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About Importing Bank Feeds

  • Updated

You can import bank feeds or statements from a list of bank import templates. The process involves loading, updating entries (if necessary) and importing.

After importing, depending on the settings, you can auto-allocate or manually allocate the feeds to customer or supplier invoices.

The Steps involved are listed below.

  
We now supports bank feeds from Co-Op Bank and the Lloyds Bank and a new feed type from Allied Irish Banks.

Loading Feeds

Steps

    1. Login
    2. Click Banking > Bank Feeds.
    3. The Import Bank Feeds page appears. To start loading, click New.
    4. The New Bank Feed page appears. The page contents vary depending on the following: Enter the following statement import details.
Appears if the bank account type is already connected to the bank account

This appears if the bank account type is not connected to any bank account.

FIELD STEP
Using CSV tab  
SURF BANK ACCOUNT* Bank account type to which the transactions will be recorded after import.
BANK FEEDS TEMPLATE* Name of the CSV feed file you had accessed from the bank.
IMPORT* Select whether you want to import payments, receipts or both.
FILENAME* Click [Choose File ] to select the feed file.
Automatic Bank Feed tab: Use this feature to directly load feeds from the bank instead of downloading feeds to your local disk. Prerequisite: You must have already connected to a bank account beforehand.
SURF BANK ACCOUNT* Select the bank account to which the transactions are recorded.
IMPORT* Select whether you want to import receipts or payments or both.
YOUR LINKED ACCOUNT* Select the bank account which is linked to Surf Accounts.
    • To load the statement into the system, click Load.
    • The View/Edit Bank Feed page shows the feed status.

Post a bank feed load, the current status of the payments and receipt records in a bank feed is indicated with distinct colours. The meaning of the colours is explained in the table below.

If the client using the above process is a non bookkeeping client then the Customer/Supplier column is disabled and taken down.

COLOUR MEANING
Incomplete information in the loaded feed record. You are not allowed to import until you provide all necessary information.
All data in the transaction record are correct.
There can be either of the two meanings: The transaction in the bank feed is not allocated or it is already allocated and the allocation details are shown when you move the cursor over the colour.
Potential duplicate transaction identified.

Viewing Bank Feeds

To view specific bank feed record, on the Import Bank Feeds page, click anywhere on the row.

Updating Statements

You can update one or more records or even update same transaction types in batch.

  1. Load the bank feed.
  2. On the View/Edit Bank Feed page, select the transactions and update the Ref. No., Payment Type, Cust./Supp., and Code columns.
  3. If the client has a non bookkeeping client then the, Customer/Supplier option becomes unavailable as displayed below. On the View/Edit Bank Feed page, select the transactions and update the Ref. No., Payment Type, and Code columns.
  4. To batch update same transaction types, select multiple receipts or payments and click Edit. In terms of Non-Bookkeeping client, the Customer/Supplier option would not be viewable.
  5. The Edit Bank Feeds window appears. Do the following:
    • Update the required fields so that the updates apply to all records.
    • To update the last selected transaction only, keep the Update selected transaction option selected, else, to apply the updates to all selections, select Update all. 
      To select all transactions click the checkbox beside Date.
  6. If the user is a Non-Bookkeeping client, then the Customer/Supplier code and VAT code would not be an option anymore
  7. To save the updates, click Save.

Printing Feeds

The user can print the details of the entries in the Bank Feed.

To print

  1. Open the Import Bank Feeds Page
  2. Select Print for the required feed.
  3. The Import Bank Feed Report page opens which allows the user to Print, Save, Email, Run or turn the report into an Excel format.
  4. If you click Print, the preview is opened which lets you to print the same.
  5. If you click Excel, the user can go ahead and see the report in Excel format. In lieu of a Non-Bookkeping client, the Vat code and Customer/Supplier column would not be present.

Splitting Records

You can split a record and divide the transaction amount into as many parts as required and ensure that the total of the split parts is equal to the original transaction amount. You can also assign the split amounts to different customers or suppliers. To split, complete the following steps.

    1. Load the statement.
    2. On the View/Edit Bank Feed page, select the required record and click [Split]. In terms of Non-Bookkeeping client, the customer/supplier option would not be viewable.
    3. The Split window appears. Divide the transaction amount into as many parts as required. In terms of Non-Bookkeeping client, the Customer/Supplier option along with VAT code would not be viewable.
    4. To save the split amount, click Save.
The value in the Unallocated Amount column must be zero.

Allocating a Transaction

You can allocate a transaction, based on whether it is a receipt or a payment to a customer or supplier invoice. To allocate, complete the following steps.

  1. On the View/Edit Bank Feed page, click the required transaction record and click Allocation.In terms of Non-Bookkeeping client, the Customer/Supplier option would not be viewable.
  2. The Allocations window appears. Tick the invoices you want allocated based on the amount available for allocation.
  3. Optional. To have Surf Accounts auto-allocate, click Auto. To reverse allocation, click Reverse.
  4. To save the allocation, click Save.

