Bank Manager Version

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2 Table of Contents Bank Manager Version Bank Manager Overview... 4 Working with Bank Manager... 5 Converting Recurring Coding from Bank Manager Version 1 to Bank Manager Version 2 Mappings... 5 Download the Bank Statement... 6 Search Function... 9 Editing Transactions... 9 Exporting and Importing batches Posting Transactions to Last Year Using Tax in Bank Manager Moving Transactions from Bank Manager into Pastel... 13

3 Bank Manager Version 2 In this section, we look at the Bank Manager Version 2 add on module. Bank Manager Overview Working with Bank Manager This guide contains overview information only. If you want detailed information on any topic, consult the on-line help, which has the same table of contents as this guide, although somewhat expanded. In addition, you can type in the manual's heading into the on-line help s Index section to find the relevant help section.

4 Bank Manager Version 2 Bank Manager Overview 4 Bank Manager Overview The Bank Manager add on module gives you the ability to work with bank statements that you download via the Internet. Bank Manager compiles the cash book electronically by using the bank statements of all the major banks in South Africa and International banks as the base. The basics of this system are as follows: After the first bank statement download, you map transactions that recur from month to month. You attach a unique statement transaction identifier to the transaction and link this to the specific Pastel account. The result, in the following months, is that the system automatically maps recurring transactions exactly as they should be for the cash book batch. In the following months, you only have to map new transactions. You can split a single transaction into multiple transactions. You can use the same account or different accounts. For custom or complex changes, you can instantly export the transactions into Excel, make the changes, and instantly import the data back into Bank Manager. Note that Bank Manager is a single-user module. Only one user can work in Bank Manager at a time. This guide contains overview information only. If you want detailed information on any topic, consult the on-line help, which has the same table of contents as this guide, although somewhat expanded. In addition, you can type in the manual's heading into the on-line help s Index section to find the relevant help section.

5 5 Working with Bank Manager Bank Manager Version 2 Working with Bank Manager Converting Recurring Coding from Bank Manager Version 1 to Bank Manager Version 2 Mappings Mappings are specific to each Pastel Company. If you have already mapped all your transactions in Bank Manager Version 1 and don t want to redo all the mappings in Bank Manager Version 2, all you need to do is convert the mappings the first time you open Bank Manager. On the Convert Mappings screen that opens the first time you open Bank Manager Version 2, all the banks you have mapped are listed with the number of mappings for each bank. These mappings are assigned to All cashbooks in the Company. To assign mappings to a specific Cashbook/Bank Account, click on the Cashbook field and all the Cashbooks/Bank Accounts available will be listed. Select the Cashbook/Bank Account for the specific bank. After you have selected the specific cashbook for each bank, click on the Save button to save the selections. Clicking on the Cancel button will display the following warning: Click on Yes to continue or No to return and re-assign the mappings. If you click on Yes to continue, you can always re-assign the mappings at a later stage. Open Bank Manager and click on the Configure Mappings button. On the screen that displays, there is a Convert Mappings link at the bottom of the screen. Click on this link and the Convert Mappings Screen will re-open.

6 Bank Manager Version 2 Bank Manager Overview 6 Alternatively you can allocate the cashbook and transaction type for each line, however this manual method will take time and you may not know which mapping is for which bank. If you do manually re-assign each mapping, as you complete each mapping per bank, these mappings will be removed from the Convert Mappings screen. Once all mappings have been converted, the Convert Mappings link will not display. If you have duplicate mappings, a warning will with the duplicate Search Description(s). You will not be able to save the mappings while duplicates exist. After all your mappings have been converted and saved, you can continue working in the Bank Manager. Download the Bank Statement The first task is to download your bank statement via the Internet. To do this, you login to your bank's Internet site, and download the bank statement into a file. Note that banks offer different formats, and we only accommodate a specific format per bank. The supported formats include: CSV OFX OFC ASB QIF MT940 You then need to load the downloaded bank statement into Bank Manager. You access bank manager via the Process...Cash Book menu option. Select the bank account you are processing, click the Batch button, and then choose the Pastel Bank Manager option or click the Pastel Bank Manager button:

7 7 Working with Bank Manager Bank Manager Version 2 You need to choose the banking system of the file you are loading: Select the bank in the list box. The list box shows available banks. You then select the bank file that you downloaded from the Internet. Enter the balance from the statement in the Statement Balance field. Clicking on the View Last 10 Posted transactions link displays the last 5 payments and 5 receipt transactions posted in the cash book. To prevent the Summary screen from opening each time you open Bank Manager, tick the check box at the bottom left corner of the screen.

