# Sage 300 Bank Reconciliation Steps and Posting

- Author: PreciseBankFlow (https://precisebankflow.com)
- Published: 2026-10-17
- Category: Reconciling in accounting software
- Canonical: https://precisebankflow.com/blog/sage-300-bank-reconciliation

> Sage 300 bank reconciliation: entering the statement, clearing entries, reconciliation status codes, posting and the report your reviewer needs.
A Sage 300 bank reconciliation runs on the Reconcile Statements screen in Bank Services. You post the subledger batches, enter the statement date and balance, clear each deposit and withdrawal with the right status, and confirm the Out of Balance by field reads zero. Then print the status reports, post the reconciliation and print the posting journal.

## Before a Sage 300 bank reconciliation: post the subledgers

Sage 300 can reconcile only what has reached Bank Services, so the first step is posting every subledger batch that touches the bank for the period. Check batches in Accounts Payable and deposit batches in Accounts Receivable are the main ones. An unposted batch leaves its items with a status that cannot be reconciled.

These steps follow the [Sage 300 2023 Bank Services User's Guide](https://docs.sage.com/docs/en/customer/300erp/2023/open/Sage300_BankServices_UserGuide.pdf), chapter 3. Screens can differ between versions, so check the guide for your release.

The guide also says Sage 300 normally reconciles at the end of each fiscal period. It suggests asking the bank to cut statements off on your period end, and reconciling as of the period end even when the bank's dates differ. Cash held outside the bank, such as a petty cash float, needs its own count; [reconciling petty cash in QuickBooks](/blog/reconcile-petty-cash-in-quickbooks) shows the method in another product.

## Entering the statement on the Sage 300 Reconcile Statements screen

Open Common Services, then Bank Services, then Bank Transactions, then Reconcile Statements. Choose the bank in the Bank Code field and add a description. On the Summary tab, enter the statement date, the statement balance and the reconciliation date, then click Calculate and Save.

The fields work like this:

1. **Statement Date**: the date printed on the bank statement.
2. **Statement Balance**: the ending balance from the statement.
3. **Reconciliation Date**: the date the reconciliation posts to. Outstanding items posted up to and including this date can be reconciled.
4. **Calculate**: updates the Summary tab. The guide notes it is available while the adjusted bank balance and adjusted book balance differ.

After saving, the **Out of Balance by** field may show an amount. That is expected at this stage. You clear items on the Reconciliation tab until it reaches zero.

## Clearing Sage 300 deposits and withdrawals, one by one or with Quick Clearing

On the Reconciliation tab, you clear each item that appears on the statement. If the bank's amount matches, double-click the Reconciled field to mark it cleared. If it differs, type the bank's figure in Cleared Amount; Sage shows the gap in the Difference field, and you pick a status that explains it.

Filter the list with the Display, Transaction Type and Sort By fields, for example to show only withdrawals in check-number order.

For long runs of checks, **Quick Clearing** saves time. Choose whether to mark withdrawals or deposits, the status to assign (Cleared, Outstanding or Reversed), and a range of transaction numbers, then click Process. The guide notes that deposits set to Reconcile By Deposit Detail are not changed by Quick Clearing.

Use Quick Clearing only when you have checked the range against the statement. Marking checks 4100 to 4160 cleared when 4137 is still outstanding hides it.

## What do the Sage 300 reconciliation statuses mean?

A reconciliation status records why an item cleared, or why it has not. Cleared means the bank processed it for the recorded amount. The other cleared statuses explain a difference: a bank error, a small write-off, card charges or an exchange rate. Outstanding means the bank has not processed it yet.

| Status | When to use it | Example |
| --- | --- | --- |
| Cleared | The bank processed the item for the amount recorded | Check 4102 for 860.00 clears at 860.00 |
| Cleared With Bank Error | The bank's amount differs by more than the bank record's error spread | A deposit of 2,450.00 credited as 2,540.00 |
| Cleared With Write-Off | The difference is less than the error spread | A deposit short by 0.03 |
| Cleared With Credit Card Charges | A deposit with a card receipt arrives net of card fees (deposits only) | Card receipts of 1,000.00 credited as 971.00 |
| Cleared with Exchange Rate Difference | A multicurrency account where rates differ | A euro receipt converted at the bank's rate |
| Reversed | A withdrawal you need to reverse, such as a stop payment | A lost check stopped and reissued |
| Outstanding | Posted but not yet processed by the bank | A check written on the last day of the period |

The examples are made up. Sage's guide adds that Cleared With Bank Error carries the error forward as an outstanding transaction for the next reconciliation. When you post, Sage creates an entry for the error amount with the same number as the original item. That keeps the bank's mistake visible until the bank corrects it.

## Why does Sage 300 show an Out of Balance by amount?

The Out of Balance by field shows how far the adjusted bank balance is from the adjusted book balance. A non-zero amount means something on the statement and something in Bank Services disagree. Sage's guide lists the usual causes, and the size of the amount often points to the right one.

The guide's list:

- The statement ending balance was entered wrong.
- A transaction the bank put on the account is missing from the statement.
- An item cleared for a different amount, but the Cleared Amount was not changed.
- An item has the wrong status: cleared but marked Outstanding, or the reverse.
- A bank entry was recorded for the wrong amount.
- A check or deposit on the statement has not been posted yet.

When the field is not zero, the guide says to print the **Reconciliation Status** report from the File menu and compare it with the statement. Fix what you find, click Calculate, and repeat. Then compare the bank balance with the G/L account balance; with Sage 300 General Ledger, the Book Balance screen shows it.

A withdrawal you cannot match deserves more than a status. Payments to a company the owner also controls, or round transfers to an unfamiliar account, are the kind of item described in [spotting related-party transactions in bank statements](/blog/related-party-transactions-in-bank-statements).

## Posting a Sage 300 reconciliation and the reports a reviewer needs

Posting sends cleared and reversed items to the subledgers, sends descriptions to the General Ledger, and creates G/L entries for write-offs and exchange differences. Print the Withdrawals Status and Deposits Status reports before you post, because the guide says they are not available afterwards. Print the posting journal after.

The guide's order:

1. Print the **Withdrawals Status** and **Deposits Status** reports.
2. Post from the Reconcile Statements screen or from **Post Reconciliation**.
3. Print the **Reconciliation Posting Journal**.
4. Process the G/L batches, depending on the Create G/L Transactions option in Bank Options.
5. Run the Bank Integrity Checker and back up the company.
6. File the reconciliation records and reports together.

A reviewer needs the statement, the status reports, the posting journal and the G/L balance. Losing a report to a later change is a risk in other systems too; the [guide to unreconciling in QuickBooks Online](/blog/how-to-unreconcile-in-quickbooks-online) explains how an undo there deletes saved reports.

## When not to use Cleared With Write-Off in Sage 300

Cleared With Write-Off is for differences below the bank's error spread: real rounding, a few cents. Do not stretch it to clear a larger gap. The guide says you can write off a difference above the spread by choosing the status yourself, but a large write-off hides a bank mistake or a keying error.

If the bank made the error, use Cleared With Bank Error so it carries forward until the bank fixes it. If you made the error, correct the entry. Card accounts in other Sage products raise the same choice, as [Sage 50 credit card reconciliation](/blog/sage-50-credit-card-reconciliation) shows.

PreciseBankFlow checks each statement foots from opening to closing balance and lists every line that does not match the ledger, so a reviewer can check write-offs against the evidence. It is opening to firms in small groups; [ask about early access](/get-started).