So we've never actually used the Check Reconciliation function in AP 8.1C (100810) or any prior version. Since I saw a short demo at AOC, I thought I should see if it might be of use to us. Now the problem is we have over 10,000 cheques in there dating back to 1996 that have never been reconciled. Any suggestions how I could start to clean it up and then use it correctly?

Also, what exactly does the "posting" do in Check Reconcilation? If you void a cheque in Cheque Rec and post it, does it create a batch or something?

Any info would be very much appreciated.

Hi Susan

The easiest way to clean this up is to multi-select a large range of checks (using Shift-click) and clear them (the space bar). The range should include all checks up to the date of your last bank statement. Then you would go back and change the status to outstanding for those that haven't cleared as of the date of the last bank statement.

Then run a Check Rec report, listing only those outstanding. It should match your outstanding list per your latest bank rec. You may have to do some additional clean up if it doesn't. Once it does, post the check rec, and then print the Check Rec report again as of the date of the bank statement, to file or PDF, this time selecting ALL statuses. Once it finishes, click Yes to purge all non-outstanding checks. It may take a while.

When you change the status of checks to Cleared or Reversed, it is pending (i.e. temporary) until you post the check rec. Never Void a check - it is an obsolete setting - always Reverse a check. When you post a Reversed check, it will make a GL entry to debit cash, and depending on your settings it will either credit AP (in which case the invoice(s) will show up again on the vendor's account) or it will credit the expense. Posting does not create a batch in AP.

Steve

You can prevent people from using the "Void" option by selecting a setting in the company profile.

Thank-you Steve & Andrew, We will get this done.