The document provides guidance to bookkeepers on reconciling financial records for the Indiana Secretary of State. It explains that reconciliation involves verifying deposit amounts, expenditures, and revenue reported by different systems. It describes using the Alchemy program and database files to view daily revenue reports from the Auditor's Office and reconcile them to internal records like the Report of Collections. Bookkeepers must reconcile all financial data daily and notify their director immediately of any inconsistencies.

1. Indiana Secretary of State Bookkeeper Manual
IX. Reconciliation
IX. Reconciliation
Reconciliation is an essential task performed by the Bookkeeper. The term,
reconciliation, can be applied to several responsibilities or tasks relative to the position.
The Bookkeeper is responsible for verifying that the deposit amount matches the
amount shown on each Divisional report. This is a form of reconciliation.
The term ‘reconcile’, as it pertains to the Corporations and UCC software, varies
from the traditional definition, and this chapter. Those functions are better off being
described as ‘write-off’.
The Bookkeeper is responsible for a daily reconciliation against the Auditor’s
Office statements. All deposited revenue from the Report of Collections will reflect on
the Auditor’s system the following business day.
It is essential that the Bookkeeper verify the Report of Collections amounts on
the Auditor’s system. The Auditor’s Office serves as the ‘bank’ and maintains account
balance information.
All revenue and expenditure activity is reported on the Auditor’s database. The
program that the Bookkeeper will utilize to reconcile is known as Alchemy.
Alchemy requires the Bookkeeper’s PC be connected to the Auditor’s Drive information
and a Novell user name and password is required of such. If this
information is not provided to the Bookkeeper or unavailable, see the
Director of Operations.
Begin by opening the Alchemy program located on the Windows Start
button list, or locating such on the desktop.
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2. Indiana Secretary of State Bookkeeper Manual
IX. Reconciliation
On the far right toolbar select the Open Database icon,
which resembles an open folder
The folder to search for the applicable database files is ‘GLFICHE’ – double
check that the Open window has defaulted to GLFICHE.
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3. Indiana Secretary of State Bookkeeper Manual
IX. Reconciliation
Although there are many folders to choose from here – the ONLY applicable folder
to browse in is GLFICHE. If the menu window shows “Look in: GLFICHE”, this is the
correct location.
The files that will open are present on the far right of these lists. They will be files
that end in .ALD
To verify that the Auditor’s Office has posted the correct balance information
-Open the database named: ihjvclos.ald
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4. Indiana Secretary of State Bookkeeper Manual
IX. Reconciliation
This will open the Daily IHJV Document Extract Reports. These documents are not
specific for our Agency, rather all the activity of the Auditor’s Office.
In order to filter the daily to find only applicable Secretary of State relevant
information- utilize the Query option. The Q icon on the task bar can select query.
The Q allows you to search through the files to find applicable information. It is
similar to using Google to find information on the Internet.
Some Alchemy databases can be searched by the Agency number of 040 either/or
the Fund/Center information. Try both of these during your auditing/reconciliation
efforts to ensure all data is acquired.
In this particular database, it is necessary to Query by the Fund/Center information.
Example: Verifying Fund/Center information for 1000/100400 on 11/22/2006
Use the Full Text option of Query to ensure the widest array of options provided.
Once the Fund/Center information is entered 1000 100400
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5. Indiana Secretary of State Bookkeeper Manual
IX. Reconciliation
- Select the Search option
After Querying using the criteria of 1000 100400 it will provide a list of all applicable
documents in the database that have that information. Scroll down to find the date in
question.
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6. Indiana Secretary of State Bookkeeper Manual
IX. Reconciliation
For daily revenue auditing – it will be the last date posted. Since the Bookkeeper will
deposit funds into a variety of Fund/Centers on any given business day – there may be
several pages containing information in regards to relevant Secretary of State
Fund/Center activity.
On the next page, all other Fund/Center information has been removed to show a
simple example of the report generated by the Auditor’s Office.
During day to day operations – there will be many other Fund/Centers, several
unrelated to the Indiana Secretary of State, on these pages as well.
