Bank Import

Overview

Bank Statements may be imported from various banks and PayFast. The supported file formats are .ofx and .csv.  All the bank transactions can be imported but users can choose which transactions to post to the ledger and which to enter manually later. Bank statements are imported without any changes. Entries that are imported but not entered can be cancelled in BOS Professional to create an audit trail.

Navigation:  Main Menu > Accounting > Bank Import 

Settings

User Settings

Navigation: Main Menu > Office > My Organisation > Double-click to open a Staff File > Settings (tab)

• Accounting: Bank Import - Access Allowed: Options are Yes or No.

• Accounting: Ledger - Access Allowed: Options are None, User, or Supervisor.

• Accounting: Ledger - Access Allowed by Entry Type

  • Edit (button) allows users to choose access for each Entry Type separately. If a user does not have access to a particular transaction, they can cancel the transaction when doing a Bank Import. The transaction will have to be entered manually later. Alternatively, leave the Transaction as Pending for a User with access.

  • Bank Import transactions can be entered using these Entry Types:

    • Cash Up Shortfall

    • Cash Up Surplus

    • Customer Overpayment

    • Customer Receipts

    • Customer Refund

    • General Expenses

    • General Income

    • Payroll - Payment

    • Supplier Overpayment

    • Supplier Payments

    • Supplier Refund

    • VAT Payment

  • Accounting: Ledger - Access Allowed to Customer / Supplier Accounts: Options are Yes or No.

  • Accounting: Ledger - Access Allowed to General Ledger Accounts: Options are Yes or No.

  • General: Batch Updates - Access Allowed: Options are Yes or No.

  • General: Branch Transactions - Access Allowed: Options are Own or All.

Accounting Settings

Navigation: Main Menu > Setup > Accounting > Accounts (tab)

Statement of Financial Position > Assets > Bank:

The naming convention of the profiles were changed to include the date when the profile was added. Profile and file samples will be renamed as they are updated. 

• Allows users to select an Import option from the dropdown list in the Import column for each Bank Account.

• Options on the dropdown list:

  • Capitec (.OFX): No FITID check; Date format: YYYYMMDD000000; A Fees transaction is added for every transaction that attracts fees.

  • Payfast (.csv): See Payfast section below.

  • SA ABSA (.ofx): Has unique FITID; Has closing Tags; Date format: yyyymmdd

  • SA ABSA (.csv): No unique FITID; Users must manage the transactions they import. Date format: yyyymmdd

  • SA FNB (.ofx): Has unique FITID; Does not have closing Tags; Date format: yyyymmdd

  • SA FNB (.ofx): No FITID check

  • SA Investec (.ofx): Does not have unique FITID; Does not have closing Tags; Date format: yyyymmdd (File has leading spaces in front of tags.)

  • SA Investec (.csv) - July 26: Does not have unique FITID; Does not have closing Tags; Date format: yyyymmdd (File has leading spaces in front of tags.)

  • SA Nedbank (.ofx): Does not have unique FITID; Has closing Tags; Date format: yyyymmdd

  • SA Nedbank Credit Card (.csv): Does not have unique FITID; Does not have a balance; Does not have closing Tags; Date format: mmddyyyy

  • SA Standard Bank (.csv):  Custom CSV; Date format: yyyymmdd

  • SA Standard Bank (.ofx) - July 26: Has unique FITID (Date+ID); Does not have closing Tags; Date format: yyyymmdd

  • SA Standard Bank (.ofx) - April 26: No unique FITID (Date+ID); Does not have closing Tags; Date format: yyyymmdd. Users must manage the transactions they import.

• When an import file has a unique FITID value, duplicates are automatically excluded.

• When a unique ID is not provided, all the transactions in the Import file are imported and users must check that entries are not duplicated, and that all the entries are imported (e.g. by doing a Bank Reconciliation).

General Settings

Navigation: Main Menu > Setup > Accounting > Settings (tab).

• Copy and Paste Bank Import file: Options are:

  • Yes: The user opens the bank import file into a note reader and copy and pastes it into QuickEasy BOS Professional.

  • No: The bank file must be saved on the server. The user accesses the file's save location to select the file to import.

Default View

Buttons Explained

• View: Generates the report according to the Data Filters selected.

• Menu

  • Reset Data Filters: Resets all the selected filters.

  • Show Notes: Toggles showing notes.

  • Batch Update:

    • Opens additional fields to update all the selected records.

    • The additional fields are:

      • X in Red Circle (button): Closes the Batch Update function.

      • Batch Update - Status: Allows users to select a status from the dropdown list. The status options are: Pending, Posted, Complete, or Cancelled. 

      • Update (button): Allows users to change the Status of all the selected transactions to the status selected from the dropdown list.

      • Delete (button): Allows users to delete all the selected transactions. Transactions can only be deleted if their statuses are Pending or Cancelled.

  • Import: Allows users to select the bank account to import from a dropdown list of all the bank accounts.

  • Layout & Grid

    • Save Grid

    • Restore Grid

    • Restore Default Grid (All Users)

Data Filters Explained

• Set: Shows the transactions for the selected period (e.g. Today, This Month, Last Month).

