On the Bank statement focusing view, open invoices and bank statement transactions can be browsed to look for invoices that have not been automatically allocated the status of Paid. Invoices and transactions can be allocated and existing allocations can be removed.
You can look for bank statement transactions corresponding to all open invoices through search results in Search > Receipt search, by clicking on the More actions button and selecting the Bank statement focusing option. To activate your selection, you must first find the invoices to be allocated by choosing Open invoices as search type the Search function. Then, click on More actions > Bank statement focusing.
In the view that opens, you can specify the search criteria for bank statement transactions, i.e. the time period, bank account number and transaction type (withdrawals/deposits). You can also choose to view all bank accounts and both withdrawals and transactions. Clicking on the Search button updates the information at the bottom of the view according to the search criteria.
You can process purchase, sales, travel and expense invoices, as well as VAT payments and employer’s contributions in the Bank statement focusing view. When you open the view, the invoices selected for viewing will be listed in Search open invoices at the top, and all bank statement transactions from the previous month at the bottom.
Clicking on the Delete row button will remove the selected invoice from the list.
Allocating transactions and invoices
Bank statement transactions and open invoices are allocated to each other by selecting the desired invoice from the upper list and the related bank statement transaction from the lower list. Activate the invoice/transaction pair by clicking on both, followed by clicking on Allocate.
Clicking on the Allocate button will allocate the selected invoice and bank statement transaction to each other and set the invoice status as Marked paid. Meanwhile the bank statement transaction will be marked with an "OK" in the Allocated-column, which is seen in the bank statement view. The "OK" informs that the transaction has been allocated to a receipt/invoice in Procountor.
Bank statement focusing signs open invoices off the ledger but does not make any accounting entries.
Invoice paid without a bank reference code
Since bank statement focusing does not make any accounting entries, the entries on the bank statement's accounting page should be adjusted when using bank statement allocation on sales invoices paid without a bank reference.
The sales invoice and payment are first allocated by clicking Allocate. The invoice is set to status Marked paid and the bank statement transaction will be marked with "OK". (You can also set the invoice status manually to Marked paid using the Special situations option on the sales invoice, if you only want to remove it from accounts receivable.)
When a payment is entered on the bank statement, it is posted by default to account 1990 Payments in transit and balancing difference. Since the payment has no bank reference code, no reversing entry will exist in the reference payment specifications. The default posting of 1990 on the bank statement’s accounting page will therefore be changed to 1700 Accounts receivable. This will then set off the sales invoice entry in accounts receivable.
Other allocation situations
You can also allocate received payments to purchase invoices through Bank statement focusing in situations in which the sum credited for the purchase invoice will be returned.
The accounting page of the bank statement needs to be adjusted when using a currency account in bank statement allocations. You can go to the bank statements accounting view by clicking Accounting.
An existing allocation between a bank statement transaction and a invoice can be removed by selecting the transaction row and using Remove allocation from bank statement event. Removing the allocation will remove the "OK" sign in the bank statement. After removing the allocation, the bank statement transaction can be allocated to another invoice.
Removing the allocation will not remove the payment event from the invoice. The payment needs to be removed manually by going to the invoices Payment view (all receipts except for sales invoices) or the Special situations (sales invoices).
Viewing invoice and transaction information
Clicking on the invoice row (business partner's name) will open the details of the selected invoice (not available for VAT payments and employer’s contributions).
Clicking on the Payment button will open the invoices’ Payment view (not available for sales invoices). Through this function, you can also mark non-sales invoices as paid or verify payment transactions allocated to the invoice. Change the payment date and paid sum in the Payment view, if necessary. Mark the invoice as paid by clicking on the Mark as paid elsewhere button.
Sales invoices can be assigned to the status of Marked paid by going to the Invoice view (by clicking the invoice row) and choosing Go to > Special situations. Enter the payment date and select the Payment method (e.g. bank statement) on the page that opens. Change the paid sum, if necessary, and enter a Transaction description.
Clicking on the Accounting button will open the accounting page of the selected invoice or bank statement. After clicking on the button, the program will ask which accounting page you would like to view.
Clicking on the To reference payments button will open the Bank statements and reference payments page, on which you can view the reference payments.
Clicking on the Bank statement button will open the Bank statements and reference payments page, on which you can view the bank statements.