Objective

Within the AutoEntry Bank Statements module it is possible to code bank statement transactions to nominal accounts (and optionally payees) before publishing direct to QuickBooks Online instead of exporting to excel/.csv files.

Applies To

  • This function is only available for Bank Statements and not Credit Card Statements at the moment.

Procedure

When fast-coded, the statement images do not transfer through with the exported data. The transactions themselves post through as paid bank transactions on the general ledger. AutoEntry does not post the bill or reconcile the transactions against payable/receivables. The quick-code functionality is ideal for year end (or catch-up) jobs for creating P&L and balance sheets. If you prefer to post the transactions as statement data (not as bank transactions), simply use the standard download option, and import that file using the import tool in QuickBooks Online. 

Once the bank statement extraction is complete you will see the Fast-code to QuickBooks 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.

  • Account number for uploaded statements.

  • Drop down to select the account the transactions are to be published to.

The main extraction columns:

  • Publish column: Grey tick requires data, clear green is approve-able, solid green is approved. 

  • Transaction Date.

  • Transaction Details.

  • Cheque number (where present).

  • Payee / Customer.

  • Category.

  • Payments (Debits).

  • Receipts (Credits).

  • Location and Classes (where in use).

  • Type - Transaction type - Deposit, Expense or Cheque.

To publish a transaction to QuickBooks Online, first select the account the transactions are to be published to (top right). The category for each transaction must be selected, payee/customer is optional as are the locations/classes. Then just click the Publish button to the left of the line. 

As lines are published, the counter for total numbers of lines published/unpublished will change showing how many lines remain to be coded.

Filtering

In order to help you sort and manage the transactions you can click on any of the column headings to sort the transactions. This is especially useful when used to sort transactions by description where you can assign a category to a bulk of the same transaction lines in one click. You can also find one line that is not published, filter the data in the publish column.

Contact/Payee

This list is populated from the list of suppliers/customers from QuickBooks Online. It is not a requirement before publishing.

Assigning Categories

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. Then simply select the relevant category (on any line) and all lines are populated with that account. 

The check boxes to the left can also be used to publish multiple lines at once using the Actions button.

Locations and Classes can also be assigned in bulk at the same time. 

For the transaction type, AutoEntry defaults to an Deposit for any receipts. For payments, where a cheque number is present, cheque will be automatically selected. If not, Expense will be selected. Expense and cheque can be edited if required.

Additional Information

  • For non-integrated companies, there is a slightly different process - see here.

Did this answer your question?