How to Reconcile En Masse, Business Center View

Purchase Expenses-Screen Instructions

CBS Menu: Finance-Accounting-Dashboard

CBS Reconcile provides the capability to filter and reconcile transactions. Transactions fall into three categories: Transactions identified as verified by another process, transactions requiring paper verification by business center personnel, or transactions that appear to be incorrect requiring further research by business center personnel. See Verified Transactions Chart to view transactions that may require paper verification.

• 1.       Select initial filters to populate Reconcile En Masse screen. Filter by Budget to view transactions of all projects within that budget. Filter further, by project number, if necessary.

• 2.       Bottom right of the screen shows the number of accounts filtered. Click on Reconcile Multiple tab to view the transactions.

• 3.       The screen below will come up. The number of transactions is listed below (2294 records) with the total $ amount.

• 4.       Apply a filter(s) to sort the transactions that can be accounted for (verified) by another process (see Verified Transactions Chart). Continue to view filtered transactions and apply additional filters to identify transactions that can be reconciled en masse.

The screen below is filtering by Object 03, Type EXP (expense). Further filtering of this list is required to identify transactions for reconciling en masse. (See Verified Transactions Chart for expenses eligible for this.)

The screen below is filtered to a specific vendor that would be eligible for reconciling en masse. (See Verified Transactions Chart to confirm which items are eligible for this.)

• 5.       Once transactions have been filtered to a group of transactions eligible for en masse reconciliation, click on the # Reconcile and choose SelectALL.

The example below used SelectAll. The reconcile column now has green check marks for all transactions.

To deselect a transaction, double click on the green check mark and a check box will appear. Double click on reconcile field and check box will appear - the selection toggles between select (checked) and non-selected (unchecked). Click on another field to remove the check box. An unchecked blank check box will reconcile the transaction.

Click on the Reconcile tab at the bottom of the menu to reconcile all selected transactions (green check mark).

Continue to filter and reconcile transactions that can be accounted for by another process (verified) until the remaining transactions are those that require paper verification (match with paper documentation) or review (position tracking). Click on the hash tag (#) next to memo to tag the remaining transactions as “out for paper verification.” By tagging the transactions as “out for paper verification”, transactions can easily be identified and updated when paper verification has been completed.

The remaining transactions can now be exported to Excel for paper verification. Click on the hash tag (#) Amount to export the data to an Excel worksheet (see Exporting Data Instructions).