Reconciliation Report
Executive Summary
Reconciliation Report checks and reports on the reconciliations recorded in the billing system for a date range. Billing staff start a session by choosing a date range. The system reviews every reconciliation dated in that range, confirms that the transactions, client accounts, department distributions, and debit and credit amounts agree, and produces a PDF report of the reconciliations with totals by department. The PDF downloads automatically when the session finishes. Each session is kept in a list that shows how many problems were found ("Requires Review"), and any problems are recorded as messages that can be reviewed or exported.
Key Features
- Start a session for any date range
- Review every reconciliation in the range, with the transactions it reconciled and totals by department
- Automatically download the report as a PDF when the session finishes
- Check each reconciliation for missing or duplicate transactions, missing client accounts or document types, distribution problems, and debit and credit mismatches
- Record every problem found as a message, and show the number of problems in the Requires Review column
- Open a session to review its messages and export the session summary to Excel
Typical Workflow
- Click Create New Session.
- Choose the date range and click Ok.
- When processing finishes, the report PDF downloads automatically and the session appears at the top of the list.
- Check Requires Review. If it is greater than zero, use the edit icon in Actions (or right-click the session and choose Edit) to open the session and read the messages.
- Click Export in the session to save the session summary to Excel.
Report Output
A PDF is produced for every session. It is generated when you click Ok on Start A New Report and downloads automatically as ReconciliationReport_{from date}.pdf. The PDF is not stored with the session, so start a new session to produce it again.
Report Contents
| Content | How it is determined |
|---|---|
| Agency name | The agency name from the account statement settings. |
| From date and To date | The date range entered on Start A New Report. |
| Report date and time | When the session was run, in your time zone. |
| Reconciliation number | One section for each reconciliation dated in the range. |
| Reopened date and user | When and by whom the reconciliation was reopened, if it was. |
| Error flag and message | Shown for a reconciliation where a problem was found. If several problems were found, the last one is shown. |
| Transactions | The transactions reconciled together: client account, client name, document date, entry date, document type and group, whether it is a payment, department, debit or credit amount, notes, supplemental notes, deposit, premium, add source and user, and AlayaCare invoice details where present. A transaction distributed across departments is listed once per department. |
| Department totals | Debits and credits added up by department for each reconciliation. |
Available Permissions
The following permissions are available to be assigned to AlayaCare Roles:
| Attribute | What It Controls |
|---|---|
| View | Open the page and its session details |
Main Grid
Lists every session that has been started, newest first (14 rows per page).
| Column | Description |
|---|---|
| ID | Session number. |
| Added | Date and time the session was started, in your time zone. |
| Added By | User who started the session. |
| From | First day of the date range. |
| To | Last day of the date range. |
| Start | When processing began. |
| End | When processing finished. Blank if the session did not finish. |
| Duration | How long the session took ("< 1 minute", "1 minute", or "n minutes"). |
| Requires Review | Number of problems found while checking the reconciliations. Zero means no problems were found. |
| Actions | Edit icon that opens the session's details. |
Actions
| Button | Description |
|---|---|
| Create New Session | Opens the dialog to start a new session. |
| Edit icon in Actions | Opens the session's details. |
| Edit (right-click a row) | Opens the session's details. |
Dialog Components
Start A New Report
Opens from Create New Session.
| Field | Purpose |
|---|---|
| Choose a Range | Date range of reconciliations to include. Both dates are required: "Please select a valid date range" is shown otherwise. |
Click Ok to begin processing. Ok is disabled while processing is being started.
Session Details
Opens from the edit icon in Actions or from right-clicking a session and choosing Edit. Use the back arrow beside the title to return to the list. The Period box shows the session's date range and cannot be changed.
Tabs
| Tab | Purpose |
|---|---|
| Messages | The problems recorded while the session ran. |
Messages — Grid
Lists the messages recorded for the session (14 rows per page).
| Column | Description |
|---|---|
| Reconciliation ID | Number of the reconciliation the message relates to. |
| Client UID | AlayaCare client ID, when the message relates to a client account. |
| Funder Id | Funder, when the message relates to a client account. |
| Type | Message type. Problems are recorded as Error. |
| Message | Description of the problem. |
Common messages:
| Message | Meaning |
|---|---|
| Transaction not found for transaction n | A reconciled transaction no longer exists. |
| Multiple Transactions found for transaction n | More than one transaction has the same number. |
| Unable to find Client Account … for transaction n | The transaction has no matching client account. |
| Multiple Client Accounts found … for transaction n | More than one client account matches the transaction. |
| Document Type 'x' not found for transaction n | The transaction's document type is not set up. |
| Distribution missing for transaction n | A transaction without a department has no department distribution, or only one line. |
| Distribution found for transaction n | A transaction with a department also has a distribution. |
| Distribution amount does not match for transaction n | The distribution lines do not add up to the transaction amount. |
| Document Type debit or credit 'x' invalid for transaction n | The document type is neither Debit nor Credit. |
| Debits in reconciliation do not match transactions n | The reconciliation's recorded amounts differ from its transactions. |
| Debits (x) not equals to credits (y) | The reconciliation does not balance. |
Messages — Grid Actions
| Button | Description |
|---|---|
| Export | Saves the session summary to Excel (see Processing Overviews). Shown above the tabs. |
Dependencies
The following tables must be configured for lookups on this view to work:
| Table | Description |
|---|---|
| Document Types | Tells the report whether each reconciled transaction is a debit or a credit, whether it is a payment, and its group. A missing document type is reported as an error. |
The agency name on the report comes from the account statement settings.
Processing Overviews
This section describes what happens after you confirm a processing action.
Start A New Report (Ok)
- Requires both dates of the range. The dialog closes and a progress panel appears (the session cannot be cancelled).
- Creates the session record with the date range.
- Finds every reconciliation dated from the start of the first day to the end of the last day in your time zone.
- For each reconciliation, loads the transactions that were reconciled together, and for each one loads its client account, document type, and department distribution.
- Records an Error message, and counts one toward Requires Review, for each problem found: missing or duplicate transactions, missing or duplicate client accounts, a missing document type, missing or mismatched distributions, an invalid debit/credit type, reconciled amounts that differ from the transactions, and reconciliations whose debits do not equal their credits.
- Totals debits and credits by department for each reconciliation.
- Generates the PDF report and downloads it to your computer.
- Saves the end time, duration, and Requires Review count, and refreshes the list. If the report cannot be generated, the session is left without an end time.
Export (in Session Details)
- Builds an Excel workbook with one sheet, Summary.
- Lists the session's ID, cycle, year, period, date range, processing start and end (when finished), duration, number included, when it was added, and who added it. The message list is not included.
- Downloads the file, named reconciliationreport_{date and time}.xlsx, and shows "Exported Successfully".