Input for the Reconciliation Process

The Check Reconciliation table and the Check Exception table serve as input to the Check Reconciliation process.

Check Reconciliation (CHREC)Check Reconciliation (CHREC)

The Check Reconciliation (CHREC) table is updated by Manual Disbursement (MD) and Automated Disbursement (AD/EFT) transactions. One record is inserted to Check Reconciliation for each disbursement. Each record contains disbursement data such as vendor, check/EFT amount, and status.

Note: Records can also be added to the Check Reconciliation table from the Paid Checks table by using the Move to CHREC action on the Paid Check Restore Mass Update table. This situation occurs when the status of a record on the Paid Checks table needs to be changed to perform additional actions or to rectify a mistake that happened at the Bank. Please refer to "Paid Check Restore" topic or the "Restore a Record on Paid Check Restore" topic for more information.

The Recently Reconciled field on the Check Reconciliation table is used to identify the reconciled records during the current Check Reconciliation process run. This is a protected field on Check Reconciliation. The default value is not checked, which indicates that the record has not been reconciled by the Check Reconciliation process. This field is automatically checked, when the record is reconciled by the Check Reconciliation process.

Changes can be made to various fields on the Check Reconciliation record via the Check Status Update page. If the Check Reconciliation Manual Update Tracking parameter on the Application Parameters table is set to Yes, then an audit record is automatically added to the Check/Deposit Manual Update Tracking table if a manual update is made to Check Reconciliation via the Check Status Update page.

Check/Warrant Claims: Restoration and ReissueCheck/Warrant Claims: Restoration and Reissue

When claims are received regarding uncashed disbursements, accompanied by an affidavit from the payee and authorized by the appropriate authority or system, the original warrant or check can be cancelled, and a replacement can be issued.
 
The cancellation of checks or warrants issued through Automated or Manual Disbursements (AD/MD) being performed on the Check Reconciliation (CHREC) page, an appropriate reason type must be selected out of the below. Accompanying actions around another payment are dependent upon local procedures.

  • Replacement Request: This is selected when the payee has requested a replacement for the uncashed check or warrant.

  • Post Office Return: This option is used when checks or warrants are returned as undeliverable by the postal service.

  • Generic Indication 1: This field is available on Check Reconciliation, Check Status Update, and Check/Deposit Manual Update Tracking, and is open to any use, which in this case can be whether or not a disbursement should be published to an external site listing outstanding disbursements.

Check Exception (CHEXCP)Check Exception (CHEXCP)

The Check Exception (CHKEXCP) holds records that failed the comparison between the bank file and Check Reconciliation by the Check Reconciliation process. Check Exception also holds records from the bank file until the comparison is completed.

Records are added here by the Check Reconciliation process. Generally, records are removed from when a record has been reconciled through Check Reconciliation. However, sometimes it may be necessary to delete a record manually if it has been determined that a record needs to be deleted. One marks the record for deletion using the Check Exception Update link. If a record is marked for deletion and the Check Reconciliation Manual Update Tracking (CHK_RECON_MNL_UPD_TRKG) Application Parameter is set to Yes, then an audit record is automatically added to Check/Deposit Manual Update Tracking for the event.