8 Bank Manager Version 2 Bank Manager Overview 8 If you process your bank transactions exclusively via the Bank Manager module, there is no need to do a bank reconciliation. This is because each transaction in Pastel's bank account comes from the bank itself. However, there is still the possibility that you did not download all the transactions, you did not bring all the downloaded transactions into Pastel, or you duplicated transactions. If the bank statement balance is the same as the calculated balance, you have accounted for all the transactions. The transactions display in the main Bank Manager window: These transactions are in the Bank Manager module, not in Pastel's cash book. Before we move the transactions into the cash book, you need to add accounts, if no mappings exist for these transactions. Note the following: If the transaction date falls within the current year, the system puts the corresponding period in the Period column. If the period is not within the current year, the period is set to 99. The system generates references by using the day and month followed by a generated number per day. You can sort on most columns by clicking on the column header. Bank Manager divides transactions into receipts and payments, in the same manner as the Pastel data entry screen. The Statement Preview screen defaults to the All tab where all transactions are displayed.

9 9 Working with Bank Manager Bank Manager Version 2 Search Function The search function in Bank Manager only searches the following fields: Statement Description Account Ledger Description Reference Project Editing Transactions You can edit certain fields of each transaction manually if you wish to. Fields like the period field and amount field cannot be edited. The power of the Bank Manager add on module is that you can automate many of the editing functions. Fields that can be automated include accounts, ledger descriptions, tax and projects. You map these edited fields and save them which over time automates the work that you would normally have to do manually. Deleting Lines If you need to delete a single line, select the respective line, right click and select Delete Current Row or press <Ctrl>+<Delete>. To delete multiple lines 1. Select lines using the standard Windows methods. If the lines are in sequence, click on the first line to delete, and then hold the <Shift> key while clicking on the last line. If there are non-contiguous lines, hold <Ctrl> and click each line. 2. Once you have selected all the lines to delete, right click on a selected line, and choose the Delete Selected Rows option in the menu. Mapping Account Descriptions The next feature relies on transactions that recur from month to month on the bank statement, or more accurately, on keywords you can identify in the description field. In a typical business, 95% of transactions recur from month to month. Examples are debit order payments, Internet supplier payments, customer receipts, and so on. For example, you pay a supplier by Internet transfer on a monthly basis. The description you assigned to appear on your bank statement reads "Internet Payment Thondore Steel". You select "Thondore Steel" as your transaction identifier and link it to that supplier account. You do not select "Internet payment", because all other lines that contain "Internet Payment" in their descriptions will then link to the same supplier account. Priorities can be assigned to the mapped transaction. The highest priority is 1 and the lowest priority is 10. Therefore, to be as accurate as possible, select phrases that are unique enough to link to a specific account, and not specific enough to never occur again. For example, selecting the phrase "bank charges (3.45)" is not good practice because "(3.45)" will change in the following month, and the system will not allocate the transaction automatically. Instead, select "bank charges". In the same way, recurring electronic / automatic payments you make such as lease, telephone, rental, and so on, will have unique phrases every time. Using these phrases, you can teach the system which account to use for each phrase. You can also set the tax type and the transaction description to use. Once you teach the system what to do, it will automatically do the same thing when you load the next bank statement.

