Through this function, you can view and process bank statements and reference payments received from the bank. The function can be found in the Payment transactions menu.
Bank statements and reference payments
Procountor imports the previous banking day’s bank statements and reference payments on the morning of each weekday.
You can search for bank statements and reference payments using various search criteria.
Using search fields
You can target the search to the bank statements of a certain bank account or to those of all bank accounts. As limiting search conditions you can use the time period, bank statement number, payer’s name in the bank statement, message, entry description or the sum.
You can combine the search criteria as needed. If you leave the date and bank statement number fields empty, the program will retrieve the latest bank statement or reference payment for that bank account. By default, the program will display the bank statement according to the material received from the bank, e.g. on a daily, weekly or monthly basis, but you can search for bank statements and/or reference codes for longer periods in the same view.
You can search for bank statements and reference payments by first choosing the account whose bank statements and/or reference payments you wish to browse, as well as the date or number of the bank statement or reference payment.
The Entry description search condition can be used e.g. when adjusting accounts receivables. The Reference payment report allows you to quickly search all bank statements for payments without a payment reference by selecting search condition 710 (Deposit). The search produces a list of bank statements with those transactions.
In the Name or Message search conditions, you can enter part of the text only.
In the Sum search condition, you can use < or > characters in front of a number or enter a value range separated by a hyphen. When searching by the sum remember to add a minus sign in front of the sum if you are searching a withdrawal. When searching received payments, you do not have to add the plus sign. When making adjustments, you may want to search certain transaction by the sum.
When you have selected the search conditions you want, click the Search button. The search result rows contain summary information on the bank statements that fulfil the selected search conditions.
The Search button will search for and display the bank statements and/or reference payments corresponding to the search criteria.
The Clear button clears the given search criteria.
The Printable ZIP package drop-down menu contains the option Printable ZIP package, which creates a ZIP package of all bank statements in the list, where each bank statement is in PDF format. The Printable ZIP package, incl. attachments selection also includes possible attachments, which may have been attached to the accounting page of the bank statements.
You can print out a list of reference payments by right-clicking on the edge of the list. Select PDF from the menu that opens, and the program will open a list of the reference payments.
With the Previous bank statement and Next bank statement buttons you can browse the Bank statements and Reference payments for the selected account.
The Preview button displays the selected bank statement in HTML or PDF format. By selecting the retrieved transactions with the right mouse button, you can view the search results in Excel, for example. You can print out a list of reference payments either through the right mouse button menu or by generating the Reference payment report found under Payment reports.
Clicking on the Receipt button will create a printable receipt for the selected transaction row. You can choose either HTML or PDF as the format.
Clicking on the Accounting button opens the accounting page of the Bank statement or Reference payment. If the payment has been allocated to an invoice, you can view its details by clicking on the Invoice button.
Edit reference payment
In the Bank statement and reference payment view Edit reference payment button can be pushed, which will open the Edit reference payment view. In this view payments can be reallocated, adjustments can be made, allocation can be deleted or the payment can be marked as Allocate elsewhere.
If the payment has been allocated to an invoice, this will be indicated by the text OK in Edit reference payment view in the Allocated column. By pushing the OK the user can move to the invoice that has been linked to the reference payment.
Allocating reference payments
Procountor automatically allocates reference payments by searching for the oldest open invoice whose bank reference code matches that of the payment. For as long as the invoice is open (i.e. its status is not Paid or Marked paid), all payments made with its bank reference code will be allocated to the invoice.
If the payment has not been allocated, i.e. the row’s Allocated column is empty, enter the bank reference code in the Correct reference field and click on the Save button. After the invoice has been allocated to the correct sales invoice, its status will change to Paid, after which its allocation can no longer be changed.
If an overpayment (many reference payments or one reference payment which is greater than the sales invoice amount) is allocated to the invoice, its status will be set to Partly paid and a negative sum will remain open for the invoice. You should compensate for this overpayment in Special situations on the sales invoice by marking another payment transaction which will compensate the overpayment. This will mark the invoice as paid and no more payments will be allocated to it. After this, the overpayment should be assigned to another invoice by adding a Marked paid entry, for example, or return the money to the customer.
If the payment difference is greater than 0, i.e. too much has been paid, enter a positive figure in the Correction field. An adjusting entry will be made in the accounts when you click on the Save button. This will also create a transaction row in Special situations on the sales invoice. The row’s date will be the payment date, payment method Correction, the sum equal to the adjusted sum, and the transaction description Reference payment correction. If the open sum on the invoice is EUR 0 after the adjustment, its status will be set to Marked paid.
It is possible to remove allocations by pushing Remove allocation button in Edit reference payment view.
This will open a window where the payment transactions and/or allocations can be removed.
- If both payment transaction and allocation are to be removed choose the payment transaction from the window.
- If only the allocation is to be removed, choose only the Remove allocation only from the reference payment
Note that reference payments can be modified only if the financial year and tracking periods are open.
Marking reference payments as Allocated elsewhere
It is possible to mark reference payments as Allocate elsewhere if there is no invoice for the payment and the accounting is done by using a journal receipt or making the entries behind the reference payment.
By pushing Allocate elsewhere button in the Edit reference payment view the payment will be removed from the not allocated reference payments list. Note that this will not make any entries and the entries should be done by hand.
If the Allocated elsewhere status is to be removed, activate the correct payment row and push Undo allocation elsewhere button.
Other tips for reference allocation
You should monitor the sales ledger and the account 1700 Accounts receivable to ensure that they balance. Invoices are removed from the sales ledger when a payment date has been saved for them, i.e. their status has been set to Paid or Marked paid.
If an invoice has been paid in part only, for example due to a cash discount being given, you can adjust its accounting by the difference by entering the adjusting sum in the Correction field. The accounts 1700 Accounts receivable and 3000 Sales will be adjusted. This sales adjustment will also correct the sales VAT. If the payment difference is less than 0, i.e. a sum less than the invoice amount has been paid, enter a negative adjusting figure in the Correction field.
You can view attachments on bank statements and reference payments in the Accounting page right side menu.
In the Attachment window you can add attachments to drop files in there or you can use Add files -button to Add from computer, Add from documents or Add from receipts. You can use picture- (png, jpg), word- (txt), PDF- and Excel-files in attachments. Only pictures and PDF-files can be preview, not Excel. You can zoom and browse, if attachments have several pages. You can open attachment and download to your own computer by choosing attachment row to active and push Open -button. In Delete -button you can delete attachment. Attachments max. file size is 10 Mb.
Processing of currency rate differences on purchase invoices
A currency rate difference entry will be automatically set up on the accounting page of the bank statement if a currency-denominated payment is allocated to an open purchase invoice so that the purchase invoice will be paid in its entirety. The purchase invoice will be automatically acknowledged to the Paid status. The currency rate difference will be set up in the accounting entry on the bank statement as its own row below the payment allocated to the purchase invoice. The entry description indicates to which purchase invoice the currency rate difference entry is allocated.
The posting rule for the automated currency rate difference treatment may be set in the Receipt type default postings view at Automated currency rate differences.