Manual Clears and Searches

Last Updated  May 13, 2014

The Manual Clears/Search screen in the Bank Reconciliation module is used to enter deposit and fee data that has been provided by the bank or make manual adjustments to funds when the amount reported by the bank on a cleared check does not match the amount reported by TaxLedge.

Users must be assigned the GLTAXLEDGE_FOUNDATION role and the following user entitlements in the Tax Collection System.

ACTGL_BANK_RECON allows access to the Check Clearing screen.

GLAUTO_CLEAR – allows user to clear checks using the automated load process.

GLMANUAL_CHKCLEAR – allows users to manually clear checks.

GLRECON_FILE – allows users to create a reconciliation file.

GLRECON_SUPER – allow users to use the automated load process and to manually clear and unclear checks.

GLRPTESCHEAT_LETTER: allows users to print escheat letters to find refunds that are paid out but not cleared.

  1. On TaxLedge’s Main Menu bar, select Reconciliation. The Manual Clear Search screen will be displayed, with the  tab; the Adjustments screen will appear.
  2. Click on the Bank drop-down menu and select the bank you are going to reconcile
  3. If the proper account is not showing in the line below, click on the Account drop-down menu and select the correct account.  This is where the funds are located.
  4. Select a Transaction Type from the drop-down list.

At this point, you can either enter new data or search for pre-existing data.

To search for data that has already been entered into the Reconciliation screen,

  1. On TaxLedge’s Main Menu, click Check Clearing , then select Check Clearing. The Manual Clearing/Search screen is displayed.
  2. Click on the Bank drop-down list and select the bank whose file you are going to reconcile.
  3. If the proper account is not showing in the line below, click on the Account drop-down menu and select the correct account. the Account number should appear in the next line
  4. Click either the Outstanding, Cleared, or Voided radio button, depending on which types of checks you want to see. Outstanding checks are those that have are in TaxLedge, but were not on the file(s). Cleared checks are those that have a cleared date--choose this option to adjust checks that were in a file. Voided checks were voided after they were printed.
  5. Enter dates or reference numbers in one or more of the following fields:
  • Batch Sequence (Cleared option only) - the Request Seq. number from the Batch Request screen that was generated when the file was cleared.
  • Cleared Date Range (Cleared option only) - beginning and ending clear dates that were in the file.
  • Transaction Date Range - beginning and ending dates indicating when the checks were printed in TaxLedge.
  • Void Date Range - beginning and ending dates indicating when the checks were voided in TaxLedge.
  • Check/Ref Number Range - beginning and ending numbers of either the checks or the reference numbers of the transactions.

Note : All dates will be entered in the MMDDYYYY format.  You can also leave these fields blank to get all data.

  1. (optional) Enter a date in the Status As Of (Date) field.  This date can be used alone or together with the Transaction Date Range or Check/Ref Number Range in the step above . For ex., you may want to search for checks that were printed between 10/01/2009 and 10/31/2009 and cleared as of 10/15/2009. For this, you would enter 10/01/2009 and 10/31/2009 as the Transaction Date Range and 10/15/2009 in the Status As Of Date field.

If Outstanding is selected, a Transaction Date Range of 10/01/2010 – 10/31/2010 is entered, and a status date of 10/4/2010 is given, all checks printed between 10/1/ and 10/31 are listed, including checks that were cleared AFTER that date. The clear date is given, so you know that they are not really outstanding. The Void Date Range fields are grayed out.

If Cleared is selected, a Transaction Date Range of 10/01/2010 – 10/31/2010 is entered, and a status date of 10/15/2010 is also entered, then the checks printed between 10/01/2010 and 10/31/2010 that are cleared as of 10/15/2010  will be shown.

If you selected Outstanding and also entered a Check/Ref Number Range above, then the Status As Of Date is ignored. If you selected Cleared and also entered a Check/Ref Number Range, then the Status As Of Date is considered and only the checks cleared on or before the Status As Of Date will be listed.

  1. In the Sort Options section, determine how you want the records sorted by clicking on the button next to one of the following choices: Check/Reference Number, Transaction Type, Errors, Clear Date, Transaction Date, or Change Date. Errors are checks for which the amount in TaxLedge differs from the one on the file.
  2. Click Search.  The bottom of the screen will fill with data matching your search options. TaxLedge accepts the amount on the file as the Cleared Amount. If this amount is different from the Written Amount (which is what was processed in the Check Writer), an adjustment amount is automatically calculated.
  3. To print letters for refunds that have been paid out but not cashed, follow these instructions:

To make adjustments to the loaded data,

  1. In the Manual Clearing/Search screen, search for data as shown above.
  2. If you are clearing a check, enter a date in the Manually Set Clear Date field. This is most likely the current date.
  3. To clear all of the checks at once, click the Clear All button.
  4. To adjust individual checks, enter the correct amount of the check in the Cleared Amount field. You must balance to the bank statement. If the Adjusted Amount is something other than $0.00, you should choose one of the following options to correct the error warning that appears on the screen. You can continue processing these checks even if an error warning appears.
  • If tax office research shows that the check amount in TaxLedge is correct, but the bank file either did not include that check or has a different amount, the office should contact the bank.
  • If research proves that the bank amount (the cleared amount) is correct, the check must be voided using the Reuse option and reprinted on blank paper with the correct amount. The reprinted check would then need to be cleared in this screen.
  1. Press Tab. The Adjustment Amount will change automatically.
  2. If you cleared a check in error, search for Cleared checks (see above for instructions) and uncheck the Cleared column for the appropriate check(s).
  3. Enter a Note if you want. This note will apply to all of the changes being made.
  4. When you are finished making adjustments, click Process to save the changes.