10 Bank Manager Version 2 Bank Manager Overview 10 To add a mapping 1. Select the Account, Tax Type and project on a line you wish to map. 2. Right click on the selected line and select 'Add Mapping...'. Alternatively you can select the line and click on the 'Add Mapping...' button on the toolbar. The following screen displays: 3. Change the description as required. 4. You can select to apply the description to either payments, receipts or both. 5. There is an option to assign the mapping to the current cashbook or to assign it to all cashbooks. 6. An option to apply the current import on save is available. Deselecting this option will not map the transaction in Bank Manager when clicking on the Save button. 7. When you click on the Save button, the system replaces the account, tax type, and description in each line that contains the phrase. 8. On the Mappings Rules screen, you can edit mappings saved previously or add new mappings. 9. If you save without selecting any save options, changes done here will not affect the current bank statement import. 10. If you select the option 'Apply to Current Import on Save', the changes done here will affect the current bank statement import for all transactions that are not allocated to accounts. 11. If you select 'Apply to Current Import on Save', the 'Overwrite All Mapped Transactions' option will become enabled. This option will overwrite transactions already allocated to accounts in the current bank statement import.

11 11 Working with Bank Manager Bank Manager Version 2 Splitting Lines into Multiple Accounts In certain cases you would like to split a transaction into multiple transactions to divide that amount between different accounts. For example, you may need to split a telephone payment between different projects. This feature is specific to current import therefore when a new statement is imported, the split transaction process will need to be done unlike Mappings. To split payments 1. Right click on the transaction you wish to split, and choose the Split Transaction option. 2. The Split window displays: 3. You can enter multiple lines, each with their own details. All lines must total the original transaction amount. 4. If you wish to reuse the split details, click the Export option, and save the information. Since you may do this for many different splits, ensure you name the file in such a way as to identify it easily. If you already have the split details saved, then instead of entering details, you click the Import button, and load the file you saved. 5. Once the split lines have the same value as the original line, click the Save button. The system then returns you to the transactions, deletes the original line, and adds the split lines in the same position as it originally was on the statement. 6. When you create the batch, the split payment will maintain its line position in the cash book. Exporting and Importing batches At any time, batches can be exported to Excel from within Bank Manger. In Excel updates can be made and these updated batches can be saved and imported back into Bank Manager before transferring them to the cash book. Receipt and payment batches can be exported and imported independently or all batches can be exported and in together. Clicking on the drop down arrow will allow you to select either payment or receipt batches to import or export. Clicking on the import or export button will import or export both payments and receipt batches together. An imported batch created in a previous version of Bank Manager will retain all its recurring settings. These recurring settings are now referred to as mapped accounts. The priorities after the import will be set as follows: High = 1 Medium = 2 Low = 3

12 Bank Manager Version 2 Bank Manager Overview 12 Posting Transactions to Last Year 1. Pastel Bank Manager now allows you to post items on your statement to last year. On the occasion that you have a statement that contains items from last year and this year, you can now post them to the relevant Cash Books. 2. To post items from a statement to last year you need to, from the Cash Book, click on the Settings button, uncheck the check box This Year Transactions. 3. Once the check box is unchecked, you will notice that Last Year displays in red, at the bottom of the Cash Book. This indicates that you are working in Last Year's Periods. Transactions with only Last Year s periods will be posted in the Cash Book via the Bank Manager.

13 13 Working with Bank Manager Bank Manager Version 2 Using Tax in Bank Manager If you want to use tax processing in Bank Manager, it is important to select the option Tax Processing in the Cash Book settings before importing the bank statement. Moving Transactions from Bank Manager into Pastel 1. Once you have completed the preparations of the transactions, you then have to move them into the cash book batch. 2. To move transactions into the cash book: 3. Confirm that you have selected the correct cash book. The active cash book is displayed in the bottom right corner of the screen. 4. You cannot perform this operation unless all transactions have accounts, and period and dates are within the current financial year. 5. Select the Statement Payments or Statement Receipts tab. 6. Click on the Create Batch Button. 7. You can create the payments and receipts batches separately or create all batches at once. Once you transfer the batches, Bank Manager closes automatically. If you are only transferring one of these, click the Close button to close Bank Manager.

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