Supporting Documents

Information that is described in a reconciliation should be supported by - what else - Supporting Documents! These can be items like an:

• Invoice
• Month-end Report
• Bank Statement
• Vendor Statement
• Loan Agreement
• Lease
• Memo
• Email
• Royalty Agreement

If you looked at something to validate an item that is in a reconciliation, that "something" should be attached to the reconciliation so anyone who reviews the reconciliation can also see that "something".

Documents can support the reconciliation as a whole - like a bank statement or month-end report. Documents can also support specific items in a reconciliation - like an invoice, copy of a receiving slip, or copy of a check.

Reconciliation Supporting Document

To add a document to a reconciliation, click on the New button in the Supporting Documents section of the reconciliation.

The Select a document to attach dialog box will open. Click on Browse to locate the document you want to attach to the reconciliation.

Remember the name of the file you are attaching might not be descriptive of the contents of the document. Type a complete Description and click OK. The document is now saved in the Documents database and can't be edited... or removed. A true enterprise level of control.

Documents attached to a reconciliation will remain until you tell RecWizard to no longer show the document. To do that, click on the Close Date check box and fill in the date you want the document to "disappear". Just like a Reconciling Item, the Document will be part of the reconciliation until that Close Date. This document, the A/R Aged Trial Balance, will be part of the December 31 reconciliation, but NOT the January 31 reconciliation.

Reconciling Item Supporting Documents

Besides attaching documents to the reconciliation you can also attach documents to specific Reconciling Items. The document will remain with the item and will be available to be viewed at any time. Documents are attached using the same process shown above. However, there is no need to determine a Close Date. When the Reconciling Item is closed, the supporting document goes with it.

Viewing Supporting Documents

To view a supporting document, you will select a document and then click the View button.

If you have the appropriate software to open the document, for example, you need Microsoft Excel to open an .xlsx file, the document will open using that software. What do you do if you don't have that software? Use the Save As button, of course.

This will allow you to save the document on your computer or on a removable data storage device. You can then take the document to another computer that has the appropriate software application to open the document.

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