Using Accounts Payable

Checks: Reconciling ChecksUnderstanding Check ReconciliationWhen you receive notification from your bank that a check has cleared youraccount, you can reconcile that check in Colleague.Reconciling a check in Colleague does not update your general ledger, but itdoes complete the procurement cycle. When you reconcile a check, Colleagueupdates the status of that check as well as the statuses of the procurementdocuments associated with that check. At the very least, this means thatColleague updates the status of the voucher and voucher line items fromwhich the check was created. If the voucher was created from a purchaseorder, that PO and its line items are also updated to “Reconciled” status.Figure 80 illustrates this concept.Note: If a purchase order has items with different statuses (forexample, some items are “Paid,” some are “Invoiced,” some are“Backordered,” etc.), those “Paid” items that are associated with thevoucher and check being reconciled are also updated to “Reconciled.”The status of the other items is not changed. The purchase orderstatus is not updated to “Reconciled” until all of the items on it are alsoreconciled.Note: Requisitions are never updated to “Reconciled” status. Thehighest status a requisition can reach is “PO Created.”Blanket purchase orders are also never updated to “Reconciled”status. The highest status a blanket purchase order can reach is“Outstanding.”Once a check reaches “Reconciled” status, you can purge it from Colleague.You cannot “unreconcile” the check or process it further, except to purge it.When you purge the check, Colleague also purges all “Reconciled”procurement documents associated with that check (see “Purging Checks”beginning on page 445).410 Using Accounts Payable, June 19, 2009© 2009 Datatel, Inc.