Bank transactions

Bank transactions provide reconciliation information for postings made to GL bank accounts including postings from all subsidiary ledgers as well as manual postings to GL. Bank Reconciliation provides a complete reconciliation for all entries made to the GL bank account. Bank transactions are reconciled by assigning them to a bank statement. A transaction is considered "outstanding" if it is not assigned to a bank statement.

When a GL bank account is initially assigned to a check register, ActivityHD creates bank transactions for all existing journal entries to the GL bank account. Thereafter, bank transactions for journal entries are created when an entry is merged to the GL account.

Bank transactions for an existing payment or other posting cannot be created manually. A bank transaction is created when its document is merged into GL. Existing bank transactions can be edited to add supplementary information that is relevant to the entry's reconciliation.

Reconcile a bank transaction in the Bank Transaction window

Reconcile transactions from the Transactions folder

Before you can reconcile transactions, you must set up a bank statement to reconcile the transactions to. You can reconcile transactions from the Transactions folder by assigning them to a statement and providing the date the transactions cleared.

Reconcile transactions from the Transactions folder

In the Navigation pane, highlight the Bank Reconciliation > Transactions folder.
Start the Reconcile Transactions wizard.
- To reconcile all or a filtered subset of transactions:
  1. Right-click the Transactions folder and select Select and Reconcile from the shortcut menu.
  2. On the Selection tab, define any filters to apply to the data.
    Tip
    Apply the "Unreconciled Transactions" filter to select unreconciled transactions.
- To reconcile specifically selected transactions:
  1. In the HD view, select the transactions to reconcile. You can use Ctrl and/or Shift selection to select multiple transactions.
    Tip
    Apply the "Unreconciled Transactions" filter to see all unreconciled transactions.
  2. Click .
On the Reconcile tab, ensure the "Reconcile" option is selected.
In the Statement field, select the bank statement to reconcile the transactions to.
In the Cleared Date field, enter the date as of which to flag the transactions as cleared.
Click Next >>. ActivityHD prompts you to confirm the action.
Click Yes. If there are errors, ActivityHD reports them and indicates how many transactions were successfully reconciled.
Click Finish.

Unreconcile a bank transaction in the Bank Transaction window

Unreconcile bank transactions from the Transactions folder

Create a positive pay file

Positive pay is a check fraud prevention measure that ensures that the checks presented for payment to your bank match items on a list of checks issued by your organization. The positive pay feature in ActivityHD allows you to produce a report which contains information such as check number, bank account number, check date, and payment date. The positive pay report is sent to the bank so the bank can verify the checks to be paid.

A transaction is not eligible for positive pay if it:

has already been reconciled.
has already been positive paid.
is not a check.
has been voided and the voided check wasn't previously positive paid.

Tip

To see which transactions are eligible for positive pay without running the Positive Pay Transactions wizard, apply the "Ready for Positive Pay" filter on the Transactions HD view.

Note

If two name lines are used on checks, some banks require both names to be included in the positive pay file you submit to them. For this reason, all address fields are available to be reported for payroll check disbursements and AP check payments.

To create the positive pay report:

Create the positive pay report

In the Navigation pane, highlight the Bank Reconciliation > Transactions folder.
Start the Positive Pay Transactions wizard.
- To produce the positive pay report for all or a filtered subset of bank transactions:
  1. Right-click the Transactions folder and select Select and Positive Pay from the shortcut menu.
  2. On the Selection tab, define any filters to apply to the data.
- To produce the positive pay report for specifically selected transactions:
  1. In the HD view, select the transactions to include on the positive pay report. You can use Ctrl and/or Shift selection to select multiple transactions.
    Tip
    Apply the "Ready for Positive Pay" filter to see all transactions that are eligible for positive pay.
  2. Click .
On the Data tab, ensure the Use Live Data checkbox is marked if you want to use data from the currently selected transactions on the report.
If you need to include XML data from other files that were generated by ActivityHD or by an external source, add them to the Additional Data Files list box. To do so, do the following for each file you need to add:

Note

If extended views exist for the Postive Pay Report, you cannot include additional files since files built from different extended views may be incompatible.
1. Click Add. The Positive Pay File dialog box opens.
2. In the File field, click and browse to and select the file.
3. If the file you selected is from an external source, enter the appropriate XPath expression.
4. Click OK. The file is added to the list box.
Click Next >>. ActivityHD validates the transactions and reports its results.
Click Next >>. ActivityHD lists the positive pay transactions.
Select the Output tab.
In the Design field, look up and select the report design to use.
In the toolbar, click the icon for the type of output you want:
- - Provides access to two preview options.
  - Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
  - Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
- - Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
- - Opens the Report Email Options dialog so that you can address and compose an email that the report will be attached to.
- - Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).
When you have produced the desired output, click Finish. ActivityHD asks if you're ready to mark the transactions as positive paid.
Click Yes.