Importing Feeds

To import feeds, complete the following steps.

  1. Load the statements.
  2. On the View/Edit Bank Feed page, do the following:
    • Select the transactions you require to import. You may also select all.
    • Update the Ref. No., Payment Type, Cust./Supp., and Code columns.
    • In terms of Non-Bookkeeping client, the Cust/Supp. option would not be viewable.
  3. To import, click Import. 
    To select all transactions click the checkbox beside Date.
  4. The Confirmation Message window appears. Review the message carefully and click Yes, if you are happy with the outcome.
  5. The Import Bank Feeds page appears. It shows the bank feed is fully imported/partly imported/Queued as is the case.
  6. An alert notification is visible above the application logo at the top left corner. Click on the alert notification. 
    If there is only a single record line while importing bank feed, there will be no queue 
    or alert message for the import. 
  7. The Activities page is displayed and the latest import bank feed activity is listed at the top of the Activities list.
    There will be three statuses for the activity. When the import bank feed activity is in queue, that status is displayed as Not Started. Once the import begins, the status will be changed to In Progress. Finally, when the import is successful, the status will be updated to Completed. The Activities page will display the listed activities based on the practice and the user.
Surf Accounts Production can identify duplicate transactions in imported statements assuming that an 
imported statement has not already been manually updated. When you import a statement, Surf 
Accounts checks the Date, Amount and the Ref. No. fields for duplicates. If matches are found, 
then a warning is provided. However, the decision to accept or decline the duplicates, if any, 
is with the user.

Auto-allocating Bank Feeds to Invoices

You can have bank feeds automatically allocated to all or selected customer or supplier invoices. Click to view the steps.

Step 1: Settings

  1. Login
  2. Click Settings
  3. The Settings page appears
  4. Under the ACCOUNTS heading, click Setup
  5. The Accounts Setup page appears. Now, complete the following actions:
    • To fully auto-allocate all receipts to customer invoices, under the AUTO ALLOCATE RECEIPTS ON BANK FEED FOR CUSTOMERS list, select All.
    • To fully auto-allocate all payments to supplier invoices, under the AUTO ALLOCATE PAYMENTS ON BANK FEED FOR SUPPLIERS list, select All.
  6. To save the settings, click Save.

Step 2: Auto-allocating Feeds

  1. Click Sales > Invoices & Credit Notes.
  2. The Sales Invoices page appears. Note the unallocated invoices.
  3. Click Banking > Import Bank Feeds.
  4. The Import Bank Feeds page appears. Click Add Bank Feed.
  5. The New Bank Feed page appears. Enter the required details, select the required bank feed file and click Load.
  6. The View/Edit Bank Feed shows the various customer invoice receipts and supplier invoice payment records.
  7. Post a bank feed load, the current status of the payments and receipt records in a bank feed is indicated with distinct colours. The meaning of the colours is explained in the table below.Select one or more receipt records, specify the customer from the lookup and the nominal codes and click Import.
  8. The Confirmation Message appears. Review and click Yes, if you are happy with the outcome.
  9. The Import Bank Feeds page shows the bank feed is fully or partly imported.
  10. To verify the invoice allocation status, on the left panel, click Sales > Invoices & Credit Notes.
  11. The Sales Invoices page appears. Note that the invoices are both fully and partly allocated already.
COLOUR MEANING
Incomplete information in the loaded feed record. You are not allowed to import until you provide all necessary information.
All data in the transaction record are correct.
There can be either of the two meanings: The transaction in the bank feed is not allocated or it is already allocated and the allocation details are shown when you move the cursor over the colour.
Potential duplicate transaction identified.

Allocating to Selected Invoices

Complete the following steps.
  1. Login
  2. Click Settings
  3. The Settings page appears.
  4. Under the ACCOUNTS heading, click Setup
  5. The Accounts Setup page appears. Now, complete the following actions:
  6. To auto-allocate to customer invoices, under the AUTO ALLOCATE RECEIPTS ON BANK FEED FOR CUSTOMERS list, select Individual.
  7. To auto-allocate to supplier invoices, under the AUTO ALLOCATE PAYMENTS ON BANK FEED FOR SUPPLIERS list, select Individual.
  8. To save the settings, click Save.

Customer-Specific Invoice Allocation Settings

  1. Click Sales > Customers.
  2. The Customers page appears. Open at least two customer records.
  3. The Edit Customer page appears. Click the Invoice Settings tab. Note the Auto-allocate payments in Bank Feeds tick box. For customers whose invoices need to be allocated automatically from bank feeds, tick Auto-allocate payments in Bank Feeds. For the rest, leave it unticked.
  4. Import the bank feeds. The invoices of the customers with the settings will be allocated while for those without the settings, the invoices will not be allocated.
Follow the same steps to auto-allocate to supplier invoices.