Bank Import & Allocations Tutorial

How to Choose an Import Option

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

2. 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 an .ofx or .csv file from your bank.

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

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

4. In QuickEasy, navigate to Main Menu > Accounting > Banking.

5. Click on Menu (button) > Import.

   • Note: If multiple Bank Accounts have been set up, a submenu allows users to select the Bank being imported. 

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

7. Click Import (button).

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

   • If the import is unsuccessful, repeat Steps 2 to 7.

8. Double click the transactions one-by-one to process them - see below tutorial.

   • Note: 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. 

How to Import a Bank File

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

2. In QuickEasy, navigate to Main Menu > Accounting > Banking.

   • Note: If multiple Bank Accounts have been set up, a submenu will open to select the Bank being imported.

3. Click on Menu (button) > Import > Select the File Type: Choose either .ofx or .csv. 

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

5. Click Import (button).

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

   • If the import is unsuccessful, repeat Steps 2 to 5.

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

6. Double click the transactions one-by-one to process them - see below tutorial.

   • Note: 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. 

How to Import a Transaction into the Ledger

1. Import your data by copying and pasting it, or by importing a file to create a list of transactions (see above).

   • Note: You will receive a warning if a transaction with the same date, amount, and description already exists.

2. Double-click to open a transaction:

   • The transaction will open with the transaction details on the right panel.

   • If there are matching records they will appear 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.

   • If a matching record is not found, select a Transaction Type in the section below the transaction.

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

   • Double-click to allocate the entry based on the Transaction Type:

     • Allocating Supplier Payments (see below).

     • Allocating Customer Receipts (see below).

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

   • Click Done (button).

3. The Date will automatically be 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. Select Supplier Payment as the transaction type,

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

3. The Supplier Payment will be matched on the Supplier, Bank Account, Date and Amount and the entry will automatically be created.

How to Allocate Supplier Payments

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

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

3. 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.

4. Click Allocate (button).

How to Allocate Customer Receipts

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

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

3. 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.

4. Click Allocate (button).

How to Create General Entries

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

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

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

4. For all other entries select an Income, Expense, or Asset account.

ℹ️ It is important to enter the VAT correctly when processing general entries.

• You may claim VAT on some direct Expenses, like Insurance.

• You may not claim VAT on some direct Expenses, like Entertainment.

• 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. Click on a transaction to open it.

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.

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

3. 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 Change the Status of Multiple Transactions

1. Click Menu (button) > Batch Updates and select an option next to Batch Update - Status:

   1. 1. Status: Change the status of selected transactions (e.g., mark as Complete or Cancelled).

         1. Select a new Status from the dropdown list.

         2. Click Update (button).

      2. Delete: Delete transactions with a Pending or Cancelled status.

How to Cancel Transactions

1. Click on a transaction to open it.

2. Click Status (button) and select Cancelled.

How to Verify the Bank Import

1. When a Batch ID is entered, there are three fields at the bottom of the list of transactions:

   • 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.

Related Topics

• Reference: Bank Import

• Reference: Bank Reconciliation

• Tutorials: Ledger Management