Cheque batches are posted by users and then reconciled against bank statement data.
The result is that your bank reconciliation report will show all outstanding (unreconciled cheques) at period end.
Users tend to post cheque batches in one of two ways:
Either, upload details for all cheques in the period via a cheque batch entry, then reconcile against bank statement data
Our intelligent bulk cheques matching feature makes it fast & easy to reconcile with bank statement data
Alternatively, just add the outstanding cheques at period end in the cheque batch entry
This requires you figuring out for yourself which cheques didn't appear in the bank statement
Then simply add only these ones via cheque batch and they will be listed as outstanding at period end, while still available to reconcile with bank statement data in the next period
By working this way, users instead include the cheque details & cheque numbers within the bank statement batch entry under the details & reference columns
There are merits to both approaches, depending on the client, but we recommend taking the first approach where possible.
By uploading all cheque data via a cheques batch entry:
- The system will ensure all cheque numbers are unique
- Cheque matching (reconciliation) is really quick and will find the outstanding cheques so you don't have to do it manually
- You will get to view all cheques (and their status) in a well presented view in the Cheque Listings section
- Cheques written will be distinguished from normal bank payments (useful for filtering in Formatted Trial Balance movements etc)
- 'Cheques written date' can be wholly distinguished from 'cheques presented date'
Ideally you will have a system where the client will record cheque details in excel during the year (column format: Date / Cheque Number / Details / Amount) and you can simply upload this to save time retyping