NAVISION reconciliations
This manual describes which NAVISION reconciliations must be done on a weekly, monthly, quarterly and
annual basis.
Weekly
Cash count
Each week, preferably Friday, all cash books must be updated and reconciled with a physically cash count.
Also NAVISION must be updated on a weekly basis and all cash accounts reconciled with cash books.
For this reconciliation use report “Bank-Balance only 50026”.
Field
No.
Date Filter
Filter
PC101..
01-05-13..31-05-13
Comments
Filters on all cash accounts
Choose beginning and end of period you want to reconcile
Left column shows all cash accounts in currencies and right column in Euros
Top line shows the value of each cash account beginning of the period and bottom line shows the value at
the end of the period.
If there are differences between NAVISION and cash books report “Bank Detail Trial Balance 50025” can be
used to analyze these differences.
Field
No.
Date Filter
Filter
PC101
01-05-13..31-05-13
Comments
Choose relevant cash account
Choose beginning and end of period you want to analyze
All differences must be corrected within the period
Monthly
As base for the monthly reconciliations print a Trial Balance. In NAVISION you have various Trial
Balances. Trial Balance 6 is the most simple, but has all the necessary information’s for the
monthly reconciliations.
Field
Date Filter
Filter
01-01-13..31-05-13
Comments
Choose beginning and end of relevant period
2 left columns show movements in debit and credit for the chosen period.
2 right columns show accumulated movements over the years in debit and credit. Are not relevant
for the Country Office income and expense accounts (0001..3000)
Cash and bank accounts
As above under weekly reconciliations, however bank accounts should be included in the
reconciliation.
Country Office expenses on D0001
All Country Office expenses must be charged to D0001. A Trial Balance (No 6) is used to secure
this.
Field
No.
Date Filter
DonID Filter
Filter
0001..3000
01-01-13..31-05-13
<>D0001
Comments
All Country Office income and expense accounts
Choose relevant period
All DonID smaller and bigger than D0001
This report must be empty, if not corrections must be done
Customer, analyze for validity, age and exchange rate differences
For this purpose use report “Customer Detail Trial Balance 50030”
Field
No.
Date Filter
Filter
01-01-13..
Comments
Choose relevant interval, if blank all customers are chosen
Choose relevant period
Vendor, analyze for validity, age and exchange rate differences
For this purpose use report “Vendor Detail Trial Balance 50040”
Field
No.
Date Filter
Filter
01-01-13..
Comments
Choose relevant interval, if blank all vendors are chosen
Choose relevant period
WIP with Trial balance
All Expense codes related to WIP (Work In Progress) must be reconciled with the respective
accounts in the G/L (General ledger)
 Expense Code I1000 with G/L 7101 – Use report “Project with Calculation 50064”
Field
Filter
Comments
Project No.
Leave blank to include all projects
Posting Date
01-01-13..31-05-13
Choose relevant period
Expense Code
I1000
Income from other donors

Expense Code 100 with G/L 7102 – Use report “Project with Calculation 50064”
Field
Filter
Comments
Project No.
Leave blank to include all projects
Posting Date
01-01-13..31-05-13
Choose relevant period
Expense Code
100
All expenses on projects

Expense Code T1000x with G/L 7120 – Use report “Project with Calculation 50064”
Field
Filter
Comments
Project No.
10000
Frame project
Project task no
10510
Transfer from HO
Posting Date
01-01-13..31-05-13
Choose relevant period
Expense Code
T100xx
Transfer from HO to XX country
The received transfers must also be reconciled with the amounts booked at HO. Use the
same report, but remember to include relevant Area Code

Expense Code T7000x must be 0 – Use report “Project with Calculation 50064”
Field
Filter
Comments
Project No.
10000
Frame project
Project task no
10xxx
Transfer between CO and project office
Posting Date
01-01-13..31-05-13
Choose relevant period
Expense Code
T700xx
Transfers in country xx
Trial Balance Global funded projects and Local funded projects
All global funded projects together and each Local funded project must balance Debit / Credit
Again use report “Trial Balance 6” for each DonID.
Field
Date Filter
DonID Filter
DonID Filter
Filter
01-01-13..31-05-13
D0001|D0xxx|D0yyy
D0zzz
Comments
Choose beginning and end of relevant period
All global funded projects together and
each Local funded projects
Any differences in the balances must be posted on the internal Customer / Vendor accounts
between D0001 and the relevant DonID.
Customer / Vendor internal, balance total must be 0
All internal current accounts must be reconciled. For this purpose use the same reports as
mentioned above under Customer and Vendor
Customer
Field
No.
Date Filter
Filter
xxxx..yyyy
01-01-13..
Comments
All internal current account
Choose relevant period
Vendor
Field
No.
Date Filter
Filter
yyyy..xxxx
01-01-13..
Comments
All internal current account
Choose relevant period
Any balance on the internal current accounts must be settled every month.
Quarterly
Bank accounts with DonID
Global funded bank accounts can’t have bank/cash balance on DonID’s related to Local funds and likewise
Local funded bank accounts can’t have bank/cash balance on DonID’s related to Global funds.
Use report “Bank Balance only 50026”
Field
No.
Date Filter
Filter
01-05-13..31-05-13
And on “page” 2
Field
Filter
Donation ID D0xxx
Comments
Leave blank for all bank and cash accounts
Choose beginning and end of period you want to reconcile
Comments
1 balance for each DonID’s
For each DonID all balances not related to the DonID is transferred (both currency & Euro) to the relevant
Don ID. In order not to unbalance the DonID (see above) all transfers must be set off on the relevant
internal Customer and Vendor accounts.
Annual
Average exchange rate
When elaborating the annual statement all bank & cash related to the same DonID must have the same
exchange rate.
After having made internal transfers as mentioned under Quarterly reconciliation , the individual cash and
bank accounts will still have different exchange rates, however the total average exchange rate should be
according to “Donation Currency” (Menu on the “Donation Card”)
Within each DonID the Euro value must be corrected for each bank / cash without changing the currency
value. This can be done as follows in an Excel spreadsheet:
IBIS Country XX
D0001, calculation average exchange rate on SSP
December 20YY
EURO
Currency
(SSP)
Calcula
ted
Exch.
Rate
44.463,75
15,72
38.978,72
291,65
1.219,00
-111,81
146.188,00
41,50
149.969,80
1.051,03
5.486,00
92,20
3,2878
2,6399
3,8475
3,6037
4,5004
(0,8246)
84.857,03
302.828,53
3,5687
Exch. acc.
To Don
Card NAV
Averag
e exch.
Rate
New
Euro
value
To be
booked
EURO
To be
booked
SSP
40.964,04
11,63
42.023,75
294,51
1.537,26
25,84
-3,499.71
-4.09
3,045.03
2.86
318.26
137.65
-0.02
-0.02
0.01
0.01
0.01
0.01
84.857,03
0.00
0.00
Cach & banks
B101
B103
B105
PC101
PC102
PC103
3,5687
3,5687
3,5687
3,5687
3,5687
3,5687
3,5686910