• ←  →: Changes the date fields to the next or previous period that was selected under Set.

• Date: Filters the data to specific dates within the constraints of the period selected under Set.

• Bank: Allows users to select a bank account from the dropdown list of all bank accounts.

• Status: Allows users to filter the transactions based on their statuses. Options include All, Pending, Posted or Complete.

Fields Explained

• ID: Sequential number automatically allocated to all the entries in the same batch.

• Batch: 

  • Sequential batch number automatically allocated to every batch.

  • Allows users to filter and search for entries based on this number.

• Date: The date of the transaction which is recorded on the bank import file.

• Account: The Bank account that the transactions were imported from.

• Description: The description that appears on the bank import file for each transaction.

• Amount: The transaction amounts.

  • Payments are negative numbers.

  • Receipts or deposits or positive numbers.

• Ledger: Shows the amount that has been posted to the ledger.

  • The linked transaction must be a valid accounting transaction before it appears in the grid view.

  • The amounts in the Ledger and Amount columns should match once the transaction is entered. 

  • The Totals of the Ledger and Amount columns should match once all the transactions are entered. 

Import a Bank File

1. Click Menu (button) > Import. If there are multiple bank accounts, select the specific bank from the dropdown list.

2. After the file has been imported, it is renamed, by adding the Batch ID and the Date to the filename and then moved to the Imported folder.

3. Open Dialogue = Select the file type (.ofx or .csv) and then select the file and click Open (button) to complete the import. A message will confirm the Batch ID and the imported transactions are displayed in the grid view. If the import file does not match the selected bank, an error is returned.

4. Double click the transactions one-by-one to process them.

   • When a transaction is linked to a bank transaction, the date on the Ledger transaction cannot be updated.

   • A warning is displayed when a duplicate transaction is viewed. A duplicate transaction warning is triggered If the Date, Amount and Description are the same as another transaction. 

Copy and Paste a Bank File

1. Click Menu (button) > Bank. If there are multiple bank accounts, select the specific bank from the dropdown list.

2. Open Dialogue = Open the file type (.ofx) with Notepad and click Ctrl + A (Select All) and Ctrl + C (Copy) to copy the content.

3. Navigate to the bank dialogue and press Ctrl + V (Paste)

4. Click Import to complete the Import.

   1. A message confirms the Batch ID.

   2. The imported transactions are shown in the grid view.

   3. If the import file does not match the selected bank, an error is returned.

5. Double click the transactions one-by-one to process them.

Payfast Import

1. Payfast Statements (.csv) can be imported using the Bank Import feature.

2. The Payfast Bank Account is identified by the Import setting = Payfast (.csv). 

3. Multiple Payfast accounts may be used, but the account number cannot be verified during the import process.

   • Note: The user must select the correct Payfast account when importing.

4. The PF Payment ID column is used to check and exclude duplicate transactions (Using the FITID column).

5. The Gross amount on Credit transactions is imported.

6. The Fees on Credit transactions are totalled to a separate item named: Fees on Credit Transactions (Batch #)

7. The Net amount is imported for Debit transactions.

Edit Bank Transaction

Buttons Explained

• Refresh (symbol)

  • The Refresh button re-selects the linked transactions in the Ledger.

  • If only one transaction exists, it is opened (on the right).

•  ∧ ∨: Arrows allow users to scroll through the imported entries.

• Help button (symbol): Opens the online documentation.

• Set Status: Change the status of the entry to Pending, Posted, Complete or Cancelled.

• Small Square Icons: Allows users to select text and set that selection as the matching text to look for. 

• Square Icon with Eye: Tries to find previous entries that contain the matching text.

• Update (next to Matching Record): Update a matching record.

• Create (next to Matching Record): Create a new matching record.

• Update (next to Entry types): Update an existing record.

• Create (next to Entry types): Create a new record.

Matching Text and Items Explained

1. Matching records allows users to quickly record recurring transactions (e.g. bank charges).

2. A record will match if the selected matching text matches a previous entry.

3. If a matching record is found, click Update (button) to copy the current transaction to the Ledger.

   1. The accounts are prefilled based on the previous matching record.

   2. The description and amounts are updated from the current transaction.

4. If a transaction is recurring and no matching records are found users can create a record. 

Fields Explained

• Date: This field is prefilled with the date on the import file. This date cannot be changed. 

• Status: Shows the status of the entry.

• Description: The description that appears on the imported bank entry.

• Amount: The transaction amount.

  • Payments are negative numbers.

  • Receipts or deposits or positive numbers.

• Ledger: Shows the amount that has been posted to the ledger. The amounts in the Ledger and Amount columns should match once the transaction is entered. 

• Matching Record: Shows any matching records. 

• Entry Types

  • Options for the transaction are based on whether the amount is a payment or a receipt.

  • Options for positive numbers (receipts):

    • Cash Up Surplus

    • Customer Receipts

    • General Income

    • Supplier Refund

  • Options for negative numbers (payments):

    • Cash Up Shortfall

    • Customer Refund

    • General Expenses

    • Payroll - Payment

    • Supplier Payments

    • VAT Payment

  • Users can click an entry type and a new transaction is created on the left for users to complete as per the selected entry type.