Bank Reconciliation - Loading and Clearing a File or Voiding a Load Last Updated  October 15, 2012

The Reconciliation screen is used to load or void bank files of cleared check data or to manually enter cleared check information.  Cleared checks are those refund and remittance checks issued through TaxLedge or another similar program that have been processed by the tax office bank. Escheated checks cannot be cleared; these will appear on the Error portion of the log file.

Although file layouts often differ from bank to bank, they must be comma delimited (.csv). These files can contain both refund and remittance check data.

If you are not loading a file, see the instructions for Manual Clears/Adjustments.

Users must be assigned the GLTAXLEDGE_FOUNDATION role and the following user entitlements in the Tax Collection System. Click here to see how these roles are used to perform certain reconciliation actions.

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

To move the file of check data from the bank to the ACT 7 server,

1. From TaxLedge’s Main Menu , click on Batch Menu.  The TaxLedge Batch Menu will appear.
2. Click the File Upload button located at the bottom of the screen.
3. The File Upload form will appear.
4. In the File to Upload field, enter the directory path and file name to be loaded. This will be a .csv file. The file name is case-sensitve.

Note: Use the Browse button to find where the file is on your local hard drive.

5. Click Press to complete the upload.
6. A confirmation page will display when the process is complete.

To clear the checks in TaxLedge,

7. On TaxLedge’s Main Menu , click Check Clearing, then selectCheck Clearing. The Manual Clearing/Search screen will be displayed.
8. Click the Load Bank File tab
9. Click on the Bank drop-down list and select the bank whose file you are going to reconcile.
10. If the proper account is not showing in the line below, click on the Account drop-down menu and select the correct account.
11. In the File Date field, enter the date a file was loaded or any date desired by the tax office. This date is not validated.
12. In the File Name field, enter the name of the file name you are loading. This is case-sensitive. Be sure to enter the extension (.csv).
13. Click Load File. The clearing process begins. The system will match up the refund and remittance check data from TaxLedge to the data on the file.. Checks will be cleared if they have not voided or previously cleared. A report showing accounts that could not be cleared will be available on the Batch Request screen. A message showing the batch request number (the Job Number) appears.
14. Return to the Batch Menu and click Batch Requests. A row has been inserted for the clearing job. Start and End times will appear when it has finished. The error report includes checks in the file but not in TaxLedge, checks in both the file and TaxLedge but with different check amounts, and checks in TaxLedge that have been voided in TaxLedge. The file name and total number of records loaded are also given.

At this point, you can search for pre-existing data or make manually clear checks.

15. To clear checks manually or to adjust individual check amounts that were cleared via a file, see the instructions for Manual Clears/Adjustments.

To void a load of cleared checks,

16. In the Batch Sequence field, enter the request sequence number from the Batch Request screen that was generated when the file was cleared.
17. Click Void Bank File. A confirmation message will appear when the process is complete.