Data extensions

The following data extension is available for the report:

Transactions

Change a transaction's type

Flag a transaction as positive pay

Flag a voided positive pay transaction

Bank Transactions Listing

Purpose

The Bank Transactions Listing provides a list of the bank transactions recorded in Bank Reconciliation.

Content

For each bank transaction included on the report, the listing shows:

entry number
bank account name
transaction date
reference
description
statement date
whether the transaction is voided
if a debit, the debit amount
if a credit, the credit amount.

In addition, you can include one or more of the following:

reconciliation detail (date reconciled, date cleared, user who reconciled)
source and positive pay detail (batch - entry number - line number for GL entry, GL account, source package, source type, and record identifier [format depends on source type])
timestamps
memos
custom fields.

The following totals appear on the report:

grand totals.

Print the report

In the Navigation pane, highlight the Bank Reconciliation > Transactions folder.
Start the report set-up wizard.
- To report on all or a filtered subset of bank transactions:
  1. Right-click the Transactions folder and select Select and Report > Bank Transactions Listing from the shortcut menu.
  2. On the Selection tab, define any filters to apply to the data.
- To report on specifically selected bank transactions:
  1. In the HD view, select the bank transactions to include on the report. You can use Ctrl and/or Shift selection to select multiple records.
  2. Click .
- To report on a particular bank transaction from the Bank Transaction window:
  1. In the HD view, locate and double-click the bank transaction to report on. The Bank Transaction window opens with the bank transaction loaded.
  2. Click .
Select the Options tab.
Mark the checkbox(es) for the additional information to include:
- Reconciliation Detail
- Source and Positive Pay Detail
- Report Options. To include a section at the end of the report with the report settings used to produce the report, leave the checkbox marked. To produce the report without this information, clear the checkbox.
- Timestamps
- Memos
- Custom Fields (only visible if custom fields are set up)
Select the Sorting tab.
In the Available Sort Options list box, highlight the field(s) to sort the report by, then click to move your selection(s) to the Assigned Sort Options list box.
If you selected multiple sort fields, use and to arrange the sort fields in the order you want them applied.
Select the Output tab.
In the Design field, look up and select the report design to use.

In the toolbar, click the icon for the type of output you want:

- Provides access to two preview options.
- Preview - Click the icon or click the drop-down arrow and select Preview from the drop-down menu to view the report in the Crystal Reports viewer.
- Preview to PDF - Click the drop-down arrow next to the icon and select Preview to PDF to view the report in the PDF reader.
- Opens the Print dialog so that you can select and configure a printer and then print a paper copy of the report.
- Opens the Report Email dialog so that you can address and compose an email that the report will be attached to. For best results, ensure your email client is running before you attempt to send a report via email.
- Opens the Export Report dialog so that you can save the report to a file. File types include Crystal Reports (.rpt), PDF (.pdf), Microsoft Excel (.xls), Microsoft Word (.doc), rich text (.rtf), and XML (.xml).

Data extensions

The following data extension is available for the report:

Transactions

Field	Note
AccountName
AccountDescription
AccountNumber
TransactionEntrySeqno
TransactionDate
TransactionIsVoided
TransactionReference
TransactionDescription
TransactionDebit
TransactionCredit
TransactionReconcileStatement
TransactionReconcileClearedDate
TransactionReconcileDate
TransactionReconcileUser
TransactionReconcileComment	>
TransactionReconcileCreateDate
TransactionReconcileCreateUser
TransactionReconcileReviseDate
TransactionReconcileReviseUser
TransactionMemo
TransactionTypeDisplay
TransactionReconcilePositivePayDate
TransactionReconcilePositiveVoidDate
TransactionGLAccount
TransactionGLBatch
TransactionGLEntrySeqno
TransactionGLMergeSeqno
TransactionGLReference
TransactionGLMemo	Journal detail memo
TransactionGLSource
SourcePackage
SourceType
SourceSubtype
SourceItem

Bank Transaction Record ID

Bank Account

The bank account associated with the transaction.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Entry #

The system-assigned entry number for the transaction. Entries are sequentially numbered starting with "1" for each bank account.

