Before You Begin Install the System Manager, following instructions in Chapter 3 of the System Manager Administrator Guide. During installation, select Bank Services as a component to install. Activate Bank Services, using Data Activation in Administrative Services. If you use multicurrency accounting, install the Sage Accpac ERP module, and add currency information if needed. If you need to limit access to various tasks, define security groups for Bank Services, then assign user authorizations. Note: The best time to set up Bank Services is at the end of a fiscal period. Step 1. Prepare Your Bank Records Include manual records or printed listings and reports from other accounting software, such as your General Ledger bank accounts, transaction types, your latest bank reconciliations and bank statements, outstanding bank transactions, physical check stocks, and deposit slips. Step 2. Add Bank Accounts to Your Chart of Accounts Add the accounts you need for your bank data, including a General Ledger account for each bank account, and accounts for bank income, bank expenses, bank errors, credit card charges, and exchange gains and losses. Step 3. Select Bank Options Open Options from the Bank Setup folder. Make your choices in Bank Options as follows: Transfer Adjustment G/L Account. Use the Finder to select an account number to which transfer adjustments will be posted. Next Transfer Number. Enter a number identifying your next bank transfer. The default is 1. Next Posting Sequence. This field is for display purposes only. It shows the posting sequence number that Bank Services will assign to the next bank transaction batch (or group of batches) that you post. To print a list of the options you selected, double-click the Options icon in the Bank Reports folder, then click the Print button, or, while still in the Options form, click Print from the File menu. Bank Setup Checklist.pdf (bank-setup.pdf) Page 1 of 5
Step 4. Add Transaction Types Double-click the Transaction Types icon in the Bank Setup folder, then, for each transaction type, complete the following: Transaction Type. Type a unique code to identify the type, using up to six alphanumeric characters. Description. Type a description (name) for the type, using up to 60 characters. G/L Account. Type or use the Finder to select the number of the General Ledger account to which offsetting entries for this transaction type are made. For example, if the transaction type is interest income earned on deposits, the General Ledger account would be Interest Income. Add tax authorities in the grid, and change the tax class if needed. Change the entry in the Tax Included column to Yes if the Tax Authority allows it, and if you want taxes to be included. Click Add to save the transaction type. When you are finished adding transaction types, close the Transaction Types form. To print a list of the transaction types you added, choose the Transaction Types icon in the Bank Reports folder, or, prior to closing the Transaction Types form, click File > Print to open the report dialog box. Step 5. Add Credit Card Types Open Credit Card Types from the Bank Setup folder. Add the credit cards that your company accepts in transactions by entering the card type and a description. Step 6: Set Up Bank G/L Integration Integration Open G/L Integration from the Bank Setup folder. Create G/L Batches. Use the following settings to specify when to create General Ledger transactions: During Posting. Select this option to automatically create General Ledger transactions when you post reconciliations. Note that if you select this option you cannot print the Bank G/L Transactions report in Bank Services. You can still print records of transactions by opening General Ledger and printing the Batch Listing report. Entries consolidated during posting are consolidated only at the detail level. On Request Using Create G/L Batch Icon. Select this option if you want to use the Create G/L Batch icon to create G/L transactions. Note that you must select this option if you wish to print the Bank G/L Transactions report. We recommend that you choose this option during setup. You can change the option later if you need to. Create G/L Transactions By. Choose one of the following: Adding to an Existing Batch Creating a New Batch Creating and Posting a New Batch Bank Setup Checklist.pdf (bank-setup.pdf) Page 2 of 5
Transactions Consolidate G/L Batches. Select this option to specify whether to combine transaction details for the same General Ledger account into single details, or to send unconsolidated Bank Services transaction detail to General Ledger. The options are: Do Not Consolidate. This option gives the most detailed record of setup entries. Batches include separate details fro each bank transaction. Consolidate by Account and Fiscal Period. All details that have the same account number and fiscal period are combined into one detail. Consolidate by Account, Fiscal Period, and Source. All details that have the same account number, fiscal period, and source code are combined into one detail. Double-click on the first line of the grid to open the Bank G/L Integration Detail dialog box (or highlight a line, then click the Open button). Select a transaction type: Entries Withdrawals Deposits Transfers Select one of the following in the G/L Transaction field: G/L Entry Description Reference Description Comment Select a Segment Separator and then click the Include button to select segments from the list in the left-hand panel. Step 7. Add Banks Profile Double-click the Banks icon in the Bank Services folder, then enter information in the following fields: Bank. Type a unique code to identify the bank, using up to eight alphanumeric characters. Description. Type the name of the bank, using up to 60 characters. Inactive. Select this option if you want this bank record to be set to inactive. The date when it was set as inactive appears to the right of the field. You can select the option at any time. Transit Number. Type the banking industry code that identifies this bank. (This