Troubleshooting Reconciliation Issues

When you generate the reconciliation report, the reconciliation formula may reflect a difference that you must investigate and resolve. The tabs that appear at the bottom of the reconciliation formula are meant to assist you with resolving these reconciliation issues. This page sets out how you can use the information on each of these tabs to resolve the issues.

1. Trust Listing

The Trust Listing tab contains a list of all clients with trust balances as of the reconciliation date. The balance shown on the Trust Listing tab for each matter is the balance that the matter is supposed to have and not necessarily the amount that is the actual balance of the matter as at the reconciliation date. As an example, if a matter is supposed to have a balance of $600 and is subject to an error of $500 where a cheque in the amount of $500 was drawn in error, while the balance shown on the matter transactions is $100, the balance shown on the trust listing tab of the Reconciliation Page is $600.

2. Negative Trust Listing

On the Negative Trust Listing tab, you see a list of all clients that have a negative trust balance in one or more of their matters. As matters are not meant to have a negative trust balance, when a matter is shown on the negative trust balance tab, you should add a corresponding error to address the negative balance in the reconciliation formula. 

To add a corresponding error for a matter with a negative trust balance 

1. Under the Negatir Trust Listing tab, click on the client name, and a table with the client's matters with a negative balance will be shown
2. Next to each matter, click on the plus sign under the Add Error column
3. Enter the error details in the modal that appears and click on Create error. The error amount is usually the same as the negative balance in the matter, however in some cases the error amount could be larger than the negative balance. For example a matter with a balance of negative $400 may be subject to an error of $1,000 when a cheque in the amount of $1,000 was drawn in error and the matter is supposed to have a balance $600.

3. Outstanding Withdrawals

The outstanding withdrawals tab contains a list of all outstanding cheques and other outstanding withdrawals.

Outstanding Cheques

Outstanding cheques are all cheques that have been issued and have not been marked as cashed yet. Nojumi automatically marks cheques as cashed so long as you assign the correct cheque number to the cheque when you issue it. This being said, if you are resolving reconciliation issues, one of the things to look into is to ensure that your outstanding cheques list is correct. If a cheque has been marked as cashed you can change the cheque's status under Outgoing Funds->Cheques.

Other Outstanding Withdrawals

The Ohter Outstanding Withdrawals tab contains all outstanding withdrawals other than outstanding cheques. An example is a wire or an e-transfer that is sent on a weekend with the timestamp associated with the transaction being the next business day. In these circumstances even though funds are marked as having left the account in the weekend, they only show as a withdrawal dated the next business day in the bank feed and as such they remain an outstanding withdrawal in the period between the two dates.

4. Outstanding Deposits

The Outstanding Deposits tab contains all received funds that remain undeposited as at the reconciliation date. When you add received funds, Nojumi will treat them as undeposited until they are matched with a bank feed transaction. To investigate reconciliation issues, you should check the Outstanding Deposits tab to ensure that all transactions shown are funds that were actually received and have not yet been deposited.  

5. Errors

The Errors tab contains all errors that have been added and remain outstanding as at the reconciliation date. Errors play a role in the reconciliation formula and as such you should review them to ensure they still need to show. If an error has been corrected, you should mark it as corrected.

6. Unlinked Transactions

The Unlinked Transactions tab shows all transactions that are not linked to a matter. As trust accounts contain client funds, every transaction in a trust account must be linked to a matter, and therefore, if any transactions are listed on this tab, you should determine the matter that they belong to and link the transactions to their matters. You can link a transaction to a matter in two ways:

1. Adding the transaction on the Matter Transactions Page and then matching the transaction with the bank feed transaction
2. Clicking on "Match" below the transaction on the bank feed and selecting and linking a matter to the transaction.

7. Unmatched Nojumi Transactions

The Unmatched Nojumi Transactions tab shows a list of all transactions that have been entered in Nojumi but have not been matched with a bank feed transaction. If you see any transactions here, you should go to the Matching Page and locate the corresponding match for them in the bank feed.

8. Unmatched Bank Feed Transactions

The transactions appearing on this tab consist of transactions that appear on your bank feed but have not been matched with a transaction in Nojumi. To match them with a transaction, browse the matter that the transaction belongs to and add the matter transaction. Once the matter transactions have been added, match them with the bank feed transactions. You can also click on "Match" below the transaction on the bank feed and select and link it to a matter.