Add a Government Payable Reconciliation

1. Access the Reconciliations area.

   1. To access the General Ledger from the Home screen, do one of the following:

   1. • Click General Ledger on the navigation panel.
      • Click Areas > General Ledger on the menubar.
      • Click the down arrow next to Home on the options bar and select General Ledger.

   To access the General Ledger from another area of the program, do one of the following:

   • Click Home > General Ledger on the menubar.
   • Click the down arrow next to Home on the options bar and select General Ledger.

   2. Click Reconciliations on the navigation panel or Areas > Reconciliations on the menubar.
2. Click Government Payables under Reconciliations on the navigation panel.
3. The Government Payable Reconciliations screen displays. Do one of the following:
   • Click the Add button to the left of the list.
   • With focus on the list, press [Insert] on your keyboard.
   • Press [Ctrl] + [N].
4. The Add Government Payable Reconciliation Criteria screen displays. Payable entity is selected by default in the criteria list. Click the Selected radio button to choose specific government entities, or the All button to reconcile all entities.
   
   Optionally select Include inactive to include all vendor accounts, regardless of whether the accounts are active and whether they are designated as government entities. You can use this option to clean up old payables for government entity accounts that are no longer used.
   
   If you choose the Selected radio button, select an entity in the dropdown menu. Click Add. To add another government entity, repeat these steps.
   
   Selected entities display in the list. To remove an entity from the list, highlight it and click the Delete button to the left of the list or press [Delete] on your keyboard.
5. The State/Province, Agency, Branch, Department, Profit Center, Transaction Code, and Line of Business criteria default to All. To change any of these criteria, do the following:
   1. Select the desired criterion.
   2. In the Available frame, click the Selected radio button. Make a selection from the dropdown menu and click Add.
   3. Each item that you add displays in the Selected list. To remove an item from the list, highlight it and click the Delete button or press [Delete] on your keyboard.

   Note: The only transaction codes available for selection for the Transaction Code criterion are those in the Government Tax and Government Fee classes.

6. Under Month/Date, you can filter by Accounting month, Policy effective date, or Transaction effective date. Select the appropriate radio button to choose how to select items to reconcile and enter a range of dates. You can also select Open for the starting and/or ending date.
7. Select one of the following for the Receivable criterion.
   • All: Do not filter by the receivable status.
   • Partially paid: Include all taxes/fees with client payments applied against them, whether or not the receivable balance is $0.00.
   • Fully paid: Include all taxes/fees with a receivable balance of $0.00, i.e., all taxes/fees fully paid by the client.
   • Unpaid: Include all taxes/fees with unpaid receivable balances.
8. Under Remission Method, you can select Invoiced or Paid. Select the appropriate radio button to choose how to remit the items on the statement. The basis on which taxes are remitted may vary by locality.
   
   Note: If you select Paid, the Payable Due column in Government Reconciliation Detail will display the amount due to the government based on the amounts applied within your selected Month/Date criteria for the statement. This amount will also default into the Amount to Pay column, but you can change the Amount to Pay if necessary.
9. In the Statement section, enter a Description for the reconciliation statement.
10. Optionally select Automatically flag all items to reconcile all items on the statement automatically and flag them for full payment.
11. In the Payment section, change the Accounting month and/or Description if applicable.
12. Click Detail to continue the workflow.
    
    Note: If a suspended statement already exists for the selected payable entity + state/province + agency + branch + department + profit center + transaction code + line of business, you are prompted, “Suspended statement(s) already exist. Do you wish to continue working on the following statements?” Click Yes to open the existing suspended statement, or No to modify your criteria selections.
13. The Transactions screen displays. Use the filter to narrow the list of transactions if necessary.

    

    These are the choices in the first dropdown menu:

    • Client Code
    • Client Name
    • Policy Number
    • State/Province
    • Transaction Code

    The choices available in the second dropdown menu vary, depending on the selection you made in the first dropdown.

    • Equals: Enter the search criterion (e.g., the full code or name) in the field to the right. Click Find.
    • Contains: Enter at least one letter of the search criterion in the field to the right. Click Find.

    You can apply multiple filters if necessary.

    1. To apply multiple filters to the list, do one of the following:
       • Click the Edit Filter button .
       • Press [Ctrl] + E.
    2. The Edit Filter pop-up window displays. 
       
       Note: You can also use the Edit Filter button, rather than the search bar, to apply a single filter to the list if you prefer.

    

    3. Select and/or enter your desired search criteria using the dropdown menus and fields, and then click the Add button. The Name, Compare Type, and Criteria for your filter display in the list. Click one of these column headings to sort the list by that column. To reverse the sort order, click the column heading again.
    4. To apply additional filters, enter additional search criteria and continue clicking Add. To remove a filter from the list, select it and click the Delete button.
    5. Click Finish when you have applied all of your desired filters.
       
       To exit the dialog without applying any filters, click Cancel.
14. To flag an item for full or partial payment, select the checkbox next to the transaction and enter the appropriate amount in the Amount to Pay field. The Total amount to pay sum at the bottom of the screen updates accordingly.
15. To associate an activity to a transaction in the list, select the transaction and click the Activity button.
    1. Select the level at which to attach the activity:
       • Account
       • Bill
       • Claim
       • Line
       • Policy
       • Transaction
    2. If you opt to attach to the Account, Claim, Line, or Policy, make the appropriate selection in the list. If you select Bill or Transaction, the Bill # or Item # for the selected transaction defaults.
    3. Click Continue. Add the activity as usual.
16. To close reconciliation detail, click the red X in the navigation panel. Your changes are automatically saved.