is optional unless you will be reconciling downloaded bank statements, in which case, the number is required.) Bank Account Number. Type the number of the bank account (assigned to the account by your bank), up to 22 characters. (This is optional unless you will be reconciling downloaded bank statements, in which case, the bank account number is required.). If you select this option, the bank can accept deposits and issue checks in currencies other than your company s functional currency. Once you add the bank record, you cannot change the multicurrency setting. If you select the option, the Statement Currency field appears. The functional currency is displayed as the default currency. Statement Currency. If available, select the currency in which transactions are reported on the bank statement. This is the currency of the bank account and the currency in which transactions are reconciled. Next Deposit Slip Number. Type the number that you want Bank Services to assign to the next deposit batch for this bank. When you create a deposit batch in Accounts Receivable or in another subledger, the Bank Services program assigns this number to the batch, as a means of differentiating between deposit batches. Bank Setup Checklist.pdf (bank-setup.pdf) Page 3 of 5
Account Address Check Stocks Currency Taxes Balance Days Before Eligible for Clearing. Enter the number of days completed transactions should be kept in the system. The system looks for this number when you perform the Clear Bank History function. Errors/Write-off Spread. Type the maximum error amount that you will accept without investigating the cause of the error. Credit Card Charges Spread. Enter an amount in this field to specify the highest amount of possible credit card charges that can be written off. Exchange Rate Difference Spread. Enter an amount in this field to specify the highest amount of possible exchange rate differences for multicurrency transactions that can be written off. Bank Account. Select the General Ledger account for the bank. Write-off Account. Select the General Ledger account to which you want to post small discrepancies between the bank statement and the General Ledger. Credit Card Charges Account. Select the account to use for credit card charges. Enter the following: Address City State/Province Country Zip/Postal Code Contact Phone and Fax Numbers Add data to the Check Stocks, in the following columns. (Press the Insert key to add lines for additional check stocks.) Check Stock Code Check Form Advice Lines Per Page Description Advice Form Language Next Check Number Stock Type If you use multicurrency, enter information in the following fields on the Currency : Exchange Gain Account Check Rate Type Deposit Rate Type Exchange Loss Account Currency Code Rounding Account Press the Insert key to add lines for additional currencies. Use the Finder to select a Tax Group. If needed, you can change the Tax Class in the list of tax authorities that appear in the grid for this Tax Group. Click the Balance to view information from the most recent reconciliation. This information includes: the last statement date, last reconciliation date, last reconciliation posting date, last reconciliation year/period, and the current balance (which includes the last closing statement balance, plus outstanding deposits, minus outstanding withdrawals, plus or minus other entries). When you have finished adding bank records, save the information. For a printed record of the banks you ve added, choose the Banks icon in the Bank Reports folder, or click File > Print in the Banks form. Check data integrity and back up your data. Step 8. Eslish Bank Balances If your bank account does not have a balance or any outstanding bank transactions at this time, you can skip this step. Bank Services is ready for use. Gather your most recent bank reconciliation for the bank account, including the bank statement and lists of outstanding checks, deposits and other items. From the Bank Transactions folder, select the Reconcile Statements icon. Use the Finder to select your bank. Bank Setup Checklist.pdf (bank-setup.pdf) Page 4 of 5
Summary Entries Withdrawals Deposits Returns Summary General Ledger On the Summary, enter the most recent Statement and Statement Balance, the Reconciliation, and the Reconciliation Posting. Click Save. On the Entries, enter transactions that haven t been reconciled. On the Withdrawals, enter outstanding checks and miscellaneous items that reduce the bank account balance. Click Save. On the Deposits, enter outstanding deposits and miscellaneous items that increase the bank account balance. Click Save. Enter returned items in the fields of the Returns. Click Save. Print the Bank Reconciliation Status report to keep a record of your setup entries. Go back to the Summary. Click the Calculate button if you hadn t been clicking Save every time you added new data to each. The Summary will display the adjusted statement and book balances, and show an out-of-balance amount if it is not balanced. When the Adjusted Statement Balance equals the Adjusted Book Balance for the bank account, close the form, check data integrity, and make a backup of company data. Print the Withdrawals Status and Deposits Status reports. To post the bank reconciliation, double-click the Post Reconciliation icon in the Bank Transactions folder, select the range of banks (or select All Banks), then click Post. Print the Reconciliation Posting Journal and the Bank Reconciliation reports. Print the G/L Transactions report. Double-click the Create G/L Batch icon in the Bank Periodic Processing folder to transfer the setup reconciliation to General Ledger. Repeat the above steps for each bank account. In General Ledger, double-click the Batch List icon in the G/L Transactions folder, then select bank services batches, and press Delete. Delete setup transaction types. Change options choices (optional), and file the setup reconciliation records together. Your Bank Services program is now ready to use. Bank Setup Checklist.pdf (bank-setup.pdf) Page 5 of 5