There are two types of bank reconciliation in d6+. The first is a partially automated process where imported bank statements are reconciled with any account from which statements can be drawn (excluding the petty cash account and short-term investment accounts). The second is a manual process used for petty cash and short-term investment accounts, where no bank statements can be imported.

Finances > Cashbook  >  Reconciliation

What do the entry colours mean?

• Orange — Outstanding items not yet reconciled.

• Yellow — Suggestive reconciliation entries (matched by amount and date).

• Pink — Suggestive entries where dates differ by more than 10 days. Check these carefully as they may not be correct matches.

• Blue — Reconciling items that balance.

• Red — Reconciling items that do not balance.

• Green — Reconciliation entries that balance (fully reconciled).

• Note: Amounts in red indicate payments, transfers to, and drawings. Amounts in black indicate receipts and transfers from. The left-hand side represents your actual bank statement; the right-hand side represents your system transactions.

How do I do an automated bank reconciliation?

1. Click Do a bank reconciliation.

2. Select the bank account from the drop-down and click Continue.

3. Select the relevant bank account and click Continue.

4. At the bottom of the screen, change the date to control which transactions are displayed, then click Show.

Orange transactions — outstanding items

1. Click the blue description link of an orange transaction.

2. If it is a payment, the system takes you to the payment screen. Complete the payment and the entry turns green.

3. If it is a receipt, the system takes you to the receipt screen. Issue the receipt and the entry turns green.

Yellow transactions — suggestive items

Yellow entries are matched by the system based on amount and date. Typical examples are cash deposits and bank transfers. If the match is incorrect, click the date on the right-hand side to un-link the entries — they will revert to orange.

• Important: Never reconcile bank transfers or bank deposits by clicking the blue description link. Doing so will duplicate the transaction.

Blue transactions — manually matching items

1. Click the circle next to an orange item.

2. Click the date on the right-hand side that matches the amount. Multiple items can be selected until the total balances (items turn blue).

3. If the right-hand items do not balance with the bank statement, they display in red.

Reconciling Stratcol/Netcash debit order transactions

1. After debit orders are submitted, STRATCOL appears on the bank statement as a blue link.

2. Click the blue link to issue debit order receipts.

3. The linked transactions with their references are displayed. Click Continue.

4. Receipts are automatically issued to debtor accounts and allocated to the relevant items (e.g. school fees, bus fees).

5. Late unpaid transactions display in red. Click the blue link and then Continue to allocate and update the reconciliation.

Reconciling at month-end

1. All left hand transactions must be green, blue, or yellow before you can reconcile.

2. Enter the reconciliation date at the bottom of the page and click Show.

3. Click Continue. A summary block displays the bank balance, outstanding payments and deposits, cashbook balance, trial balance, and any difference.

4. If you agree, click Yes. The system confirms the reconciliation and offers a print option.

How do I do a manual bank reconciliation (petty cash)?

1. Click Do a bank reconciliation, select the petty cash (or short-term investment) account, and click Continue twice.

2. Choose the reconciliation date and click Continue.

3. The screen shows three blocks: Deposits, Payments, and a balance Information (opening balance, deposits included, payments included, closing balance, your physical balance, and the difference).

4. Tick the deposits and payments to include in the reconciliation.

5. Enter the physical cash balance (or the statement balance) in the provided field. There should be no difference between the system’s closing balance and your entered balance.

6. If the difference is zero, click Continue. The system confirms the reconciliation and offers a print option.

• Note: Receipts should never be issued directly to the petty cash account. Always receipt to Undeposited Funds first.

Frequently asked questions

Why does the system not allow me to reconcile at month-end?

Two common reasons:

What should I do if there is a difference in the manual reconciliation balance?

A difference means either not all deposits have been captured or not all payments have been processed. Review the deposit and payment lists, ensure all relevant transactions are ticked, and check that no transactions have been missed on the system.