Transaction tab

Transaction

Date

The date of the transaction document. This may not be the same date as the date the transaction cleared the bank.

Type

The type of bank transaction. From the drop-down list, select from among these valid transaction types:

Check
Deposit
EFT. Assigned automatically to Payroll direct deposits and Accounts Payable EFT payments.
Fee
Interest
Transfer
Void
Other

Note

The positive pay process only extracts transactions of "Check" type.

Reference

The reference for the transaction, such as a check number, EFT code, a deposit certificate number, or other identifying information.

Description

A description of the transaction. For transactions coming from Accounts Payable, this field contains the payee's name.

Debit/Deposit

If the transaction is a deposit, the amount of the deposit.

Credit/Check

If the transaction is a charge, the amount of the charge.

Voided?

If this checkbox is marked, the transaction has been voided and will never clear the bank.

Source

Package

The ActivityHD package where the bank transaction originated.

Type

The source type of the bank transaction. Essentially, this is the same as the folder that contains the underlying transaction. Types include "Check Disbursements", "Deposits", "Journal Detail", "Payments", and "Receipts".

Subtype

The source subtype of the bank transaction. The subtype depends on the source type. Subtypes include "Bank", "Check", "Net Pay", and "Reversal".

Item

Use this field to drill down to the underlying transaction.

Note

Since the Payroll package does not currently provide a folder for direct deposit items, the Source Item field is blank for direct deposit transactions.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Reconciliation

Statement

If the bank transaction is currently outstanding, this field is blank. If the bank transaction has cleared the bank, this field indicates the statement date of the bank statement on which the bank transaction was cleared. The bank account on the statement and the bank account on the transaction must match.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

Cleared Date

The date the bank transaction cleared the bank. If you do not want to track this information, you can leave this date blank. This date should always be blank if you are marking the transaction reconciled even though it will never clear the bank (e.g., void or reversal transactions).

Comment

A comment about the reconciliation of the bank transaction.

Reconcile Date

The date and time the bank transaction was marked as reconciled.

Reconcile User

The user ID of the user who marked the transaction as reconciled.

GL Entry Detail

The entry batch, sequence number, and detail line number of the journal detail entry that generated the bank transaction.

The information provided here can help you research the source of the bank transaction. When you drill down on this field to the underlying journal detail record, the Journal Detail window contains a tab that shows the subsidiary ledger source documents.

Press F3 to look up the value.

If a value is already selected, you can press F4 to open the record in its native editor.

GL Account

The GL asset account for the bank transaction.

Positive Pay

Date

The date the bank transaction was marked as positive paid.

Void Date

The date the bank transaction was marked as voided in the positive pay file.

Custom tab

This tab is visible if custom fields exist for the entity. At a minimum, if there are custom fields, a Fields subtab will be present. One or more additional categories of subtabs may also be visible.

Fields subtab

This tab prompts for values for any custom fields set up for entity records of this entity type. Respond to the prompts as appropriate.

References subtab

This tab is visible if other records reference the current record.

Reference

From the drop-down list, select the custom field to view references for. Reference custom fields have the following format: PackageName.EntityName.CustomFieldName.

Example

Suppose a custom field exists on PRCodes that references an ARCode. On the ARCode record, on the Custom > References subtab, you can view all the PRCodes which reference that ARCode.

Exchange Folder subtab

This tab is visible only if you set up a custom field with a data type of "Exchange Folder". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified Exchange folder.

File subtab

This tab is visible only if you set up a custom field with a data type of "File". The label on the tab is the name assigned to the custom field.

This tab renders the contents of the specified file according to its file type.

Internet Address subtab

This tab is visible only if you set up a custom field with a data type of "Internet Address". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified web page.

Network Folder subtab

This tab is visible only if you set up a custom field with a data type of "Network Folder". The label on this tab is the name assigned to the custom field.

This tab shows the contents of the specified network folder.

Attachments tab

The Attachments tab is visible if any record for a given entity has an attachment. If the Attachments tab is not visible, this implies that no record of the entity type has an attachment on it; however, once an attachment is added to any record of the entity type, the Attachments tab will become available.

Attachments

The list box shows the files which are attached to the current record. Highlight a file name to preview the file in the adjacent pane. Double-click a file name to open the file in its native editor.

Preview pane

If a file name is highlighted in the Attachments list box, this pane shows a preview of the file contents. Some file types cannot be previewed but can be double-clicked to open in their native editor.

