Bank Import

Settings

Role Settings

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

• Users need access to all the transactions that can be processed from a bank import.

• If users do not have access to a particular transaction, they can cancel the transaction when doing a Bank Import or leave it Pending for a user with access to process later.  If it is cancelled,  the transaction will have to be entered manually.

General Settings: 

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

• Copy and Paste Bank Import file: Tick the block in the Value column for Yes.

  • Ticked: The user will open the bank import file into a note reader and copy and paste it into QuickEasy BOS Enterprise.

  • Unticked: The bank file must be saved on the server. The user will need to access the file's save location to select the file to import.

Accounting Settings: 

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

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

• Options on the dropdown list:

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

  • SA FNB (.ofx): No FITID check

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

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

  • SA Standard: Option 2 (.csv)

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

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

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

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).

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 the Statuses of the imported transactions as a batch. 

      • The additional fields are:

        • X in Red Circle (button): Removes the Batch Update additional fields.

        • 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. 

Edit Bank Transaction

Buttons Explained

• Refresh (symbol)

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

  • If only one transaction exists, it will be 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 the Update button to copy the current transaction to the Ledger.

   1. The accounts will be prefilled based on the previous matching record.

   2. The description and amounts will be 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 and a new transaction will be created on the left for users to complete as per the selected transaction.

Bank Balance

• When Ledger transactions have been created for all the Bank Transactions, the Bank Balance at the bottom of the form should match. 

• When viewing the grid view, shows which Bank Transactions have matching Ledger transactions. 

• Linked Ledger transaction must be a valid accounting transaction before it appears in the grid view.

Related Topics

• Tutorial: Bank Import & Allocations

• Setup: Bank Import