Overview 

• These tutorials explain how to import bank transaction data.

• You can import data either by selecting a file from a secure server or by copying and pasting text, depending on their access permissions.

• The guide covers data preparation, file import options, handling recurring and duplicate transactions, and verifying transaction entries.

Navigation: Main Menu > Accounting > Bank Import

How to Choose an Import Option 

• If the person importing the data has access to look for files on the organisation's server, choose to import a bank file.

• If the person importing the data does not have access to the server, choose to copy and paste the data.

How to Prepare Your Data for Import 

1. Export the data from your bank in .ofx (preferable) or .csv format and save the file in a location you have access to.

   • Note: You do not need to change anything, you can import the file exactly as your bank generates it.

How to Copy and Paste Bank Data on Import 

1. Export a .ofx or .csv file from your bank.

2. Open the .ofx or .csv file you received from your bank using a text reader (e.g. Notepad).

3. Select all the text in your text reader (Ctrl+A) and copy it (Ctrl+C).

4. In BOS Professional, navigate to Bank Import (Main Menu > Accounting > Bank Import).

5. Click on Menu (button) > Import > Select the relevant Bank Account.

6. Paste your text in the block provided (Ctrl+V).

7. Click Import (button).

   • If the import is successful, a pop-up will appear stating that > Click OK.

   • If the import is unsuccessful, repeat Steps 1 to 6.

How to Import a Bank File 

1. Export a .ofx or .csv file from your Bank.​ 

2. In BOS Professional, navigate to Bank Import (Main Menu > Accounting > Bank Import).

3. Click Menu (button) > Import > Select the relevant Bank Account. 

4. Navigate to the file you received from your Bank.

5. Click Import (button).

   • If the import is successful, a pop-up will appear stating that > Click OK.

   • If the import is unsuccessful, repeat Steps 1 to 4.

How to Import a Transaction into the Ledger 

1. Navigate to Bank Imports.

2. Import your data by copying and pasting it, or by importing a file to create a list of transactions.

3. Double-click a transaction to open it on the right panel:

   1. If there are matching records they are displayed directly below the transaction details. Click the matching record to automatically post the current transaction to the same account.

      • Note: The software tries to match the name or reference to existing transactions. If a match is found, it appears under matching records.

      • Note: If it is a recurring transaction, like bank charges, and there are no matching records, click on the icon to the right of the description to create a matching record for future use.

   2. If a matching record is not found, select an Entry Type in the section below the transaction.

      • Note: The Entry Types will vary depending on whether it's a deposit (+) or payment / expense (-).

      • Allocate the entry based on the Entry Type:

        1. Allocating Supplier Payments (see How to Allocate Supplier Payments below).

        2. Allocating Customer Receipts (see How to Allocate Customer Receipts below).

        3. Creating Other Entries: (e.g. Cash Up Surplus, General Income, General Expenses, Payroll - Payment, VAT Payment, Supplier Refund, Customer Refund). (see How to Create General Entries below)

   3. Click Done (button)

   4. The Date is automatically entered from the imported transactions.

How to Process a Supplier Payment from a Bank Import 

1. Perform a Bank Import.

2. If you are posting Supplier Payments to the Ledger:

   1. Double-click the payment on the bank import list of transactions,

   2. Double-click Supplier Payment to select.

   3. Click Actions (button) > Update from Supplier Payment.

   4. The Supplier Payment will be matched on the Supplier, Bank Account, Date and Amount.

How to Allocate Supplier Payments 

1. Perform a Bank Import. 

2. Select the Supplier on the dropdown list next to Dr. Supplier.

3. Click View (button) to see a list of Outstanding Invoices. 

4. Tick the boxes next to the Invoices that were paid.

   • Note: If you do not tick the boxes, the system will allocate the Supplier Payment to Invoices automatically.

5. Click Allocate (button).

How to Allocate Customer Receipts 

1. Perform a Bank Import.

2. Select the Customer on the dropdown list next to Cr. Customer.

3. Click View (button) to see a list of outstanding invoices. 

4. Tick the boxes next to the applicable Invoices.

   • Note: If you do not tick the boxes, the system will allocate the Customer Receipt to Invoices automatically.

5. Click Allocate (button).

How to Create General Entries 

1. Perform a Bank Import.

2. Choose an Account on the left (Ledger) to post the transaction to and complete the necessary fields, including the VAT component. 

   1. For Customer Refunds, the account will be the Customer account.

   2. For Supplier Refunds, the account will be the Supplier account.

   3. For all other entries select an income, expense, or asset account.

VAT on General Entries in South Africa

• You may claim VAT on some direct expenses, like Insurance if the expenses include VAT and you receive a Tax Invoice.

• You may not claim VAT on some direct expenses, like Entertainment regardless of whether they include VAT.

• To create a VAT Payment transaction, allocate the payment to the VAT Control Account and select VAT Only under the VAT column. 

How to Handle Duplicate Entries

1. Navigate to the applicable transaction.

2. Click Status (button) and select Cancelled.

   • Note: You can also cancel transactions with a zero balance.

How to Find Imported Entries

1. You can find previously imported entries by searching for them.

   1. Type the name of the entry in the Search block.

   2. Type the Batch Number of the transaction in the Search ID block.

      • Note: When you import transactions a Batch Number is automatically assigned. 

How to set the Status of Imported Transactions 

1. You set the Status of individual transactions by processing them: 

• Note: When transactions are first imported, their Status is automatically set to Pending.

• Note: The colour shown on the ID will change as you process the transaction to indicate a change in Status.

How to Delete Transactions 

1. Navigate to the applicable transaction.

2. Click Status (button) and select Cancelled.

How to Verify the Bank Import

1. At the bottom of the list of transactions are three fields:

   • Bank account

   • Ledger Account

   • Variance

2. If the Variance is zero, you have successfully processed all the transactions. The Bank matches the Ledger.​

   • Note: If you are only processing some of the transactions, the variance will not be zero. For countries that still use cheques, there may be a variance because of uncleared cheques.