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Check Reconciliation

This page is updated by the Manual Disbursement and Automated Disbursement transactions. One record is inserted on this page for each disbursement. Each record contains disbursement data such as Check/EFT number, Amount, and Status. The Check Reconciliation Process moves records from this table to the Paid Checks table. Records can be added to the Check Reconciliation page from the Paid Checks page by using the Move to CHREC action on the Paid Check Restore Mass Update page. This situation occurs when the status of a record on the Paid Checks page needs to be changed to perform additional actions or to rectify a mistake that happened at the Bank. The Paid Check Restore page allows authorized users to move records from the Paid Checks page to the Check Reconciliation page. Refer to the "Restore a Record on Paid Check Restore" topic for more information. When the records are moved to the Check Reconciliation page, the Status field is set to Disbursed/Warranted, the Positive Pay Indicator is checked (non-displayed field) and the Cleared Date field is set to blank even for the EFT records. Check/EFT records can then be moved to the Paid Check page by changing the Status to Paid, setting the Cleared Date field, and running the Automated Check Reconciliation batch process.

The Check Reconciliation page contains the following actions/links:

Page-level actions/linksPage-level actions/links

There are two stop payment options in Advantage Financial. Sites can use one stop payment method but not both simultaneously. It is recommended to create a Configurable Validation (BORULE) record to prevent the simultaneous use of both options or to place restrictions on the stop payment method by bank. 

The first stop payment option uses the statuses of Stopped and Undelivered. A user updates the check status to Stopped on the Check Status Update page in Advantage Financial and contacts the bank to halt the check payment. Undelivered status can be used instead, when applicable. 

The second stop payment option works with the Stop Payment Extract process. This option allows users to manually request stop payments on the Check Reconciliation page using the Check Status Update page along with the following Status values:

• Request Stop Reissue - Used when there is a need to reissue the payment after placing stop on the disbursed check.

• Request Stop Cancel - Used when the payment should not be reissued, and it should be cancelled.

• Pending Stop Reissue and Pending Stop Cancel - These statuses are used for when a stop has been requested outside of the Financial System, such as over the phone or via the bank’s software. The Stop Payment Extract also updates disbursements from Request Stop Reissue to Pending Stop Reissue and Request Stop Cancel to Pending Stop Cancel. For more information on the Stop payment Extract Process, refer to the Accounts Payable Run Sheets Guide.

• When a stop payment is confirmed in the banking system, the corresponding disbursement transaction should be cancelled in Advantage Financial. After completing the cancellation of the disbursement transaction, the check status on Check Reconciliation page is updated from Pending Stop Reissue or Pending Stop Cancel to Cancelled.

• When a stop payment has a status of rejected in the banking system, the check status should be manually updated on the Check Reconciliation page from Pending Stop Reissue or Pending Stop Cancel to Paid.

• The process for reviewing the stop payment status on banking system and making the appropriate updates in Advantage is entirely manual.

Note: It is recommended for sites to configure validations for the below contexts. 

• Allow a user to use the first stop payment status, Stopped, and prevent them from using the second stop payment methods, Request Stop Reissue, Request Stop Cancel, Pending Stop Reissue, or Pending Stop Cancel, or vice versa.

• Allow a specific bank to use only the Stop method and prevent them from using the Request Stop Reissue, Request Stop Cancel, Pending Stop Reissue, or Pending Stop Cancel methods, or vice versa.

• To prevent user from entering the Clear Date on the Check Status Update page when the check has a stop payment.

Refer the sample combination validations given in the below Check Status Update topic for more information.