Change Logs tab

This tab is visible if the user has "Change Logs" access to the associated data folder resource.

The Change Logs pane shows the Change Logs HD view filtered to show all change logs for the selected entity record.

Double-click a row in the pane to drill down to its record in the Change Log window.

Other tab

Memo tab

To include additional information about this record not collected elsewhere, enter it in this text box. This area supports common keyboard shortcuts such as Ctrl+C to copy and Ctrl+V to paste.

Timestamps tab

This tab shows the user who created this record and the date and time of creation as well as the user, date, and time of the latest modification to the record.

Developer tab

This tab is visible only when developer features are enabled.

Automation subtab

This subtab shows field names and values for the current data record. Use the information in the subtab to assist when creating automation objects such as bots and import files. The field names and field values can be copied from the text box and pasted directly into your code or application. To copy content from the text box, highlight the content to copy and press Ctrl+C or right-click your selection and select Copy from the context menu.

Export (XML | JSON) subtab

This subtab shows the XML syntax for exporting the selected data record. The syntax can be copied from the text box as an exemplar for creating your own automation objects for bots, import files, ActivWebAPI, etc. To copy content from the text box, highlight the content to copy and press Ctrl+C or right-click your selection and select Copy from the context menu.

Import (XML | JSON) subtab

This subtab allows you to select a file for import and shows the XML syntax for importing data records. Use the subtab to explore the XML syntax for importing data records. In particular, you can investigate the syntax which results when using Data.Import and ActivWebAPI data POST and DELETE routes.

Change Log (XML | JSON) subtab

This subtab is visible only when the Enable Change Logs option is marked in System Options or Company Options (depending on whether the feature applies at the system or the company level). This is the default setting when developer features are enabled.

This subtab allows you to investigate changes to the current data record. The syntax can be copied for use in bots, dashboards, ActivWebAPI, and other automation. To copy content from the text box, highlight the content to copy and press Ctrl+C or right-click your selection and select Copy from the context menu.

Select Statement (SQL) subtab

This subtab allows you to investigate the SQL select statement used to retrieve the current data record. The syntax can be copied as an exemplar for data sources and other automation. To copy content from the text box, highlight the content to copy and press Ctrl+C or right-click your selection and select Copy from the context menu.

Extras\Bank Reconciliation\Import Bank Reconciliation.xls

Common accesses available on bank transactions

Access	A user with this access can...
Change	Use the mass change action on bank transactions.
Change Logs	Access change logs for bank transactions.
Custom Fields	Create and edit custom fields for bank transactions.
Data	Have read-only access to bank transactions from anywhere in the software (e.g., field validations, filters, date expressions).
Edit	Edit bank transaction records.
Export	Export bank transaction records from ActivityHD.
Read	Have read-only access to bank transaction records.
Report	Run reports with bank transaction information.
Report Designs	Create and edit report designs with bank transaction information. This access enables the Report Designs button on the Output tab of report dialogs.
Shared Answers	Create and edit saved answers related to bank transactions.
Shared Filters	Create and edit shared filters on bank transactions.
Visible	View the Bank Transactions folder in the Navigation pane.

Special accesses available on bank transactions

Access	A user with this access can...
Positive Pay	Create a positive pay file.
Reconcile	Reconcile bank transactions to a bank statement.

The following built-in filters are available for bank transactions:

Filter Name	Effect
? Amount Range	Prompts for a range of amounts and lists the bank transactions with a debit or credit in that range.
? Bank Account	Prompts for a bank account and lists the bank transactions for the bank account.
? Date Range	Prompts for a range of dates and lists the bank transactions with a transaction date in that date range.
? GL Memo Contains	Prompts for a text string and lists the bank transactions where the memo text contains the text specified. Automatic prefix and suffix parameter wildcarding is applied on the search term.
? Reference	Prompts for a text string and lists the bank transactions where the reference field contains the text specified. Automatic prefix and suffix parameter wildcarding is applied on the search term.
Outstanding Bank Adjustments	Lists the outstanding bank transactions with a source type of "Bank Statement Adjustment".
Ready for Positive Pay	Lists the bank transactions that are ready for positive pay.
Unreconciled Transactions	Lists unreconciled bank transactions only.

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Bank transactions

Reconcile a bank transaction in the Bank Transaction window

Reconcile transactions from the Transactions folder

Unreconcile a bank transaction in the Bank Transaction window

Unreconcile bank transactions from the Transactions folder

Create the positive pay report

Data extensions