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Bank Reconciliation in Trams Back Office

  • Updated

Bank Reconciliation allows you to verify that your check register agrees with your bank statement.  The reconciliation is normally run monthly, after you receive your bank statement.  

**There is a recording available at the end of this article.

There are two types of reconciliation:

  • Manual
  • File
    • The format must be .cvs

Steps for Bank Reconciliation:

  1. Download the file from your bank's web site (for File reconciliation only). The only file format we accept is a .CSV format.

    • Deposits are reconciled by the amount and the date. The date on the TRAMS payment must be with in one day before or after the date on the bank deposit
    • Checks are reconciled by the check number and the amount. When a transaction amount is not an exact match, an error notation appears

  2. In Trams, go to Payments | Reconciliation | Bank Reconciliation

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  • Select the Bank Account
  • Enter the date range for the reconciliation
  • Enter the ending balance from the bank statement
  • Select OK.  The following Bank Reconciliation Screen comes up

     3. Bank Reconciliation Screen

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  • Beginning Balance should match beginning balance of statement
  • When complete, the Deposits, Withdrawals/checks and ending balance should match your statement
  • Deposits should match your total deposits on your bank statement
  • Withdrawals/Checks should match your bank statement
  • Ending Balance should match your bank statement when you have a $0 Variance
  • Your goal to have variance from statement be $0
  • Buttons on the Bank Reconciliation screen
    • Toggle – changes the status of the payment to either ‘cleared” or to ‘uncleared’.
    • Invert – reverses the status of all payments on the Bank Reconciliation screen
    • Clear All – changes the status of all payments to ‘cleared’
    • Refresh - allows you to minimize Bank Reconciliation screen, make changes or additions, then redisplay the Bank Reconciliation screen and display the changes you made when outside the Bank Reconciliation
    • New - allows you to enter a new transaction that will automatically appear on the Bank Reconciliation Screen without clicking on ‘Refresh’. You can enter a Deposit, EFT Received, EFT Made, Withdrawal, or Check payment.
      • Be sure to enter correct payment date
      • Be sure to click Refresh after adding payments
    • Edit – allows you to query and edit a payment
    • Print – allows you to print a copy of your Bank Reconciliation
    • Columns – Allows you to modify the columns on your Bank Reconciliation screen
    • Reconcile – Allows you to query for a ‘CSV’, to assist you with a file bank reconciliation
    • Sort by- allows you to modify the sort of your bank reconciliation

     4.  File Reconciliation

  • Select Reconcile
    • Enter the filename and path or Browse for the file, then click next
    • Select File type and map the fields
      • Example: The Query Screen for a Wells Fargo CSV file shows this information:
        • Field 1 to be the "Date" of the check.
        • Field 2 to be the "Amount" of the check.
        • Field 3 to be "Unknown/Not Used"
        • Field 4 to be the "Check Number" of the check
        • Field 5 to be the "Remarks" on the check
        • Field 6 to be blank or "Unknown/Not Used"
          • Ensure that the correct description for each field appears in the drop down field based on the example above. Click Next to continue.
    • Review the “Bank Rec from file” screen for payments that are matched or error messages. If amount is different, you will need check TRAMS payment for accuracy and make any corrections necessary. Also watch for payments that are not matched, you may need to add that payment in TRAMS Back Office.
    • Click Next to return to Bank Reconciliation screen, continue with manual reconciliation, editing payments and/or adding missing payments.
  • Manual Reconciliation - Compare the items on your screen to the bank statement, and highlight any item listed on the bank statement and Toggle the item closed
  • Once all items are cleared, you can click Print if you wish to print out a copy of the statement
  • When you press OK to save the reconciliation, you will get a prompt that will read, “(xxx) Payment(s) will be Marked Cleared and (xxx) Payment(s) will be Marked Uncleared, Continue? Yes or No. Click Yes
  • We recommend that you print a copy of your check register. Go to Reports | Core| Check Register.  Run 2 reports, one with the Bank Reconciliation to “Not Cleared” and one with the Bank Reconciliation set to “All”

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