Bank accounts are a special type of GL account in the system.
Table of Contents
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Setting up Bank Accounts
Bank Accounts require a GL Account first, then define the bank details (BSB and Account number and related cards) on Host Company
For foreign currency bank accounts see Foreign Currency Transactions (fx)#BankAccounts
Configure the definition of the bank branches
Admin > Financials >
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If you already have GL accounts setup as bank accounts
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Setting up a new GL account as a Bank Account on Host Company
Reference the account in the bank account configuration - see Managing the Chart of Accounts to add GL accounts
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Note that once transactions have been entered to the bank account you cannot change the GL account |
Setup a Credit Account as a Liability - Credit accounts are a liability for your business
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Assigning Credit cards on Accounts to people and Assets
Then you can assign cards that operate on the account to people (expenses) or Assets
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Enter an opening balance for the bank account
An opening balance is simply a journal - one side is the current bank (or credit account) balance - the other side is normally formation assets or an account chosen by your accountant
Any journal to a bank account once reconciled cannot be changed. It is recommended therefore that opening balance journals NOT include a line for the bank account - but this is done as a separate journal so the opening balance journal can later be changed if required.
Fuel Cards
Fuel cards are a Merchant Account - ie not a bank account - but a company you need to pay.
Create the Merchant Account on the Host company
Link the Fuel Card to the Asset
When the Fuel Statement Arrives
Note if you have Branches and Departments defined they will default from the Asset.
And the Asset will be linked to the $ and L from the line on the creditor Invoice
Credit Card Payments using Credit Card Terminals
When a bank provides Credit Card Terminals for processing transactions
Setup the bank Account Details
Select Payment Method EFTPOS (terminal) - then machine. Bank will default from terminal
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This is the only way a payment can be added to the batch for that terminal Reversal of Payment Journals will be added to the batch (Status - Create a Reversal) |
Payment Batch from EFTPOS Terminal Transactions (per terminal)
- When a payment is created
- if no batch exists for the Terminal / date / cutoff time combination - a new one is created
- if a batch exists then the payment will be added to it
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Batches will be closed every day by the system |
The batch is cleared in the bank account using the normal method - see ReconcilingCreditCardBatchesBatches
Credit Card Payments using credit card gateways like Eway
Register
- When you register with a credit card gateway - they will ask you for your bank details - and the bank will provide you with a merchant number that gets passed with the transaction information to identify the bank accounts to be impacted by the credit card transaction.
- When our system takes a credit card payment - the system passes your merchant number along with the transaction to the gateway and gets a response.
- Every response is logged and you will see the result on the transaction you are actioning (sales order, booking etc).
Indicate supported credit cards to limits the options users have on payment
Indicate the credit cards you support
The eway Merchant Number to pass through
Using eWay as an example: When you register with eWay - they ask for the bank details they are to put money into. Then they provide you with a Merchant ID number. Place this number in the Merchant ID field for that bank account. When the system takes a credit card transaction it looks for the bank account to use and the merchant ID to pass to eWay.
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Note you need the Secure Feature of "CreditCardProcessing" to be a non- zero value on one of your roles in order to see this field. Do not allow many people to see this field |
Payments are batched by eway
Multiple payments per day are deposited in your bank - not every transaction
- eWay will not send you a transaction for every individual transaction - they will instead send a lump of money 2x per day based on your overall transactions.
- So we need to group together all the transactions eWay has told us have been successful into a single $ value that we expect to see go into your bank.
- For this reason we batch together all credit card transactions into a "Batch" using the cut-off times told to us by eWay.
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Trade Finance Bank Account
Discussion
Trade financing is when the bank will forward some funds to you for a % of invoices you have sent out to customers so you can have the cash earlier and not have to wait to collect it.
The account is normally effectively a loan.
The bank normally expects that all the debtors they are trade financing will be instructed to pay into the trade finance account. This helps minimise the loan and also keep track of the performance of individual debtors.
Bank Account Setup as Trade Finance Account
Note - only one bank account can be the Trade Finance account at a time
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Bank Account on Invoices
When a bank account is flagged as "Trade Finance" then invoices sent from the system or viewed online will have the following bank details:
Debtors flagged as "Exclude from Trade Financing" - will show the bank account with Default set to "Debtor" or "Both"
All other debtors will show the Bank account with the special type "Trade Finance"
Turn on the flag for debtors
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Set on a debtor
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Regular Providing invoices to the Bank
The bank will request all invoices to be sent to them regularly - use the Trade Finance Screen for this - then export to xls to send to the bank
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Aging summary by Due Date for NON trade finance debtors
The aging summary can exclude Trade Finance Debtors
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OLD Bank Reconcilation - Enter an opening balance for the bank account
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New Statement Centred Bank Reconcilation process does not require an opening balance for the bank account. See Bank Reconciliation - Statement centric - uploaded and remembered bank statement lines |
An opening balance is simply a journal - one side is the current bank (or credit account) balance - the other side is normally formation assets or an account chosen by your accountant
Any journal to a bank account once reconciled cannot be changed. It is recommended therefore that opening balance journals NOT include a line for the bank account - but this is done as a separate journal so the opening balance journal can later be changed if required.
