How to see when entry was cleared

[kristengp]

I have a check entry that shows up in my posted transactions, but it does not show up on my bank reconciliation list. It must have already been cleared, but I've look at the reconciliation reports and I can't see where. Is there a way to look at an entry and see the date on which it was cleared? Thank you.

[Zorak]

If it's not showing on the reconciliation reports, then it likely wasn't previously reconciled.

Verify that the transaction in question did actually debit or credit the bank account that you are trying to reconcile. Also, verify that the date of the transaction is prior to the ending statement date. If not, you can uncheck the option at the top of the Reconcile Bank Accounts screen labeled "Only show items dated before statement date". That will allow future dated transactions to be included.

[kristengp]

Thank you for the ideas! I've double checked the reconciliation reports, and it never shows up, not in the cleared list nor in the list of items remaining uncleared. The posting date is 12/06/2023. I see the check number before and the check number after in the reconciliation reports. It is credited to the same bank account as usual. There must be something I'm missing, but I can't figure out what it is. I wish I could call Powerchurch and ask them, but I know they're not really functioning as usual at the moment. Still wondering if there's somewhere that shows when an entry was cleared. Open to more suggestions from anyone!

[NeilZ]

Thank you for the ideas! I've double checked the reconciliation reports, and it never shows up, not in the cleared list nor in the list of items remaining uncleared. The posting date is 12/06/2023. I see the check number before and the check number after in the reconciliation reports. It is credited to the same bank account as usual. There must be something I'm missing, but I can't figure out what it is. I wish I could call Powerchurch and ask them, but I know they're not really functioning as usual at the moment. Still wondering if there's somewhere that shows when an entry was cleared. Open to more suggestions from anyone!

A few quick questions ... when you do the reconciliations, do they come out as 'zero' ?? Do you see the check in other modules such as Accounts Payable or Payroll? Do you see the check on the bank statement for December 2023?? Was the check voided or reversed ??

[kristengp]

Thanks NeilZ- Unfortunately our reconciliation doesn't balance to zero right now because of some errors from the payroll system that are still getting corrected. But each month I make sure the cleared amounts match the bank statement. If I cleared this check by mistake, it would mean that there is another check for the same amount that I didn't clear, and that is not the case (based on the uncleared checks in the system). I do see the check in Accounts Payable. The check was not cashed until August, so it does not show up on the bank statement until then. I need to clear it with the August reconciliation, but it doesn't show up on the list in the reconciliation module. It is a mystery... I appreciate any of you who are giving it some thought!

[NeilZ]

Thanks NeilZ- Unfortunately our reconciliation doesn't balance to zero right now because of some errors from the payroll system that are still getting corrected. But each month I make sure the cleared amounts match the bank statement. If I cleared this check by mistake, it would mean that there is another check for the same amount that I didn't clear, and that is not the case (based on the uncleared checks in the system). I do see the check in Accounts Payable. The check was not cashed until August, so it does not show up on the bank statement until then. I need to clear it with the August reconciliation, but it doesn't show up on the list in the reconciliation module. It is a mystery... I appreciate any of you who are giving it some thought!

Two things to do:
1. recheck the date of the check, sometimes a check is entered with the wrong year, also make sure its using the correct credit (bank) account on the AR invoice.
2. When you're reconciling, do you UNCHECK the box next to 'only show items dated before statement date? This will show ALL transactions for that account.

[kristengp]

Check is dated 12/06/2023, entered 12/08/2023, posted 08/20/2024. I'm looking at the reconciliation for 8/31/24. I unclicked the "only show transactions before" just to see, still not there. I may have to just figure out how to make it right, without understanding what the problem is. I will work with my colleagues here and see what we can do to make the end result correct, even if it's not technically doing what it should. It's so weird, since the checks entered on the same day, with check numbers on either side of this one, are behaving as expected. Just this one is being odd. Ugh.

[NeilZ]

Check is dated 12/06/2023, entered 12/08/2023, posted 08/20/2024. I'm looking at the reconciliation for 8/31/24. I unclicked the "only show transactions before" just to see, still not there. I may have to just figure out how to make it right, without understanding what the problem is. I will work with my colleagues here and see what we can do to make the end result correct, even if it's not technically doing what it should. It's so weird, since the checks entered on the same day, with check numbers on either side of this one, are behaving as expected. Just this one is being odd. Ugh.

At this point, try this:

1. Take a backup of the accounting database.
2. While the check was written in 2023, the funds were moved in 2024. I'd go into AR, and REVERSE and CORRECT the check, and change the date to August 2024. This may change the 2023 expenses, but frankly, with a check that was held that long, the 'vendor' should have been contacted to see if it gotten lost. I would include as much detail in the notes section of the invoice for an audit trail, and to let others know exactly what happened.
3. Post the transactions created by that AR reversal
4. Do the reconciliation

If that corrects the issue you're good (again, add as much documentation as needed). If it doesn't fix it, just restore the backup you took in step 1. This will bring everything back to where it was.

[kristengp]

Thanks so much for the help Neil!