University of Connecticut

University Information Technolgy Services

Financial Records System (FRSPLUS)

Check Reconciliation

Introduction

Among the FRS System's standard processing capabilities is the ability to reconcile checks issued from any of the FRS Memo Banks and associated checking accounts. Data pertaining to checks cleared by a commercial bank can be processed by the system to "reconcile" the checking account and to produce various reports about reconciled, void, and outstanding checks recorded on the FRS system. Prior to performing this process, however, it is necessary to edit and reformat the data received from each financial institution so that it can be accepted by the standard FRS programs. At the present time (10/11/93), input data from banks is accepted on magnetic tape or cartridge.

The FRS Accounts Payable Reference Manual should be consulted for detailed information concerning the check reconciliation process and the FRS programs involved. Details about the FRS jobs identified below can be obtained from the University Information Technology Services (UITS) FRS Help System which is maintained on CMS ID 'FRSDOC'.

FLEET BANK Check Reconciliation

FRS Production Jobs

FLEET Bank check reconciliation is accomplished by scheduling and running the following FRS production jobs:

Memo Bank 01

• J9615S80 - FLEET Bank Check Reconciliation Reformatter
• J9615M11 - VBM001/VBM094: FLEET Bank Check Reconciliation
• J9615R08 - VBM094: Check File Reports (Outstanding/Reconciled/Void)

NOTE: (J9615R08 is optional; it provides additional reporting capabilities.)

Procedures

The procedures for requesting FLEET Bank check reconciliation through the University Information Technology Services (UITS) are as follows:

• The FRS System Administrator should submit the bank input tape/cartridge together with the job request form for J9615S80 to the UITS Scheduling Department.
• After J9615S80 has been run, the FRS System Administrator should review the job output for accuracy.
• When satisfied with the results of J9615S80, the FRS System Admin should update the Control Cards for jobs J9615M11 and J9615R08 and then place these jobs on the FRS nightly schedule. The standard FRS schedule segment 'CHKFL' should be inserted into the daily schedule from within the UCONN SCHEDULING MANAGER (UCSCHED).

NOTE: Jobs J9615M11 and J9615R08 are normally scheduled on the FRIDAY night schedule so that they run over the weekend. This is done since J9615M11 sometimes runs an exceptionally long time dependent on the amount of input data.

SHAWMUT BANK Check Reconciliation

FRS Production Jobs

SHAWMUT Bank check reconciliation is accomplished by scheduling and running the following FRS production jobs:

Memo Bank 15

• J9615S90 - SHAWMUT Bank Check Reconciliation Reformatter
• J9615M03 - VBM001/VBM094: SHAWMUT Bank Check Reconciliation
• J9615R08 - VBM094: Check File Reports (Outstanding/Reconciled/Void)

Memo Bank 04

• J9615S95 - SHAWMUT Bank Check Reconciliation Reformatter
• J9615M05 - VBM001/VBM094: SHAWMUT Bank Check Reconciliation
• J9615R08 - VBM094: Check File Reports (Outstanding/Reconciled/Void)

NOTE: (J9615R08 is optional; it provides additional reporting capabilities.)

Procedures

The procedures for requesting SHAWMUT Bank check reconciliation University Information Technology Services (UITS) are as follows:

• The FRS System Administrator should submit the bank input tape/cartridge together with the job request form for J9615S90 or J9615S95 to the UITS Scheduling Department.
• After J9615S90/J9615S95 have been run, the FRS System Administrator should review the job output for accuracy.
• When satisfied with the results of J9615S90/J9615S95, the FRS System Administrator should update the Control Cards for jobs J9615M03/J9615M05 and J9615R08 and then place these jobs on the FRS schedule. The standard FRS schedule segment 'CHKS1' (BANK 04) or 'CHKS2' (BANK 15) should be inserted into the Weekly (FRIDAY) schedule from within the UCONN SCHEDULING MANAGER (UCSCHED).

NOTE: Jobs J9615M03/J9615M05 and J9615R08 are normally scheduled on the Weekly (FRIDAY) schedule so that they run over the weekend. J9615M03/J9615M05 sometimes run an exceptionally This is done since long time dependent on the amount of input data.

SHAWMUT BANK Output Tape Creation

An essential part of the full check reconciliation procedure for Memo Bank 15 is the regular creation of an output tape for Shawmut Bank which identifies the checks written by FRS during the period since the most recent tape was created. This output tape is normally created weekly and during FRS month-end processing. The bank uses this tape as input to its own reconciliation and reporting process.

FRS Production Jobs

Creation of the SHAWMUT Bank output tape is accomplished by and scheduling running the following FRS production jobs:

Memo Bank 15

• J9617M01 - SHAWMUT BANK Data Creation
• J9617S02 - SHAWMUT BANK Tape Creation

Procedures

The procedures for requesting creation of the SHAWMUT Bank output tape University Information Technology Services (UITS) are as follows:

• J9617M01 runs on the FRS Weekly (Friday) and Month-end schedules. This job creates an original copy of the SHAWMUT output for University Information Technology Services (UITS) retention. It also updates the FRS Check Reconciliation File to indicate that specific checks have been reported to the bank.
• After J9617M01 has been run, the FRS System Administrator should review the job output for accuracy.
• When satisfied with the results of J9617M01, the FRS System Administrator should submit a blank tape together with the job request form for J9617S02 to the UITS Scheduling Department. J9617S02 creates a copy of the file tape to besent to the bank.
• After successful completion of J9617S02, the UITS Scheduling Department will return the output tape to the FRS System Administrator for submission to Shawmut Bank.

MANUAL Check Reconciliation

A procedure has also been created for 'manual' check reconciliation. This procedure allows the Accounting Dept. to reconcile checks in the FRS system which, for various reasons, have not been properly reconciled through one of the standard bank reconciliation procedures. This manual reconciliation procedure can be run for any Memo Bank with the proper updating of job control cards as indicated below.

FRS Production Jobs

Manual check reconciliation is accomplished by scheduling and running the following FRS production jobs:

• J9615M07 - VBM001/VBM094: MANUAL Check Reconciliation
• J9615R08 - VBM094: Check File Reports (Outstanding/Reconciled/Void)

NOTE: (J9615R08 is optional; it provides additional reporting capabilities.)

Procedures

The procedures for requesting MANUAL check reconciliation through the University Information Technology Services (UITS) are as follows:

• When ready to perform manual reconciliation, the FRS System Admin. should update the Control Cards for jobs J9615M07 and J9615R08 and then place these jobs on the FRS schedule. The standard FRS schedule segment 'CHKMN' should be inserted into the daily schedule from with in the UCONN SCHEDULING MANAGER (UCSCHED).

NOTE: Jobs J9615M07 and J9615R08 can normally be scheduled for any night as long as the number of checks to be reconciled does not exceed a few hundred.