Bank Import

Settings

User Settings

Navigation: Main Menu > Setup > Settings > Users (tab)

• Accounting > Banking (Import and Reconciliation) - Access Allowed: Checkbox. If checked, access is allowed.

Transaction Settings

Navigation: Main Menu > Setup > Settings > Users (tab)

• Users need View, New, and Edit 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 a transaction is cancelled, it must be manually entered afterwards.

General Settings 

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

• Copy and Paste Bank Import file: Checkbox. 

  • Checked: Users can open the bank import file into a note reader and copy and paste it into QuickEasy BOS Enterprise.

  • Unchecked: The bank file must be saved on the server. Users must have access to the file's save location to select the file to import.

Accounting Settings 

ℹ️ 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. Users must manually check that entries are not duplicated, and that no entries were missed (e.g. by doing a bank reconciliation).

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 ABSA (.ofx): 

    • Has unique FITID

    • Has closing tags

    • Date format: yyyymmdd

  • SA FNB (.ofx): 

    • Has unique FITID

    • Does not have closing tags

    • Date format: yyyymmdd

  • SA FNB - No FITID Check (.ofx): 

    • No FITID check

  • SA Investec (.ofx): 

    • Does not have unique FITID

    • Does not have closing tags (File has leading spaces in front of tags.)

    • Date format: yyyymmdd 

  • SA Nedbank (.ofx): 

    • Does not have unique FITID

    • Has closing tags

    • Date format: yyyymmdd

  • SA Nedbank - Credit Card (.csv)

  • SA Standard (.ofx): 

    • Has unique FITID (Date+ID)

    • Does not have closing tags

    • Date format: yyyymmdd

  • SA Standard - Option 1 (.csv):

    • Custom CSV

    • Date format: yyyymmdd

  • SA Standard - Option 2 (.csv): 

    • Custom CSV

    • Date format: yyyymmdd

  • Capitec (.ofx) files:

    • Does not have unique FITID

    • Date format: YYYYMMDD000000 

    • A Fees transaction is added for every transaction that attracts fees. 

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

    • Updates the Statuses of all the selected entries to the status chosen from the dropdown list once Update (button) is clicked.

    • Deletes all the selected entries when Delete (button) is clicked. Only entries with a status of Pending or Cancelled can be deleted. 

  • 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 refine their date selections.

• Status: Allows users to filter the transactions based on their statuses. The options are: All, Pending, Posted, Complete, or Cancelled.

Fields Explained

• ID: The system-generated number allocated to the entry.

• 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.

• Bank: 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 Bank columns should match once the transaction is entered. 

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

Edit Bank Transaction

Buttons Explained

• Refresh (symbol):  Re-selects the linked transactions in the Ledger. If only one transaction exists, it is opened (on the right).

•  ⬆ ⬇ :  Allow users to scroll through the imported entries.

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

• 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): Updates the matching record.

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

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

• Create (next to Entry Types): Creates 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 matches if the selected matching text matches the text on a previous entry.

3. If a matching record is found, users can click Update (button) to create a ledger transaction:

   1. Account names are prefilled based on the previous matching record.

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

4. If no matching records are found users can manually create a transaction by clicking Create (button).

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 are 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) include transactions such as:

      • Cash Up Surplus

      • Customer Receipts

      • General Income

      • Supplier Refund

    • Options for negative numbers (payments) include transactions such as:

      • Cash Up Shortfall

      • Customer Refund

      • General Expenses

      • Payroll - Payment

      • Supplier Payments

      • VAT Payment

  • Users can double-click an entry to create new transaction (on the left).

Bank Balance

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

• The bank-import grid view shows which Bank Transactions have matching Ledger transactions. 

• Linked Ledger transactions must be valid accounting transactions before they are displayed on the grid view.

Related Topics

• Tutorial: Bank Import & Allocations

• Setup: Bank Import