Bank Account Reconciliation (PR85.1)
Use Bank Account Reconciliation (PR85.1) to reconcile and void payments closed by running PR197 (Payroll Close). You can reconcile individual payments or a range of payments. You can also void partial payments.
Processing Effect
Direct deposit payments are automatically assigned a reconciled status when you run PR197.
If the bank provides account activity on magnetic tape, run PR165 (Bank Reconciliation Tape Processing) to update PR85.1 with all bank activity that occurred during a specific period of time.
To void a payment, select line action Void next to the appropriate payment. You can type a date for the void, or allow the system date to default. The system updates payroll history files based on the void date. The system also uses the void date when creating reversing general ledger entries for a voided payment or partial voided payment. To void a partial payment, select P in the Type field. Choose the direct deposit void button (asterisk) to indicate the general ledger offset accounts.
If you enter No in the Create Distributions field on the company or process level record, or if payroll history is purged, the system creates general ledger distributions based on current distribution information.
More Information
The Sub-Status field is optional. This field is designed for Reconciled payments only. When you reconcile the payment as 'unclaimed' wages, a sub-status field can be entered so that the payment can be flagged as an 'escheated' payment. Sub-status values were defined to allow the user to flag a payment with different sub-statuses to 'track' the payment at different points in the 'escheatment' process. Here is a summary of the sub-status values and when they could be used.
1 (Escheated payment) - Payment becomes stale dated and flagged as unclaimed property. Reconciled payments with this sub-status can not be purged (PR300).
2 (Escheated pymt filed with govt) - Unclaimed funds are reported/turned-over to the state
3 (Hold) - Note: this is a valid sub-status value in the database, but is not provided as an option to clients on PR85 at this time.
4 (Reissued) - Employee claims payment - funds not turned over to the state and another payment issued in its place
5 (Cashed) - Employee cashes check after payment flagged as '1' (Escheated). Sub-status could either be removed or flagged with sub-status of '5'.
Run PR197 (Payroll Close) in report mode to produce a listing of distribution transactions.
To update history files for the voided payment, run PR197. If you do not run PR197 specifically to close voided payments, the voided payments are updated when you run PR197 for the next payroll cycle.