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Cheque Information Update

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This function is used to electronically update the cheque cash date, and statement number in the Bank Transaction table.  The commercial bank supplies a file, which is comma delimited and saved as a .csv type file in Excel, containing the bank statement number, cheque cash date, cashed amount and cheque number.

 

The data from this file is compared with bank transactions in the Bank Transaction table of Qmuzik (the cheque number is used as the key field).

 

It then compares the cashed amount (as on the file received from the commercial bank).  If these amounts do not differ more than one currency unit e.g. R1.00, the cheque cash date and bank statement number in the Bank Transaction table will be updated.

 

When reconciling/updating Bank Transactions, reconciliation journals are processed.

The Bank General Ledger Suspense Account is debited (cleared) and the Bank General ledger Account is credited.

 

On this tab the following fields can be viewed:

 

hmtoggle_plus1All Results To

Enter the filename where the system must write the results when doing the cheque information update i.e. C:\98_11_3.CSV.  It defaults to C:\Y_M_D.csv.

 

hmtoggle_plus1Apply

The user must have a security profile linked to the function Cheque Information Update with an access allowed of Change.

 

hmtoggle_plus1Bank

Enter the Commercial Bank you want to do the reconciliation for.

 

It is populated with the bank code and description from the Bank Internal table.

 

The number of characters to be entered before the list is shown is governed by the value of "populate length" (mandatory).

 

hmtoggle_plus1Cheque Info File

This field is mandatory.  Enter the path and filename here i.e. C:\JUN_CHK.CSV.

 

This file may be electronically obtained from the bank.

It must have the following comma delimited format and sequence:

 

1.  Bank statement number,

2.  Date on which the cheque was cashed,

3.  Amount the cheque was cashed for, and

4.  Cheque number.  

 

hmtoggle_plus1File Format

The commercial bank supplies a file, which is comma delimited and saved as a .csv type file in Excel, containing the bank statement number, cheque cash date, cashed amount and cheque number.

 

hmtoggle_plus1Find

By clicking the "Find" button, you can open the common dialog box (browser) and select the file you want.

 

hmtoggle_plus1Transactions List Box

When the "Apply" button is clicked, the results are displayed in the list box.

 

hmtoggle_plus1Update Transactions

During processing, the system checks that the cashed amount on the "Cheque Info File" and the bank transaction amount do not differ by more than 1.00 base currency unit (i.e. R1.00 in South Africa).

 

If the difference is within the limit, the bank transaction record is updated with the bank statements number, and the cheque cash date from the "Cheque Info File", if the check box "Update Transactions" is checked.

 

hmtoggle_plus1Unsuccessful Results

Enter the filename where the system must write errors when doing the cheque information update i.e. C:\98_11_3.CSV.  It defaults to C:\Y_M_D.csv.

 

hmtoggle_plus1View

The "View" button enables you to view the data in the selected file.