Bank statements and reference payments view is used to search, check and handle bank statements and reference payments that have been received to Procountor.
The view is accessed by choosing Payments > Bank statements and reference payments.
Procountor retrieves automatically the previous banking day’s bank statements and reference payments in the morning of each business day. Retrieving bank statements and reference payments are always agreed and decided on the Bank connection authorizations. For example, if the agreement includes weekly or monthly bank statements, the bank statements are received to Procountor according to the agreement. The balance of the bank statement will remain unchanged until the next bank statement with transactions arrives. Procountor does not retrieve empty bank statements that do not have transactions.
Bank statements and reference payment are fetched from different bank material. If a company did not agree that the bank will send the reference payment material to Procountor, sales invoices cannot be allocated as paid. Also, the receivable transactions can be seen as a sum of all receivables, not in separate rows. This is why it is highly important that a company and bank agrees with all the services in the bank connection authorization.
- When both bank statement and reference payment material are fetched to Procountor, the receivables can bee seen row by row and it is possible to allocate the payments to the right sales invoices.
- In a situation which reference payment has not been allocated to the right sales invoice the user can use correct reference field to correct the allocation.
- If the reference has not been used in the transaction the payment can bee found from the list of bank statements. The allocation should be done by using bank statement allocation.
Buttons and fields in the view
The upper section
Search button searches the bank statements and/or reference payments corresponding to the search criteria.
Clear button clears the given search criteria.
Printable ZIP package button is used to download a package containing separate bank statements and reference payments in PDF format. It is also possible to download a package that includes the possible attachments from the accounting pages of the bank statements.
Previous bank statement and Next bank statement buttons are used to change the bank statements and reference payments shown in the view.
Account number field: this drop-down menu chooses the account for which the bank statements and reference payments are searched. It is also possible to choose all accounts.
Starting and Ending field: these fields are used to define the search period.
Latest bank statement selection retrieves the newest bank statement for the chosen account.
Group reference payments selection is used to set reference payments to groups.
Bank statements selection is used to determine if bank statements are included in the search results or not.
Ref. payments selection is used to determine if reference payments are included in the search results or not.
Clicking the Show detailed search text opens more fields to be used in the search: Sum, Entry description, Name, Bank statement no., Reference and Message.
Preview button displays the selected bank statement in HTML or PDF format. By clicking a search result row with the right mouse button, the results can be opened also in Excel. A list of reference payments can be opened either through the right mouse button menu or by generating the Reference payment report found under Payment reports (Reports > Payment reports > Reference payment report).
Receipt button creates a printable receipt for the selected transaction row. You can choose either HTML or PDF as the format.
Accounting button opens the Accounting view of the Bank statement or Reference payment.
Invoice button opens the Invoice view if the payment involves an invoice.
Edit reference payment button is used to go to a separate view that is used to edit reference payments (delete allocation and allocate reference payments etc). More information about this function here.
Update accounting button updates the accounting page of the bank statement according to current accounting defaults. This button is useful if a user creates a new default posting to bank statements and want’s to update the new default to the existing bank statement.
- By clicking Update accounting button, Procountor opens a window where the bank statement transactions are that will be updated.
- All the bank statement transactions will be updated that are allocated in the opening window. It should be noted that those hand made postings that were made to these transactions will be overwritten and the posting defaults that are currently in Procountor will replace them.
- It is recommended that the update is done for only one bank statement and for the newest one which does not have any hand made postings done yet.
- Correction entry will be marked if corrections have been made to the existing accounting page.
- Sum column tells the sum of the bank statement.
- Update does not work for reference payments.
Go to bank transfer button is used to go to a separate view that includes bank transfer details.
Searching bank statements and reference payments
The search criteria can be combined as needed. If the date and bank statement number fields are left empty, Procountor will retrieve the latest bank statement or reference payment for the chosen 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 searching bank statements and/or reference codes for longer periods is also possible in the same view.
When using the Sum field in the detailed search, a minus sign must be entered in front of the sum with the search for withdrawals. However, a plus sign doesn’t have to be used when searching for deposits.
Entry description field is useful for example when reconciling accounts receivable. When “710 deposit” is chosen, the program searches for all bank statements with payments that do not have a payment reference.
It is possible to use just parts of the searched text in the fields of Name and Entry description.
Edit reference payment function
Edit reference payment button opens the Edit reference payment view if the active row has reference payments. If there are not reference payments, the user will get a notification.
This function can be used to allocate reference payments again, to make corrections and restatements, to remove existing reference payment allocations and to set reference payments as allocated elsewhere.
It is recommended to monitor the balance of the sales ledger and account 1700 (Trade debtors, accounts receivable) when editing the reference payments. 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.
A payment has been allocated to an invoice when there is an OK note on the row in the Allocated column in the Edit reference payment view. By clicking this note, the user is taken to the invoice in question.
