Account Reconciliation>double-click on account to reconcile.

Enter the Ending Balance off of the statement.  Make sure ‘Show All Transactions’ is checked.

Sort by Description, and check all the voided payments that cancel each other out (‘Difference’ # should stay the same.)

Sort by date or amount, and check all the payments and purchases shown on the statement, writing on the statement which ones you mark.

 

If a payment seems missing, highlight the amount, and check the following:

• Look up the vendor, was it paid with the wrong account?
  • Search for it under the bank account.  If it was recorded as ‘manual’, void the payment and choose CC, and reprocess.  If it was recorded as ‘charge’, view payments.  If a check went out, do not void it, work with the vendor as to what they will do with our check.  If they will void it, you can void the payment.  If they are keeping it as credit, you will need to duplicate the payment, and record a new one paid via credit card.
• Sort by status: is it one of those not checked off, but entered incorrectly?
• Is it a vendor we do not get an invoice for (GoTo Meeting, Google G Suite)?  If so, check against sheet (Invoices NOT Necessary to Get Tim’s Tamp of Approval Before Paying), and enter (you can copy last one, making sure amount and payment method are correct).
• Is it still unprocessed because we haven’t received it yet?  On PO, go File>Down Payment, to enter the amount we’ve already paid.
• Have all receipts been entered up to the statement ending date?
• Did someone forget to turn in their receipt?  Ask them for it, because we really should have it.  If they don’t have a receipt to turn in, they need to tell you what it was for.  After you’ve heard from them, create the record.

If payment was recorded, but amount was simply wrong:

• Find the original PO (verify that their amount is actually correct), unprocess, void payment, adjust PO, make sure method of payment is correct (it goes back to charge), and reprocess.  Back on your reconciliation screen (close and reopen), select both the positive and negative payment you just voided.

If you have done due diligence/heard back from your card holders, and it’s a valid payment, but we simply didn’t get it recorded, go and make up a PO, using the vendor, date transaction was run, correct bank account, and correct amount, and process.

Sort by date, then status.  Is everything not checked off valid payments? Possible reasons:

• It’s something the business is paying, but their personal card was ran.  Void the payment, make note, and reimburse them.
• Will it come through on next month’s statement?  If so, it can be left alone.

 

After everything is selected on the statement, and no old/invalid records are sitting there (your Difference should be $0/blank), export the reconciliation. Click Print>1 Account Reconciliation>Yes (to save changes)>Export>OK>OK.  Save it in the Bank Statements folder (under Dropbox>Accounting Files on Drop Box>Accounting>Ban Statements), and title it CC account reconciliation, dd-mm-yy.  Next click ‘Reconcile’, and say Yes.  Close out and save.

 

Write up an Expense ticket, (vendor Capital One) for the amount you want to pay (usually the entire balance).  If for some reason you want to make partial payment, you must make a separate ‘expense invoice’ for each of them, NOT make multiple payments on the same ticket.  Scan the statement, attach in documents, and process.