Statement Utilities

To access the Statement Utilities menu:

1. From Home Base, click the Accounting button.
2. Click the Reconciliation button.
3. Click Agency Bill.

4. Click Statement Utilities.

The following options are available from this area:

• Statement Closing - Check/Deposit/Misc. No. Assigned
• Statement Closing - No Check/Deposit/Misc. No. Assigned
• Statement Repair Utility
• Reverse Unpaid Reconciliations
• Reverse an Open Reconciliation
• Revise Closed Statement Amount

Statement Closing - Check/Deposit/Misc. No. Assigned

This utility flags all transactions associated with a company statement as paid. The transactions are flagged with the checkdeposit, or miscellaneous number issued to the company when you paid the statement. This program does not affect the balance of any cash accounts; it ensures that the items on company statements are flagged as paid with the appropriate check number. Use this utility to handle three specific situations:

2. • You encounter an internal error while issuing a company check with the Pay Company Statement option in the Cash Disbursements program. If you receive an error, not all items may have been flagged with the correct check number.
   • Someone issued a check for a particular company statement using the Miscellaneous Company Disbursement option before actually reconciling the items associated with the statement (e.g., direct withdrawal).
   • The reconciliation total was a credit amount and the company returned a check to the agency for the items.

1. Click Statement Closing - Check/Deposit/Misc. No. Assigned.
2. Select the agency for which to run the procedure.
3. Select the company whose statement you want to close. The selected company's address displays in the right portion of the Company frame.
4. Select the cash journal from which you wrote the check to pay the company statement.
5. Click OK.
6. The selected company appears at the top of the window. Click the statement to associate with this check number.
7. Click the appropriate radio button to flag the statement with a Check, Deposit, or Misc. disbursement.
8. Enter the number of the check written to pay this company statement in the field provided. All transactions associated with the company statement are flagged as paid by this check number.
9. Click OK to continue or click Cancel to quit without running the procedure.
10. Click Yes to verify closing the statement.
11. You are notified that the statement successfully closed. Click OK.

Statement Closing - No Check/Deposit/Misc No. Assigned

This option is used to close a company statement without assigning a check, deposit, or miscellaneous number if you created a company statement in order to remove or correct errors in Companies Payable. You would not pay a company statement such as this, so you would need to use this procedure in order to close it. Use this option with caution.

1. Click Statement Closing - No Check/Deposit/Misc. No. Assigned.
2. Select the agency for which to run the procedure.
3. Select the company whose statement you want to close. The selected company's address displays in the right portion of the Company frame.
4. Click OK.
5. The Close Unpaid Statements - No Number Assigned window displays. Click the statement to close, and then click OK. A warning displays.
6. Click Yes to close the statement, or click No to return to the prior window. If you click Yes, TAM closes the company statement reconciliation but does not associate it with a specific check, deposit, or miscellaneous number.
7. Click Cancel to return to the Statement Utilities window.

Statement Repair Utility

This option is used to flag all transactions associated with a company statement as paid when an error occurs while closing a statement. The transactions are flagged with the check, deposit, or miscellaneous number issued to the company when you paid the statement. This program ensures that the items on company statements are flagged as paid with the appropriate check, deposit, or miscellaneous number. This option is less comprehensive than the first option but takes less time to run. Use this utility to handle the following situations:

1. • You encountered an error while issuing a check for the company using the Pay Company Statement option in Cash Disbursements.
   • Not all items were flagged with the appropriate check/deposit number.

1. Click Statement Repair Utility.
2. Click OK.
3. Select the agency for which to run the procedure.
4. Select the cash journal from which you wrote the check to pay the company statement. This has no effect on the cash account balance. The program updates all transactions on the statement with the cash journal number as an audit trail.
5. Click OK.
6. Enter the statement number and accounting month in the fields provided.
7. Select the company whose statement you want to close. The selected company's address displays in the right portion of the Company frame.
8. Click the appropriate radio button to flag the statement with a Check, Deposit, or Misc. disbursement.
9. Enter the number of the check written to pay this company statement in the field provided. All transactions associated with the company statement are flagged as paid by this check number.
10. Click OK to continue or click Cancel to quit without running the procedure. If you click OK, the program prompts for verification.
11. Click Yes to begin the procedure, or click No to return to the prior window. If you click Yes, TAM runs the statement repair procedure.
12. Click Cancel to return to the Statement Utilities window.

Reverse Unpaid Reconciliations

Use this option to add or adjust items from a completed company statement. This option reverses the selected reconciliation and enables you to revise it through the reconciliation options. An unpaid statement is one that you reconciled through either the Reconcile a Company Statement or Reconcile Agency Account Current programs but have not yet paid the company through Disbursements. This option does not unflag the items; it reopens the statement so you can add items to it or make adjustments to previously flagged invoices.

1. Click Reverse Unpaid Reconciliations.
2. Enter the number of the statement to reverse in the field provided and click OK.
   
   Note: Use the List Statements option on the Reconcile Company Payables window to determine the number of the unpaid reconciliation statements on the system.
3. TAM reverses the paid statement and leaves it open. You may now make adjustments to the items and then reconcile your company payables.

Reverse an Open Reconciliation

Choose this option to void an open reconciliation statement. Select this option if you have begun a reconciliation and then decide that you do not want to complete the statement. This option unflags any items that have already been marked as paid.

1. Click Reverse an Open Reconciliation.
2. Click OK to display the open reconciliations.
3. Click the reconciliation to void, and then click OK.
4. TAM voids the statement and associated statement number. Any items flagged as paid are reversed. The program confirms the reversal.
5. Click OK to return to the Statement Utilities window.

Revise Closed Statement Amount

Choose this option to revise the total amount recorded on a closed reconciliation.

1. Click Revise Closed Statement Amount.
2. Enter the statement number to be revised, and then press [TAB] or click in the New Amount field. The current statement amount defaults in the Current Amount field.
3. Enter the new statement amount in the New Amount field.
4. Click OK. The program confirms the change.
5. Click OK to return to the Statement Utilities window.