Within the AutoEntry bank statement module it is possible to code the transactions to nominal accounts (and more) before exporting to excel/.csv files or specifically for particular accounts packages. *For companies integrated with QuickBooks Online, there is a slightly different process available - see here.
As standard, once coded, you can export to Excel and .csv files and also to these specific accounts packages:
- CCH AP
- Iris AP (gross Amounts)
- QuickBooks Desktop
Unlike invoices, the statement images do not transfer through with the exported data. Before coding can be done, a list of category accounts must be present in AutoEntry. See here to find out how.
Once the bank statement extraction is complete you will see the 'Fast-code Transactions' button in the inbox:
Across the top of this page:
- Master check box to select all/approved/uncheck all
- Once lines are selected, the 'Actions' button appears to 'Approve/Unapprove' all selected in one click
- Counter of total of lines Approved and remaining Unapproved lines
- The Download button is to the far right
The main extraction columns:
- Approved column: Grey tick requires data, clear green is approve-able, solid green is approved.
- Transaction Date
- Transaction Details
- Cheque number (where present)
- Payments (Debits)
- Receipts (Credits)
The Approve system is a confirmation for your own records that the lines have been coded and are ready to export. As lines are approved, the counter for total numbers of lines approved/not approved will change showing how many lines remain to be coded. Note that when exporting, ALL lines are included, coded or not.
In order to help you sort and manage the transactions you can click on any of the column headings to sort the transactions. Especially handy is to sort transactions by description where you can assign a category to a bulk of the same transaction lines in one click. Or to find that one line that is not approved, filter the data in the approve column.
This list is populated from any remembered customers/suppliers from our previous invoice processing for that company. It is not a requirement before export and only applies to Excel/.csv exports (e.g. it will not assign transactions to supplier accounts in QuickBooks Desktop)
To code a transaction line, one by one, simply click on the drop down for the category and select the required account:
To code multiple lines at once, use the check boxes to the left and select the first line of the batch. Hold down the sift key and selecting the last line will select all the lines in between too. Sorting the transactions by details really helps here to bunch up all similar transactions that they can be coded at once. Then simply select the relevant category (on any line) and all lines are populated with that account.
Once all the lines are coded to your satisfaction simply click on the download button to the top right and select the format you wish to download to. These options are likely to grow.