Import a Bank Statement
Once your settings are done, you may proceed to import your bank statements.
To Import a Bank Statement:
- Click on the Action → Reconciliation menu.
- Select the correct Bank Account; e.g. “Current Bank Account”; if not already selected.
- Enter the closing Bank Balance.
The Last total will be displayed as the closing balance for the previous period of the selected bank account.
- Click on the Open button. The “Batch Entry – [Payments Jnl]” screen is displayed:
The Difference of -5758.00 displayed on the “Batch Entry – [Payments Jnl]” screen, will change to 0.00; once the net value Credit (Deposits / Receipts) minus the Debit (Payments) amounts (displayed as a positive amount) is imported.
The difference should be 0.00 which means that all transactions on the imported bank statement is correctly imported.
- Enter the Bank Statement No or Name in Change Alias field.
- Click on the Import Bank Statement icon. The “Import Bank Statement” screen is displayed:
- Select the File Type. For this example; the “INT-OFC / OFC standaard 2” (“Microsoft Money” file format) is selected.
- Select the “Show Details” option.
If the “Show Details” is not selected (not ticked), the Check screen will not be launched.
- Click on the Import button. The “Open” screen will be displayed.
- Locate the valid bank statement file and click on the Open button. The selected file will be imported and displayed on the “Check” screen as follows:
- The references in the “Reknr” column, will if they match your Bank Links tab for General Ledger Accounts (Action → Accounts menu) and the Bank Account No. tab for debtor (customer / client) accounts (Action → Debtor menu) and for creditor (supplier) accounts (Action → Creditormenu), be allocated to the correct accounts on the Batch Entry screen for this bank account.
Should you import the same Bank Statement, the bank statement transaction details in the rows will be displayed in a yellow background colour.
You may enter a Statement Reference (if applicable). Should you enter a reference; and you click on the Apply button; this reference will be displayed in the Reference column of the selected bank statement transaction.
- Click on the Close button. The “Import Bank Statement” screen is displayed:
The details displayed on the “Import Bank Statement” screen is as follows:
- Transaction No. – This will be the transaction number generated and would consist basically of the date yyyy/mm/dd format; followed a time stamp and a reference number. This may differ from your operating system's regional and date settings.
- Total – This is the net value Credit (Deposits / Receipts) minus the Debit (Payments) amounts. If the Credit (Deposits / Receipts) is more than the Debit (Payments) this will display a positive amount. Should the Debit (Payments be more than the Credit (Deposits / Receipts) this amount should be displayed as a negative (“ -”) amount.
- From – The start date as selected while downloading (exporting) the bank statement from your bank or financial institution.
- Until – The end date until when transactions would be included in the downloaded (exported bank statement).
- Posted – The default value is “0”. This means that the transactions have not yet been posted (updated to the ledger). Once you have allocated (selected) Accounts and / or Tax accounts (where applicable) a value of “1” as posted (processed) will be displayed.
The colour of the font for this line will change from black to blue if transactions have been processed and / or posted.
If the bank reconciliation is done, the font colour will change to green.
Click on the Close button. The transactions as per your bank statement is imported into the “Batch Entry – [Payments Jnl]” screen.