The article below provides the The article below provides the steps required to import and reconcile a debit card with Eclipse. The steps below are broken down into the following sections:
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If you do not have time to read through the article please use the following link to access the video instructions https://www.youtube.com/watch?v=CAmuyr9Sxjg
Download the .csv statement from the EQUALS or VASCO website.
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2. In Eclipse, you need to make sure that each crew member that is listed in the debit card export is entered in the Vendor Master Maintenance. They must be entered as a Petty Cash vendorand belinked to a PC Advance Float Account.
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The crew member’s pan number/card number in the statement must be listed in the Vendors Std Reference field.
Note: As of January 2023, the pan number in the EQUALS export statement has been changed to a hash and the last 4 digits of the number, e.g. *3574 instead of 5339********3574.
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Lastly, the email address needs to be entered for the vendor/ crew member so the petty cash forms can be emailed to them.
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3. Open the statement export and Copy the data rows and columns. Do notcopy any header or footer rows for any export.
EQUALS:
Copy from columns A to Q.EQUALS2:
Copy from columns A to AF. Data without a Card # in column R will be ignored by Eclipse automatically.VASCO:
Copy from column A to the last column.
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Then in Eclipse, start a new Petty Cash entry batch (Petty Cash> Petty Cash Entry > Insert). Right-click in the Unposted Petty Cash List window and select Paste Debit Card Transactions.
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5. A pop-up window will appear prompting you to select the petty cash control account. Make sure to use the new debit card control account (step # 1).
Tick the Add Transactions to Reconciliation checkbox, if you plan on reconciling the cards (recommended).
Note: If you pasting the transactions a second time, you should not tick add transactions to the reconciliation windowor the transactions in the reconciliation will be duplicated.
This window will also allow you to change the Tax Flag of the generated Envelope. If you wish to change from the default, tick “Use this Tax Flag” and select one from the dropdown list.
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If you are pasting in transactions every day for costing purposes, the new pastes will populate the existing envelopes until they go over 15 lines, then like mentioned before they will split into new envelopes.Note: This split number can be changed in your System Defaults from 5-20. See Step 4 of the Initial Instructions of this guide, Setting entries per envelope.then like mentioned before they will split into new envelopes.
Note: This split number can be changed in your System Defaults from 5-20. See: https://tphglobal.atlassian.net/wiki/spaces/TPHCS/pages/1697809025/Debit+Card+Initial+Setup+EQUALS+VASCO#5.--Setup-the-number-of-entries-exported-into-the-Petty-Cash-Form
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7. The PC envelopes will not have been assigned envelope numbers. It is best at this point to go in and enter the PC envelope number (see Petty Cash instructions for more info).
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8. The envelope transaction line(s), cost codes, and descriptions will be blank. At this stage, you can email the crew member the form to complete the necessary details.
To do so, highlight the appropriate envelopes, right-click and select “Email PC Forms”.
Note: Before you email the form make sure to enter your email in the Control Table > User Entry Defaults, under the General tab. This will allow the emailed form to be sent as if coming from your email address.
Once the form has been emailed the PC envelope will move to a new batch, this is to keep track of which forms have been mailed. It is best to go and rename the new batch to something like Emailed Forms once it has been created.
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10. Once each PC Form has been finalized, copy the entire form and paste back into Eclipse using the Paste New PC Form option. The new form paste will overwrite the original entry.
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11. Post the completed petty cash forms as normal, through the Unposted Petty Cash List window.
12. Now, if you go into Petty Cash > Debit Card Reconciliation you can reconcile the transactions uploaded against transactions posted.
13. First select the debit card control account.
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The Debit Card Transactions tab list all the debit card transactions that have been uploaded to Eclipse.
The Posted Items tab lists all the transactions posted in the specified petty cash control account. If you need to analyze the data in this window you can select all, right-click and send to Excel.
Note: The VAT and PC Advanced and Accounted lines will not be displayed in the Posted Items tab, only expense lines will display., only expense lines will display.
Note: If you wish to Show PC Accounted lines, please enable the system default located here: https://tphglobal.atlassian.net/wiki/spaces/TPHCS/pages/1700954115/System+Defaults#Debit-Cards
14. Check that theAmount Totalin theDebit Card Transactions tab matches the total transaction on your Equals online account.
Click the Reconcile button and the system will tick off all the transactions in the Debit Card Transactions tab that match up with the transactions posted (listed in the Posted Items tab). where the date is the same, amount is the same, and vendor is the same. If they don’t automatically reconcile, you’ll need to reconcile them manually by ticking them.
Note: If the transaction date or amount was changed on the PC form and therefore differs from the original csv import into Eclipse, the reconcile button will not work and you will need to manually reconcile the transactions by manually ticking them.
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15. Lastly, tick the Hide Reconciled Items checkbox. All of the ticked items will now be hidden.
The Posted items tab should now be empty, as all transactions that have been posted have been cross-referenced with the transactions uploaded from the debit card statement.
The transactions that remain in the Debit Card Transactions tab are items that have not yet been posted in the petty cash entry window.
You can always tick a transaction to manually reconcile.
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