank Company ID)
Note the date that is displayed. This date will be the earliest date a Cash Account Transaction for non-'O' entry type was entered for this Bank Account/BankSubaccount. This date is important to note because some transactions may have been entered in Cash Manager before beginning to include other modules' transactions.
2. Delete the CATRANs for 'O' entry types, and any CASHSUMD and CASHAVGD records by executing the following statements:
DELETE from CATRAN where EntryID LIKE 'O%' and BankAcct = 'xxxxxx' and BankSub = 'yyyyyy' DELETE from CASHSUMD where BankAcct = 'xxxxxx' and BankSub = 'yyyyyy' DELETE from CASHAVGD where BankAcct = 'xxxxxx' and BankSub = 'yyyyyy'
(where xxxxxx = desired Bank Account and yyyyyy = desired Bank Subaccount)
3. Access CA Integrity Check (20.990.00). Enter as the Starting date either the date identified in step B-1 or the date that corresponds to the Accept Transactions Start Date in CA Setup (20.950.00); whichever is earlier. (The use of the earlier date is important. The date must include all non-'O' entry type CATRANs.)
Enter the ending date as the last date. Enter the fiscal year as the year of the starting date. Enter the appropriate Bank Account and Bank Subaccount information. Click Begin Processing.
4. If an out of balance situation remains after the rebuild process completes, repeat step C-2 and then rerun the CA Integrity Check (step C-3), this time entering a different Starting Date. If you have to repeat the process, it is recommended to use the reconciliation date of the second to last Bank Reconciliation as the Accept Transactions Start Date in CA Setup and as the Starting Date in the CA Integrity Check.
5. Access Bank Reconciliation (20.210.00) and copy and paste the outstanding items from the Bank Reconciliation - Reconcile Checks (20.210.01) and Bank Reconciliation - Reconcile Deposits (20.210.03) to an Excel spreadsheet. This information can then be used to compare the outstanding items flowing into a new Bank Reconciliation that will be created in step C-7.
6. Delete all Bank Reconciliation records for the specific Bank Account and Bank Subaccount by highlighting the record and clicking Delete on the Solomon toolbar. The records may also be deleted directly from the BANKREC table using Query Analyzer to execute the following statement:
DELETE from BANKREC where BankAcct = 'xxxxxx' and BankSub = 'yyyyyy' and CpnyID = 'xxxx'
(where xxxxxx = desired account and yyyyyy = desired subaccount and xxxx = desired Company ID)
7. Create a new Bank Reconciliation for the specific Bank Account and Bank Subaccount and enter the Statement Date, Reconciliation Date and Statement Amount using the Bank Reconciliation information that coincides with the Start Over Date decided upon. This date may be the date when Cash Manager was first installed or the current date. For example, those who wish to forfeit previous detail would use the most recent Bank Reconciliation; those who wish to retain all previous Bank Reconciliation records would use the first Bank Reconciliation.
Note - The Reconciliation Date is the field that controls which data is taken into consideration for reconciliation. The Statement Date is the date used by all calculations.
8. Select Outstanding in the Load Detail section. Click on the Reconcile Deposits or Reconcile Checks button. Remember only the items dated as of the Reconciliation Date or prior will load.
9. Clear any items that should be cleared based on the Bank Reconciliation that is being entered. Select Save.
10. Once the reconciliation is complete, compare the Cash Manager Balance in Bank Reconciliation (20.210.00) to the Closing Balance in Daily Cash Balances - Cash Account Balances Sorted by Date (20.200.04) for the period and date that coincide with the Reconciliation Date entered in Bank Reconciliation.
11. If there is no discrepancy, then the reconciliation has been entered successfully. Save and exit the screen.
12. If the Adjusted Balance is not equal to the Cash Manager balance (Cash Manager Out of Balance is not equal to zero), click on the Cash Account Transactions button to access Cash Account Transactions (20.010.00).
13. If the CA Out of Balance is a negative amount enter an 'OD' entry type (deposit) equal to the out of balance amount. Enter a Period to Post corresponding to the period used in the Reconciliation Date field in Bank Reconciliation (20.210.00) and a Date that also corresponds to the Statement Date.
14. If the CA Out of Balance is a positive amount:
a. Enter an 'O' entry type of the appropriate disbursement equal to the out of balance amount. b. Enter a Period to Post corresponding to the period used in the Reconciliation Date field in Bank Reconciliation (20.210.00) and a Date that also corresponds to the Statement Date. c. Close Cash Account Transactions to return to Bank Reconciliation. d. Click OK when prompted with System Message 6884. e. Click on either Reconcile Deposits or Reconcile Checks. f. Exit the subscreen once it has loaded. The CA Out of Balance amount should now be equal to zero.
15. Repeat steps 5 - 14 for each new Bank Reconciliation.