Banking & Reconciliation Guide

How to record deposits, transfers, withdrawals, and complete a bank reconciliation correctly in QBM.

Banking Cash Control End-User Guide

Overview

QBM separates common banking work into different screens so each process stays clear and auditable.

Screen Use It When
Make Deposits You are moving receipts into a bank account.
Transfer Funds You are moving money from one account to another.
Make Withdrawal You are taking money out of a bank account for payments or other banking activity.
Bank Reconciliation You are matching QBM activity to the bank statement.

Main Screens

  • Banking > Make Deposits
  • Banking > Transfer Funds
  • Banking > Make Withdrawal
  • Banking > Bank Reconciliation
Tip: Use the screen that matches the real business event. This makes reporting, bank review, and audit trails much easier later.

Make Deposits

Tab Path: Banking > Make Deposits
  1. Enter the deposit date, location, employee, and reference as needed.
  2. Choose whether the deposit comes from Undeposited Funds or should go directly to a selected bank account.
  3. Add the payment lines that make up the deposit.
  4. Review the total and any interest details if the transaction requires them.
  5. Save the deposit and print it if your process needs a printed record.

Use Make Deposits when several received payments need to be grouped into one banked amount, or when you want a clean record of what was deposited together.

Transfer Funds

Tab Path: Banking > Transfer Funds
  1. Select the transfer date and location.
  2. Choose the From Account and To Account.
  3. Review the available balances shown on screen.
  4. Enter the amount, description, and reference.
  5. Save the transfer and print it if a transfer record is required.
Important: A transfer moves money between accounts. Do not use it for customer receipts or vendor payments, because those belong to their own transaction flows.

Make Withdrawal

Tab Path: Banking > Make Withdrawal

Use this screen when money is being taken out of a bank account for payment or other withdrawal activity.

  • You can work in single or multiple entry style depending on the withdrawal type.
  • Select the payee, location, employee, and reference details.
  • Review the line details or paid-check information if your company uses check-based withdrawals.
  • Use Print After Saving when the withdrawal should also produce printed output.

Bank Reconciliation

Tab Path: Banking > Bank Reconciliation
  1. Start the reconciliation for the selected bank account and statement period.
  2. Review the statement ending balance and the transactions shown in the reconciliation list.
  3. Mark deposits and payments that have cleared the bank.
  4. Review the totals for cleared deposits, cleared payments, and total cleared amount.
  5. Enter Interest Earned or Service Charge if they appear on the bank statement and are not already recorded.
  6. Check the Difference. The goal is normally to bring the difference to zero before final reconciliation.
  7. Click Reconcile when the statement agrees with QBM.
Reconciliation Area What To Watch
Ending Balance Should match the bank statement for the period you are reconciling.
Cleared Shows the total value of items you have marked as cleared.
Interest Earned Add when the statement contains bank interest not yet reflected in QBM.
Service Charge Add when the statement contains bank charges not yet reflected in QBM.
Difference Use this as the key control figure before finalizing the reconciliation.

Best Practice

  • Deposit received money regularly so Undeposited Funds stays meaningful.
  • Use transfers only for account-to-account movement.
  • Keep references and descriptions clear so bank review is easier later.
  • Reconcile bank accounts regularly instead of waiting for a long backlog.
  • Investigate differences before reconciling rather than adjusting around the problem.