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

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

The steps required to follow are below.

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

• Loading Feeds
• Viewing Feed
• Updating Statements
• Splitting Statement Records
• Allocating a Transaction
• Importing Feeds
• Auto-allocating Bank Feeds to Invoices

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.

5. To load the statement into the system, click [Load].

6. The View/Edit Bank Feed page shows that the feed has been loaded.

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.

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.

Use the following hotkeys to perform your operations:

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. To batch update same transaction types, select multiple receipts or payments and click Edit.

To select all transactions, tick the tick box beside the Date column.

4. 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.

5. To save the updates, click Save.

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].

3. The Split window appears. Divide the transaction amount into as many parts as required

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.

2. The Allocations window appears. Tick the invoices you want allocated based on the amount available for allocation.

Optional: To have Surf Accounts auto-allocate, click Auto. To reverse allocation, click Reverse.

3. 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.

To select all transactions, tick the tick box beside the Date    column.

3. To import, click Import.

4. The Confirmation Message window appears. Review the message carefully and click Yes, if you are happy with the outcome.

5. A new feature has been implemented where the importing is queued and the progress of the same can be checked from the top left balloon notification.

6. The Import Bank Feeds page appears. It shows the bank feed is fully imported/partly imported/Queued as is the case.

Note: If there is only a single record line while importing bank feed, there will be no queue or alert message for the import. 

Surf Accounts 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 allocate 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. Under the ACCOUNTS heading, click Setup.

4. 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.

5. 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 > Bank Feeds.

4. The Import Bank Feeds page appears. Click New.

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.

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.

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.

7. 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.

 

Allocating to Selected Invoices

Complete the following steps.

1. Login

2. Click Settings

3. The Settings page appears. Under the ACCOUNTS heading, click Setup.

4. The Accounts Setup page appears. Now, complete the following actions:

• • • To auto-allocate to customer invoices, under the AUTO ALLOCATE RECEIPTS ON BANK FEED FOR CUSTOMERS list, select Individual.
    • To auto-allocate to supplier invoices, under the AUTO ALLOCATE PAYMENTS ON BANK FEED FOR SUPPLIERS list, select Individual.

5. To save the settings, click Save.

Customer-Specific Invoice Allocation Settings

1. On the left panel, 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.