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Fuel Cards
Fuel cards are a Merchant Account - ie not a bank account - but a company you need to pay.
Create the Merchant Account on the Host company
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Link the Fuel Card to the Asset
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When the Fuel Statement Arrives
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Note if you have Branches and Departments defined they will default from the Asset.
And the Asset will be linked to the $ and L from the line on the creditor Invoice
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Credit Card Payments using Credit Card Terminals
When a bank provides Credit Card Terminals for processing transactions (card not present)
Setup the bank Account Details
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Select Payment Method EFTPOS (terminal) - then machine. Bank will default from terminal
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| Note |
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This is the only way a payment can be added to the batch for that terminal Reversal of Payment Journals will be added to the batch (Status - Create a Reversal) |
Payment Batch from EFTPOS Terminal Transactions (per terminal)
When a payment is created
if no batch exists for the Terminal / date / cutoff time combination - a new one is created
if a batch exists then the payment will be added to it
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| Note |
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Batches will be closed every day by the system |
The batch is cleared in the bank account using the normal method - see Bank Accounts - Creating and Managing#ReconcilingCreditCardBatchesBatches
Credit Card Payments using credit card gateways like Eway
Register
When you register with a credit card gateway - they will ask you for your bank details - and the bank will provide you with a merchant number that gets passed with the transaction information to identify the bank accounts to be impacted by the credit card transaction.
When our system takes a credit card payment - the system passes your merchant number along with the transaction to the gateway and gets a response.
Every response is logged and you will see the result on the transaction you are actioning (sales order, booking etc).
Indicate supported credit cards to limits the options users have on payment
Indicate the credit cards you support
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The eway Merchant Number to pass through
Using eWay as an example: When you register with eWay - they ask for the bank details they are to put money into. Then they provide you with a Merchant ID number. Place this number in the Merchant ID field for that bank account. When the system takes a credit card transaction it looks for the bank account to use and the merchant ID to pass to eWay.
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Note you need the Secure Feature of "CreditCardProcessing" to be a non- zero value on one of your roles in order to see this field. Do not allow many people to see this field |
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Payments are batched by eway
Multiple payments per day are deposited in your bank - not every transaction
eWay will not send you a transaction for every individual transaction - they will instead send a lump of money 2x per day based on your overall transactions.
So we need to group together all the transactions eWay has told us have been successful into a single $ value that we expect to see go into your bank.
For this reason we batch together all credit card transactions into a "Batch" using the cut-off times told to us by eWay.
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Using Tyro Credit Card (Card Present) Terminals in POS
The POS looks for the Tyro Software installed on the local machine
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OLD Bank Reconciliation Format
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The POS then passes the amount to be paid to the Tyro software which passes it to the Tyro Cloud which puts it onto the device (so internet connection is required) The user swipes the EFTPOS or credit card - Tyro then tells the tyro cloud to update our POS with the transaction reference, amount etc and the system then completes the transaction Tyro pays all the money for a day in a single payment (except AMEX which is paid directly by AMEX). To see these amounts - use the separate AMEX flag on the bank req.  If the totals are not the same as deposited or reported by Tyro - right click to open the batch an investigate all transactions involved Clearing CC Batches in OLD Bank Statement
Although the payments are grouped together - we have found that the credit card gateways frequently send a different $ amount to what we would expect based on the payments sent to them.
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 If the amount they deposited is not the same - you will have to go through the statement they provided and tick off individual transactions on the bank statement so you know which transactions have cleared. |
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See Bank Reconciliation - Statement centric - uploaded and remembered bank statement lines for reconciliation instructions |
Payments from/to Debtors and Payments to/from Creditors and bank accounts
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When doing a Creditor Payment, Creditor Refund, Debtor Payment or Debtor Refund - you can select the bank account when you do the transaction - and that will place the transaction in the reconciliation screen for that bank account
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When you do not want to enter an invoice - you just want to record a payment
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Use "Supplier Payment (No Invoice)" or "Customer Payment (No Invoice)" to create the transaction - referencing the bank account
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Cash Batches
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If your business is collecting cash while delivering products on Waybills - review Waybills - Grouping deliveries together and doing consolidated picking across orders#Createthepaymentsandaddthemtothedriversbatchforthatday |
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Do a second count of each cash batch to confirm the amounts.
Group together multiple amounts of cash into a single bank deposit.
Capture the cash transaction
Sales Reps, Delivery Drivers and Bus Drivers are collecting cash during a day of driving around visiting customers.
