Bank Imports

This module is still a work in process.

A bank import is performed to capture all the bank entries. The applicable transaction types are displayed, and the dates and amounts are filled in automatically from the bank-statement entry.

Before a bank import can be performed for the first time the following steps must be taken:

1. Create and link Bank Profiles to the bank accounts.
2. Add the Update Bank setting to the applicable transaction types (e.g. Bank Payments, Bank Receipts, Customer Receipts, Supplier Payments).
3. Add the Bank module to a menu.
4. Set User Access for the bank module: … Bank > Menu (button) > Edit User Access.
5. Create statuses for the bank entries:
   1. … Bank > Menu (button) > Edit Statuses (Bank Header) > Add Default (button).
   2. … Bank > Menu (button) > Edit Statuses (Bank Item) > Add Default (button).

In the context of bank imports, the import is treated as a bank transaction with the header status referring to the import header, and the transactions that are added to the import are treated as the items.

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Bank Import List View

Buttons Explained

Button	Description
View	Displays a list of bank recons or import entries.
Arrow on View button > Reset Data Filter	Resets the selected filters.
New	Creates a new Bank Import or Bank Reconciliation as selected from the dropdown list.
Menu	Settings – Edit User Access – Edit Accounting (Accounts, VAT Types, Currencies, Credit Terms, Bank Profiles)  – Edit Statuses (Bank Header) – Edit Statuses (Bank Item) Layout

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Filters Explained

Filter	Description
Set	A selection of date options including No Date to display all the entries.
Date (radio button)	Works in conjunction with the date. Displays entries that were created on that date (i.e. the date on which the recon or import was created.)
Updated (radio button)	Works in conjunction with the date. Displays entries that were updated on that date (i.e. the date on which the recon or import was updated.)
Account	A dropdown list of bank accounts to select one or all.
Status Groups	Checkboxes to filter the entries based on the status groups. If none of the boxes are checked, all the entries are displayed.

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Fields Explained

Field	Description
Status	The status of the recon or import.
Bank No.	The system-generated number allocated to the entry.
Type	Whether the entry is an Import or Recon.
Account	The name of the bank account.
Date Start	The start date of the recon or import. After the first import is created, this date is automatically set as the day after the previous import ended.
Date End	The end date of the recon or import.
Bank Balance	The bank balance at the end of the period.
Ledger Balance	The ledger balance at the end of the period.
Variance	The difference between the bank and ledger balances.
Widget	A submenu with the following actions: – Edit – Delete

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Bank Import Edit View

Buttons Explained

Button	Description
Arrows	Navigates between bank reconciliations / imports.
New	Creates a new Bank Import or Bank Reconciliation as selected from the dropdown list.
Save	Saves any changes
Actions	Upload File: Allows a file to be uploaded to QuickEasy BOS. Download File: Allows a file to be downloaded to a local computer. Delete Bank: Deletes the bank import.
Menu	Open Ledger: Opens the transaction in the ledger. Settings – Edit Accounting (Accounts, VAT Types, Currencies, Credit Terms, Bank Profiles)  – Edit User Access – Edit Statuses (Bank Header) – Edit Statuses (Bank Item) Layout

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Fields Explained: Header

Field	Description
Status	A dropdown list of statuses to select a header status.
Bank No.	The system-generated number allocated to the entry.
Type	Whether the entry is an Import or Reconciliation.
Account	A dropdown list of bank accounts to select one. Only bank accounts with correctly completed Bank Profiles appear on the list.
Date Start	The start date of the recon or import.
Date End	The end date of the recon or import.
Note Field	A field to type a note.
Bank Balance	The balance on the imported bank statement. This field can be edited.
Ledger Balance	The ledger balance at the end of the period.
Variance	The difference between the bank and ledger balances.

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Fields Explained: Transactions

Button and Checkbox	Description
Synchronise Ledger	Opens the ledger transaction on the right panel that matches the bank entry clicked on.
Refresh (button)	Refreshes the display after transactions are created.

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Field	Description
ID	The system-generated number for the entry.
Status	The item’s status where item refers to the transaction (which is an item on a bank import).
Bank ID	The system-generated number for the bank import.
Date	The date of the transaction.
Description	The transaction’s description.
Amount	The transaction amount.
Ledger	The ledger amount.
Variance	The difference between the ledger and transaction amounts.
Trans No.	The Transaction Type code and number.
Created	The date on which the entry was created.
Updated	The date on which the entry was last updated.
Updated By	The user who last updated the entry.
Trans No.	The original Transaction Type code and number.
Widget	A submenu with the following action: Open Ledger: Opens the transaction on the right panel.

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Tutorials

How to Create Bank Import Transactions

1. Navigate to Bank.
   • Note: The module is named Bank, however, it might be renamed on the menu (e.g. to Bank Recon or Bank Import). It can be added to any menu group (e.g. Accounting).
2. Click New (button) > Bank Import.
3. Account = Select a Bank Account from the dropdown list.
   • Note: Only bank accounts with linked bank profiles are displayed.
4. Click Actions (button) > Upload File.
5. Navigate to the file on your computer, click the file name and click Open (button).
6. A popup displays information on the import. Click OK (button) after reading the information.
   1. A list of transactions from the bank import is displayed on the left.
   2. In the header, the bank statement balance is filled in from the import, and a variance is displayed (difference between the ledger and bank statement).
7. To create a transaction:
   1. Click the entry on the left that you want to create a transaction for.
   2. A list of available Transaction Types is displayed in the Transaction Types column. If there is only one, it is automatically selected. If there are multiple available transaction types, click the one you want to create.
   3. Click Create (button).
   4. On the opened transaction interface, capture the transaction as you normally would:
      1. Type or select a Reference.
      2. Select a Dr or Cr account, whichever is applicable.
         • Note: The bank account is automatically selected in either the debit or credit account columns. An account must be selected for the other side of the entry unless it is a supplier or customer. The system fills in the customer or supplier selected in the header after you press enter.
      3. Select a different VAT Type if necessary.
      4. If allocations are used and it is a customer or supplier transaction, click Allocate (button) and allocate the receipt or payment. Click No if you are prompted to update the transaction amount.
      5. Click Done (button).
         • Note: If you receive an error message, change the status to Complete or Reconciled and click Save (button) instead.
      6. The transaction’s number is filled in on the list of bank entries.
8. Repeat Step 7 until all the entries are captured and the variance is zero.

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How to Update Bank Import Transactions

1. Open the applicable bank import.
2. Click the entry you want to update
3. Click Update (button).
4. The transaction is displayed on the right. Edit is as necessary.

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Learn More

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