PayBiz Bank Accounts

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1 PayBiz Bank Accounts 30/01/2014 Document Contents Bank Accounts...2 Window Control Buttons....3 Create an Opening Balance....4 Create a Bank Transaction....5 Create the Bank Statement....5 Enter Unpresented Cheques....6

2 Bank Accounts PayBiz main menu > Banking > Bank Accounts Figure 1: Bank Account screen Field Identity Account No A/c Name Bank G/L Other Currency Use on Stmt Bank Code Export Type Description Up to 18 alphanumeric characters. Note: In Australia the first 7 digits is the BSB No. Up to 18 alphanumeric characters. The Name on the bank account. Not Applicable for PayBiz. Enter the Balance Sheet G/L code for the bank account. Notes: Only enabled if the General Ledger optional module has been purchased. Please contact SHEBIZ Ltd for further information. The bank ledger code should be ticked No Posting. ) Only applicable if you have multi-currencies enabled. Please contact SHEBIZ Ltd for ) more information. Up to 10 alphanumeric characters. Code used for the bank when exporting to direct banking files eg, NAB or BNZ Select the appropriate export format from the drop down list. Bank transactions can be exported to a file which can then be used in your online banking. Continued 2

3 Field Current Balances Bank Cashbook Unpresented Description The Cashbook less unpresented transactions for the current period. ALL transactions in the GL or Cashbook for the current period. Cashbook transactions not included on a bank statement. Forward Balances Bank Cashbook Forward Date The Cashbook less unpresented transactions irrespective of the date. ALL transactions in the GL or Cashbook irrespective of the date. Date of the most forward transaction. Window Control Buttons Figure 2: Window Control Buttons Button Save Save Exit Save & Add Details Analysis Delete Exit / Exit No Save Description Saves the bank account details. Saves and closes the current window. Saves and opens an empty ADD window. Click to show the lists of bank statements and transactions posted to this bank account. Not applicable for Bank Account. Deletes the current Bank Account. Note: There must be no bank statements or transactions for this account. Close the window. Go to: First / Previous / Next / Last Bank Account record. Cashflow button Click to display a graph that can display Income, Expenditure and Balance for the last 12 months. 3

4 Create an Opening Balance Before you can enter the first bank statement you need to set the initial opening balance of the bank account. Create the bank transaction 1. PayBiz main menu > Banking > Bank Transactions 2. Click Add. 3. Choose Cashbook Other. 4. Enter the new bank account (F8 for a lookup). 5. Enter the date to be the date before your bank statement opens. 6. Only applicable if you the General Ledger, otherwise skip this step: Enter the Analysis Code for your Suspense account that has the value of your bank account in it. 7. Enter the value of the Bank Account. If the account is overdrawn, enter it as a payment, else enter as a receipt. 8. Set the GST to Save and Exit. Figure 3: Cashbook Other Transaction for Opening Balance 4

5 Create the Bank Statement 1. PayBiz main menu > Banking > Bank Statements 2. Click the Add button. Click Add (if you have no bank statements the Add screen will automatically appear). 3. Select a Bank account number. 4. Enter the day that the Bank Statement was entered into the system. This defaults to today. 5. In the From Date box enter the date to be the day before your bank statement starts and enter the same date in the To Date box. 6. If you have any unpresented cheques enter these now (see next page). 7. The opening balance of the statement is zero. 8. In the Closing box enter the opening value from the bank statement. This may be the same value that you entered a cashbook other transaction for in the previous section or, if you have unpresented cheques, it will be the value from the previous section less the total of unpresented cheques. 9. Click the Save button. 10. The cashbook other transaction from the previous section should be listed in the Unpresented transaction box. Highlight the transaction and click the arrow transferring it to the Included box. 11. Once the transaction has been transferred, the Balanced flag will automatically tick. Figure 4: Bank Statement with Opening Balance 12. You can now create the next Bank Statement for the start of using the banking cashbook on PayBiz. The opening balance will default to the closing balance of the previous statement. 5

6 Enter Unpresented Cheques Cheques that you have written but have not yet been presented at the bank must be entered to ensure you can balance your bank account when the cheques are eventually presented and show on your statement. Each unpresented cheque must be entered separately. 1. PayBiz main menu > Banking > Bank Transactions 2. Click Add. 3. Choose Cashbook Other. 4. Enter or pick the bank account. 5. Enter the date as the day before your system starts. 6. Enter the cheque number in the Bank Reference box. 7. Only applicable if you the General Ledger, otherwise skip this step: Enter the Analysis Code to be your Suspense account that you are using to put opening balances to. 8. Enter something in the Particulars box to help you identify the transaction. 9. Enter the value of the cheque in the amount box. 10. Save and Exit. 11. Repeat for any other outstanding cheques. 6

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