This article explains how to run the monthly bank reconciliation in d6 Finance. Completing the reconciliation each month keeps your cashbooks accurate and ensures your closing balance matches your bank statement. It is for school finance administrators.

Finance > Cashbook > Reconciliation

Overview

The monthly bank reconciliation confirms that your d6 cashbook balance and your actual bank statement balance are in agreement. Unreconciled items represent transactions that have been captured in d6 but have not yet cleared your bank (or vice versa). The reconciliation must be completed each month before you close off the period. Skipping a month makes the following month significantly more complex to clear.

Steps to complete the bank reconciliation

1. Navigate to Finance > Cashbook > Reconciliation.

2. Select the cashbook you are reconciling (start with your main bank account).

3. Select the statement end date (the last day of the month you are closing).

4. Click Open to load the reconciliation screen.

5. Confirm that the following balances agree:
   Cashbook closing balance + outstanding deposits – outstanding payments = Bank statement closing balance.

6. Once the difference is zero, click Save to lock the reconciliation for that month.

Troubleshooting common differences

• Bank charges not captured: Bank fees appearing on the statement but not in d6. Capture them as a General Ledger journal entry, then tick them on the reconciliation.

• Duplicate receipts: A payment captured twice in d6 needs to be cancelled under the Receipts button.

• Outstanding deposits: Cash receipted in d6 but not yet deposited at the bank. These are normal if you are using the undeposited funds account correctly.

• Incorrect cashbook allocation: A transaction allocated to the wrong cashbook. Use a cashbook transfer to move it to the correct account before reconciling.

Frequently asked questions

My reconciliation will not balance. Where do I start?

Start by confirming the opening balance for the month matches the closing balance from the previous month’s reconciliation. Then work through each unmatched item systematically: check if the item appears on your bank statement, confirm the amount is correct, and confirm it was allocated to the right cashbook. The most common causes are bank charges not captured, duplicate receipts, or a payment allocated to the wrong cashbook.

Do I need to reconcile my petty cash cashbook as well?

Yes. The petty cash cashbook should be reconciled against your physical petty cash float at the end of each month. Count the physical cash, compare it to the petty cash cashbook balance in d6, and investigate any difference. Common causes of petty cash differences are receipts not captured or payments with incorrect amounts.

Can I reconcile two months at once if I missed last month?

Yes, but always reconcile one month at a time, starting with the oldest unreconciled month. Run last month’s reconciliation first, save it, then run the current month. Attempting to reconcile two months simultaneously creates overlapping outstanding items that are very difficult to clear cleanly.

I have reconciled for the month but forgot to capture bank charges. Can I reopen the reconciliation?

Contact d6 support at support@d6plus.co.za to assist with reopening a saved reconciliation. Do not attempt to post a backdated journal to correct this on your own, as it can cause the reconciliation to go out of balance again.