Allocation of Imported Electronic bank-statement - Cheques (Credits)

Purpose:

The main Bank Cashbook is used for the reporting of all transactions that go through on a bank account. Because this Cashbook should be an exact duplicate of the applicable bank account, the best way to get these transactions into the GoodX system is to do an Electronic import. 

The system will Import this electronic bank statement into two different batches. One for the Deposits (debits) and one for the Cheques (credits). Every transaction on both the Deposits (debits) and on the Cheques (credits) batches, have to be allocated to a general ledger.

You will find these batched under Existing batches. 

Roadmap:

Financial >> Cashbooks >> Select applicable Bank Cashbook >> Cheques  >> Select period >> Existing Batch >> Select applicable batch




  • The following screen will appear 




There are 5 functions available :

  1. Beginning of list  - Click on the |< button  to move to the first line on the list
  2. Move Backwards - Click on the < button to move backward (up)
  3. Move Forward - Click on the > button to move forward (down)
  4. End of List - Click on the <| to move to the end of the list
  5. Add a line - Click on the + button to add a new line. This line will be inserted on the line you have chosen
  6. Delete Line - Click on − button to remove a line
  7. Edit line - Click on Î” button to Edit a line

The following information will be found in the CHEQUE batch detail 

Doc no        - This will be auto allocated to each line, at the point of import

Action         -  Type of allocation. See dropdown for : Normal / Debtor - Patient / Debtor - Medical Aid / Creditor / Split. 

                       The process for each of these ï»¿ Action types will be documented separately.

Date            - Date of the transaction as it is on the original bank statement

Description - Same description as it is appearing on the original bank statement

Ledger        - Allocated ledger for this transaction. (Cheque batches will always default to an EXP ledger prefix)

Amount       - Amount as it is appearing on the original bank statement

VAT             - This will indicate the VAT portion after the allocation is done

Amount Description - Allocated ledger description


1. LEDGER ALLOCATION PROCESS for Cheque transactions - Action: NORMAL

  • This Action type will be applicable for all the NORMAL ledger allocations for cheque transactions
  • Select the transactions line and click in the ledger cell.
  • A tab for all the different ledger types will open at the bottom.
  • Click on the applicable ledger account type to open the complete list of ledger accounts


  • Select the applicable ledger account, and click on OK



  • The selected ledger account number will now appear in the Ledger column, as well as the description of the selected ledger will appear in the Account Description column


  • When all the transaction lines have been allocated to the applicable ledger accounts, click on Exit >> POST
  • If the allocation is not complete and the user needs to continue at a later stage, click on Exit and Save.




2.  LEDGER ALLOCATION PROCESS for Cheque transactions- Action: DEBTOR (Patient/MedAid)

  • This Action type will be applicable for all the DEBTOR Cheque allocations, BUT please take note that if the Cheque (Payment to the patient) allocation was already done manually via the MedDebs module, you will NOT use this Action type. The NORMAL action type will then be applicable.
  • Select the Patient (P) or Medical Aid (M) action in the dropdown menu, if this deposit should be allocated to a debtor, and tab to open.
  • The following line will appear on the screen. Enter the applicable DEB number and Tab.
  • The Item level allocation screen will now open up and the system will record the selected DEB nr in the Ledger column.
  • Dubble click in the "Received" column.
  • If the allocation was successful, the line in the item level will turn blue.
  • Click on DONE
  • The system will take you back to the Debtor account level allocation. 
  • Make sure the full amount was allocated and click on DONE.
  • The Document Options pop-up screen will appear. Select the CONTINUE option.
  • Continue now with the allocation of the next transaction line



3.  LEDGER ALLOCATION PROCESS -for Cheque transactions Action: CREDITORS

  • This Action type will be applicable for all the Cheque payments made to a CREDITOR.
  • Select the Creditor(C) action in the dropdown menu, if this deposit should be allocated to a creditor, and Tab to open.

  • Select the correct Creditor under the Account and Tab to open the item level line.
  • Enter the amount received in the PAY column or double click. The allocated line will turn blue.
  • Make sure the full amount was allocated and click on DONE.
  • The Document Options pop-up screen will appear. Select the CONTINUE option.
  • Continue now with the allocation of the next transaction



4. LEDGER ALLOCATION PROCESS for Cheque transactions - Action: SPLIT

  • This Action type will be applicable for all the SPLIT Cheque payments. This split kan be between 
  • Creditor(C) action in the dropdown menu, if this deposit should be allocated to a creditor, and Tab to open.


Last modified: Wednesday, 9 September 2020, 9:59 AM