(REMAINDER OF PAGE LEFT INTENTIONALLY BLANK)
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7. Indiana Secretary of State Bookkeeper Manual
IX. Reconciliation
INDIANA AUDITOR OF STATE
REPORT ID : IHJVCLOS IHJV DOCUMENT EXTRACT REPORT PAGE 9
RUN DATE 11/22/2006 18:30:49 FOR 11/22/2006
DOCUMENT GL APPL D DEBIT CREDIT ACCT
NUMBER DATE AREA T LINE FUND OBJECT CENTER AMOUNT AMOUNT RULE
---------- -------- ---- - ---- ---- ------ ------ ------------------ ------------------ ----
RC508733 11/22/06 01 1 1 1000 411000 100400 .00 100.00 43
With this report the following information can be gathered
• Amount deposited into which Fund/Center
• Why the amount was deposited (utilizing the object code)
• The Quietus number/AUDIT ID number; RC508733
• Date in which the amount was deposited (credited)
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8. Indiana Secretary of State
Bookkeeper Manual
IX. Reconciliation
The Bookkeeper is responsible for ensuring that every day the following are all
the exact same dollar amounts.
• Report of Collections image scan
• Values entered into the applicable spreadsheet for filings activity
• Alchemy Reports
If there is any inconsistency among these three, notify the Director of
Operations immediately.
Alchemy reports can be used for a variety of purposes including refund
payments, purchases, etc. Below is a list of all applicable Indiana Secretary of
State Alchemy databases, and a description of such.
Alchemy File Name
(in GLFICHE) Title Description
apagywrp.ald Daily Warrant Distribution By Checks/Direct Deposit issued by
Agency the Auditor’s Office from Agency
Fund/Centers for Invoices,
Refunds, and Travel.
glagaatb.ald Daily Agency Appropriation and (ex: Income Statement) Funds
Allotment Trial Balance available after expenditures
glagafde.ald Daily Agency Available Funds <Audit ID is found here>
Activity Detailed summary of
revenue/expenditures per day
glagapde.ald Daily Agency Appropriation Report of Collections
Activity information, each Alchemy report
for specific Fund/Center
glagobda.ald Agency Object Trial Balance Month/Year-to-Date amounts
categories determined by object
codes/nature of transaction
glagrvde.ald Daily Agency Revenue Activity Report of Collections and
Refunds issued.
glagarvtb.ald Agency Revenue Quarterly Total Revenue (by Center/Object)
Totals for each Quarter in the current
fiscal year
gldetail.ald Daily Fund Activity Detail Daily List of all debts/credits to
all Fund/Centers. Snapshot of
invoices paid including CV # and
Vendor Name
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9. Indiana Secretary of State
Bookkeeper Manual
IX. Reconciliation
Alchemy File Name Title Description
(in GLFICHE)
glfdrvtb.ald Daily Fund Revenue Trial Not specific to Agency, lists as
Balance Fund/Center criteria Revenue –
Expenses
glfdtbda.ald Daily General Ledger Trial Total State Revenue/Expenditure
Balance information non specific by
Agency or Fund/Center
hv0400c.ald Daily Warrant Register Very detailed Daily List of
Invoices/Vouchers issued
including invoice #, CV#,
Amount, and Payee
(all state warrants)
*For Current Month Only*
ihjvclos.ald Daily IHJV Document Extract Daily Snapshot of Report of
Report Collections complete list with
Quietus number
olrwrpt.ald Auditor’s On-Line Warrant Re- Reissuing of checks or warrants,
Writes several criteria to search with
*All databases can be found in the GLFICHE folder*
For additional Alchemy support or inquiries – contact the Director of Operations.
Auditor’s Office information on many reports is only maintained on a
quarterly basis. This includes the ‘running total’ of revenue received. Quarterly
information is provided by the Auditor’s Office to the Director of Operations by
Compact Disc. One copy should be given to the Bookkeeper each period.
Also, where applicable, a member of the IT Staff may also copy the
information from the Compact Disc to an internal Secretary of State shared drive
to ensure the data is not lost or damaged.
Reconciliation is required every day to the Daily Deposit.
Net revenue must be audited daily.
Net Revenue = Revenue – Refunds – Returned Checks
The Bookkeeper is responsible for all relative parties’ data being in sync.
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