BalanceWare Help v2.315
Bank Reconciliation
In This Topic
The first button on the left of all ribbons have a Timekeeper On / Off toggle button which allows BalanceWare to track time by client. See the TimeKeeper Dashboard help topic for details.

The functionality in this Help Topic is dependent upon Interim Settings, found on the Writeup tab. See the Current Period help topic for further information.

The Bank Reconciliation Dashboard provides assistance with reconciling cash accounts. Importing cleared checks should be performed prior to using the dashboard and any changes made via the dashboard will be lost upon importing cleared checks.

All images in BalanceWare Help can be enlarged by clicking on the image.
 Notes & Attachments (Collapsible)
Use the Engagement Documentation dashboard to associate client documents and notes with objects in BalanceWare.

Notes and documents can be linked to the following items (on a per client basis):

 Look for the Engagement Documentation icon on BalanceWare forms.


Clicking the icon will open the Engagement Documentation dashboard. In the case of journal entries and cash disbursement batches, double-clicking on the Preparer Notes field accomplishes the same. Once open, click on any attachment to open the document.

Engagement Documentation Dashboard (with callouts)

Engagement Documentation Dashboard (with callouts)

See the Review Notes button on the Client Tab for reviewing notes from all sources within BalanceWare. 

Note: to maintain link integrity, do not manage documents from Windows Explorer. Moving or deleting client documents may break links. Documents can be edited and documents can be added using Windows Explorer, but do not delete or move documents or folders. Broken links will be placed in a special folder in the Documents treeview called "Orphans" and can be relinked from this special folder.

New with BalanceWare version 2.308 is the ability to add notes to individual accounts.  Simply open the Engagement Documentation dashboard from any form, document, journal entry, or cash disbursement batch and select an account at the bottom of the report.

All notes and attachments for forms, documents, journal entries, cash disbursement batches, and accounts can be reviewed and edited from the Client tab by selecting Review Notes.

Reviewing and Editing Notes

Reviewing and Editing Notes

The Bank Reconciliation dashboard provides the ability to manage clearing discrepancies, clear a check, unclear a check, add and delete checks, etc. Other useful Bank Rec Helper tools include the Bank Rec Helper report and the ability to export the bank reconciliation data to Excel.

The Bank Reconciliation Dashboard

The Bank Reconciliation Dashboard

The Bank Reconciliation Dashboard 

Bank Account

Select an account from the dropdown field. Disbursement accounts assigned to cash disbursement journals will be populated in the dropdown box. Use the F12 key to quickly navigate to the Bank Account field.


A video on this Help Topic is available on our Video Page.


There are 3-views in the Bank Reconciliation Dashboard. The default view is All Checks, but the view can be limited to Current Year Checks or Outstanding Checks. Use the F11 key to toggle the view setting. 

Edit P/Y Outstanding

The prior year outstanding check list is created during the year-end close based upon the prior year bank reconciliation. This information can be edited by clicking on the Edit P/Y Outstanding button or pressing Ctl-E.

See the inline calculator Help topic for quick calculations in amount fields.

Bank Reconciliation Totals 

In the upper right-hand corner to the Bank Reconciliation Dashboard are the totals for various lines of a traditional bank reconciliation.  

Navigation and Editing

Function Keys F5 (first record), F6 (last record) and F7 (new record) are used on continuous forms and continuous sub forms.

F8 can be used on any field to select or de-select the field contents.

To undo any edits use the ESC key before navigating away from the field.

All amount fields can be evaluated by terminating an expression with an equals sign.

TAB will change the focus to a sub-form and or the next sub-form.

Bank Reconciliation Continuous Sub Forms

The BR Dashboard has 4-continuous sub forms, as follows: Discrepancies, Un Cleared, Un Issued and Cleared. The buttons in the footer of each sub form are tools for managing the reconciliation process.

Clearing Discrepancies

The two tools (buttons) allow for:

Uncleared Checks

The two tools (buttons) allow for:

Unissued Clearing Items

The tool for un issued's is a Delete Item button. These items would originate from an import of cleared charges.

Cleared Checks 

The two tools (buttons) allow for:

Import Cleared Charges 

Many clients will have online banking with the ability to download cleared charges. BalanceWare can import this data and as a result, the bank reconciliation is almost completely automatic. Clearing discrepancies may exist and BalanceWare locates all discrepancies on the Bank Rec Dashboard, making it a simple task to finish the reconciliation.

Every row to be imported must have a check number. If the transactions downloaded from online banking does not assign numbers to non-check charges, manual entry of a unique number for each charge will be required. Duplicate check numbers will not be imported.

The column headings must be as shown in Row 1 on the illustration below. There can be additional columns on the spreadsheet which will be ignored. Elimination of unwanted rows is recommended to avoid extraneous data which may create strange results. The worksheet to be imported must be the first tab of a multi-sheet workbook.


Import Cleared Charges Form

Import Cleared Charges Form

Instead of creating your own Excel import worksheet, click on the Use a Template button to open a template for pasting data. The Excel template file contains instructions to produce an import with data integrity. Using a template is a good option for first time users.
Cleared Checks & Charges Import Template

Cleared Checks & Charges Import Template

After completing and saving the Excel import workbook, return to the BalanceWare import form and click on Proceed and a Windows Explorer will open. To complete the process, select the import workbook.

Export Bank Rec 

The bank reconciliation data can be exported to Excel by clicking on Export Bank Rec in the ribbon. A Windows Explorer window will open. Select a location and name the Excel file. The default folder is the client's folder.

Bank Reconciliation Excel Export

Bank Reconciliation Excel Export

Support Ticket 


Submitting a support ticket is the best way to expedite your issue. The support ticket automatically includes information we need to service your installation properly. By submitting a support ticket, we won't have to ask you all the preliminaries and, if you add a brief description, we will be better prepared to get to the heart of the matter ! We receive your ticket immediately upon submission and will respond ASAP; usually within minutes. Submit your support ticket from the About form on the Help tab.



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