Bank Import

Overview

The Bank module provides functionality to import Bank Statements in various formats and from different Banks, and supports both .ofx and .csv files. 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.  

A Warning is provided when a duplicate transaction is viewed - when the Date, Amount and Description are the same as another transaction.

The List View hides the ID and Acc No. and shows the Status column by default. 

You are only able to import Bank Accounts if you have access to the Bank's Entity (Users that are not linked to an Entity have access to all Entities). 

When importing the Bank, the transaction will automatically be linked to the Entity which is linked to the Bank Account.  

The Bank Account is updated when a Transaction is created/updated from a similar Transaction.  

Status

• Pending  - New transactions are set to Pending

• Posted - When a Ledger Transaction is created from a Bank transaction, the bank record is set to Posted

• Complete - An additional status which can be used to flag which transactions have been checked

• Cancelled - Use the Status button to manually set a Bank record to Cancelled - eg. when it's a duplicate.

Refresh 

The Refresh button will re-select the linked transactions in the Ledger. If only one transaction exists, it will be opened.

Import options

The file can be imported by selecting the file or by opening the file and pasting the contents in a drop-panel which will be provided. 

See General Settings > Accounting > Default - Copy and Paste Bank Import file (Default = No.)

Import Options

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

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

• SA Standard (.csv) - Custom CSV; Date format: yyyymmdd. Bank Acc: Line 5 (Number before first space); Transactions start on line 17.

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

• SA Standard (.ofx) - Has unique FITID (Date + ID); Does not have 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)

Batch updates

See Menu button > Batch Updates. Options include:

• Status - Update the Status on selected records.

• Delete - Delete the selected records (Pending and Cancelled only).

How to import a Bank Statement

• Click on Menu > Import - if multiple Bank accounts have been set up, a submenu will open for you to select the Bank for which you are importing. Only bank accounts with Import settings are displayed.

• Open Dialog - Select the file type (.ofx or .csv) and then select the file and click the Open button to complete the Import. A message will confirm the Batch ID. and the imported Transactions will display in the gridview.  If the import file does not match the selected bank, an error will be returned. 

• Right-click on the first Transaction and select Open (or double-click the first transaction) to open the Edit Form. Note the following:

  • Matching Records (if any) will be displayed

  • Transaction Types - All the valid Entry Types are displayed - where the Debit/Credit type is linked to Bank and the Account is blank or the Debit/Credit Account is linked to the Bank Account which is being imported. The amount (plus or minus) also affects which Transaction Types are valid. 

  • The Bank Balance from the Ledger and the Bank Statement is displayed at the bottom of the Edit Form. 

• If a matching record exists, click the Update or Create buttons to copy the Matching record to the Ledger - the Description and amounts will be updated from the current 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 gridview, it's easy to see which Bank Transactions have matching Ledger transactions. NB. The linked Ledger transaction must be a valid accounting transaction before it appears in the gridview.