Allocating a reference payment
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 invoice is in Unfinished state, the reference payment cannot be allocated to the invoice. After the invoice has been Approved it can be reallocated.
- Put an incorrect reference number to the correct reference field (example 12345) and save. Put the right reference to the field again and save.
- The same method can be used if the invoice has been created after the reference payment has arrived to Procountor.
If the payment has not been allocated, i.e. the row’s Allocated column is empty, the correct bank reference code is entered in the Correct reference field and the Save button is clicked. After this, Procountor searches for the right sales invoice with the same bank reference. If a sales invoice with the same bank reference is found, the status of the invoice changes to Paid.
If an overpayment (the amount of the original invoice is smaller than the reference payment) is allocated to the invoice, its status will be set to Partly paid and a negative sum of the overpayment proportion will remain open for the invoice. You should compensate for this overpayment as described in Special situations of sales invoice by marking another payment transaction which will compensate the overpayment.
When the sum of the payment transactions equals to the invoice’s sum, the invoice is set as Paid. After this, no more payments are allocated to the invoice. The overpayment should be then subtracted from the next sales invoice sent to the same customer by adding a sum of the overpayment with a Marked paid status to the invoice. Another option is to refund the customer with the overpayment; this way other invoices don’t have to be altered.
Correcting a reference payment
If the payment difference is greater than 0, i.e. too much has been paid, a positive figure is entered to the Correction field. An adjusting entry will be made to account 3000 (Sales) when the Save button is clicked. This will also create a transaction row in Special situations of the sales invoice. The row’s Payment date will be the reference payment date, Payment method Correction, Paid amount equal to the adjusted sum, and the Transaction description Reference payment correction. If the open sum on the invoice is 0 euros after the adjustment, the invoice status will be set to Marked paid.
Correspondingly, if the reference payment is smaller than the original invoice sum, a negative figure of this difference is entered to the Correction field. This kind of situation might occur for example when an invoice is paid with the reduction of cash discount.
Removing an allocation
It is possible to remove faulty reference payment allocations by clicking the Remove allocation button in Edit reference payment view.
This action 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 (or several payment transactions to the same invoice) in the view.
- If only the allocation is to be removed, choose only the Remove allocation only from the reference payment (xx.xx.xxxx) with payment (xx,xx).
When only the Remove allocation only from the reference payment (xx.xx.xxxx) with payment (xx,xx) is chosen, Procountor will notify the user that only the allocation is removed with this function.
Reference payments can be modified only with financial years that are open.
It is possible to mark reference payments as Allocated elsewhere if for example there is no invoice for the payment.
By clicking Allocate elsewhere button in the Edit reference payment view, the payment is removed from the list of non-allocated reference payments. It should be noted that the Allocate elsewhere button does not make any entries. The correcting entries should then be done by hand with for example journal receipts.
If the Allocated elsewhere status is to be removed, Undo allocation elsewhere button can be used. The button is visible when an active row has the Allocated elsewhere status. This button is the same button that functions as Allocate elsewhere button when rows have not yet been set to as Allocated elsewhere.
Processing 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 in a way that the invoice is entirely paid. The purchase invoice will be automatically set to the Paid status. The currency rate difference will be set up as a separate accounting entry row on the bank statement 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 types posting defaults view at Currency differences for outgoing payments.
Adding attachments to bank statements
It is possible to add attachments to bank statements by activation the bank transaction row and clicking icon on the upper right corner.
- Attachments are either dragged to the attachment window or selected through Add file
- Attachments that have been added to the bank statements can be seen in the accounting page. Attachments that are added in the accounting page cannot be seen in the bank statement and reference payment view.
Why is my bank statement missing?
The reason for missing bank statement might be that the settings are incorrect in the bank connection authorization form or there has not been any new transaction in the previous days bank statement. If there are not transactions in the previous days bank statement, Procountor shows the latest bank statement which has transactions. These points should be checked from the bank if the bank statement is missing:
- The bank statement period can be something else than daily which means that new statements might come weekly, every two weeks or monthly. The period can be checked from the bank.
- The reason might be that the person who has made the bank authorization did not fill in the Procountor as the administrator of delivery.
- The reason might be that the the person who has made the bank authorization has filled in the receiving channel wrongly. For Nordea, Aktia, Nooa- ja Säästöpankki, POP bank, Danske Bank, Handelsbanken, S-bank, Ålandsbanken and OP-group the bank statement channel should be WebServices. In addition, for SEB the channel should be PATU.
- The reason might be that the bank has put the bank statement material to be formed incorrectly. Bank statements are fetched in TITO and KTL format.
- If the contract and its content has been checked from bank the reason might be that there has been no transactions in the bank statement during the period from which it was fetched. Bank does not send empty bank statements to Procountor.