The cash they collect is grouped into a batch to be counted at the end of the day. This is known as a "Cash Batch"
They may also spend some of this cash as they go - to wash the car, parking or other items. This is known as a "Spend Money" - cash was used.
If they purchase items using a credit card (for example a fuel card) this is not included in the daily batch and is not a spend money as no cash was spent.
Cash payments may be recorded in a number of ways by drivers
If your business manages orders
As a cash payment of a sales order or booking - from the sales order screen
As a cash payment not linked to a sales order - simply a cash collection from a debtor they visited from the debtor or in the driver portal.
If your business manages bookings
The bus drivers portal as they drive
As a cash payment for a booking in the driver portal or entered later once they have returned.
The cash payment will default to their batch for the day
Cash Counting by drivers
Count the Cash taken during a number of days - Drop at office
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If the driver is depositing the cash to the bank - the batch will be closed and a journal created to the bank for the amount deposited
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Once the cash is dropped off to the office - second cash count
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Office does a second count and moves the batch to locked status
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Group multiple cash counts into a single amount to deposit to the bank
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The batch will then have a reference on it to the journal that links it to the bank statement
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The Banking Batches Screen Consolidates this view into a single screen
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How does the cash deposited appear in the OLD bank statement
Cash batches appear as a single journal line in the bank statement ( A yellow General Journal) as all the cash was deposited as a single cash amount
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Reconciling the OLD bank statement
Getting ready to reconcile transactions
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Note that the transactions listed will be any transactions prior to the Reconciliation date that have not yet been reconciled.
OLD Bank Reconcilation - Reconciling individual transactions
Next you need to look through your bank statement to find transactions to clear. Normally you have a printed out statement and you tick off each transaction as you find it.
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The bank reconciliation shows some transactions that are part of a credit card batch (see credit card section above in this document) - If the amount we say should be there is the same as in the bank statement you can clear these using a rightclick.
OLD Bank Reconcilation -Reconciling Credit Card Batches Batches
The bottom RHS of the screen has a list of batches. A batch is a group of transactions. As you can see all the individual transactions are still visible in the bank statement - this is because it is common that what we expect and what is paid to you will often be different - because of fees, bounced transactions and other reasons. You can quickly clear all in batch using a right click if the values match. Otherwise you will need to use the credit card statement to clear them independently.
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Enter Bank Fees
This is a good time to enter any bank fees that you find when looking at your credit card gateway trading statement
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Remember that this is a grid like anywhere else in the system - so you can filter the transactions (CNTRL F) or top LHS of grid for filter - it will filter using any information in the grid
OLD Bank Reconcilation - Filtering the transaction list
using letters
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Filtering using numbers
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OLD Bank Reconcilation -Review of past reconciliations including the PDF report
At any time you can print a preview of the reconciliation report using the print button.
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This is what the report looks like
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The saved report shows exactly the situation at the time of doing the bank Req - there are two numbers that may now be different...
When viewing a closed bank Req - the unpresented values are live values (not saved ones). Hence they will show you if any transactions prior to the reconcilation date have STILL not been cleared. The saved report shows accurately at the time of doing the bank req:
The Bank Balance is often not the same as the Balance sheet balance - due to un-presented transactions.
The numbers on the saved reports are expected to vary with the balance sheet balance at the date - this is best illustrated with an example:
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OLD Bank Reconcilation - Deleting Bank Reconcilations
Go to Bank Reconciliation for the bank account affected
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- You can only delete reconciliations if you have the Locked one selected - then right click on the ones to delete.
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- You can only delete the latest Closed reconciliation (and then once that has been deleted the next most recent etc).
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- Note that you may need to clear the date range on the filter to see all bank reconciliations.
Delete reconciliations as far back as you need to including the first reconciliation
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Note - if you need to delete the first reconciliation check to make sure that the GL account does not have any transactions prior to the from date of the first reconciliation.
OLD Bank Reconcilation - Uploading the bank statement - and find the matches quickly
Why upload the bank statement? If all your transactions are already in the system you do not need to upload the bank statement.
To use an upload of your bank statement to quickly create missing transactions
You may pay people and not have entered a payment yet - that is ok - we make it easy to create the payments from the bank reconciliation screen
Upload your bank statement - this will provide a list of all transactions you have in your bank
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Upload File FormatThe Bank statement upload needs to have the following headings - modify your CSV file to suit
Negative values will NOT be converted - you need to create separate columns of debit and credit |
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You can start a bank fee journal from here as well - this will create a journal on the creditor you configured for the bank with the other side defaulting to using the account referenced in Symbols Config - BankFeesGLAccount
FX bank account transfer of funds
Use the wizard to transfer funds - see Foreign Currency Transactions (fx)
Shutting Down Bank Accounts
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In the GL - flag the GL account as "Disallow new entries" so it cannot be used as a bank account any more.
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