Within the AutoEntry Bank Statements module, it is possible to code bank statement transactions to nominal accounts and payees before exporting to Excel/CSV files or specifically for particular accounts packages. Primarily for the preparation of year-end accounts or catch-up jobs where a P&L or Balance Sheet is of primary concern.

There are two slightly different versions of this feature. Click on one of the following options to be brought to the guide for that section:

  1. Non-integrated companies

  2. Companies integrated with QuickBooks Online

Please note

If your AutoEntry company is integrated with any accounting software other than QuickBooks Online, the Fast-Code option is not available.

Non-Integrated Companies

There are a number of external packages that we have a specific export for when using a non-integrated company outside of an Excel/.csv export:

  • CCH Accounts Production

  • Iris Accounts Production (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 the total of lines Approved and remaining Unapproved lines.

The main extraction columns

  • Approved column: Grey tick requires data, clear green is approveable, and solid green is approved.

  • Transaction Date.

  • Transaction Details.

  • Cheque number (where present).

  • Contact.

  • Category.

  • 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 the total number 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.

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 approved, filter the data in the approved column.

Contact

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).

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.

Download

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.

QuickBooks Online

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 approveable, 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 to which the transactions are to be published (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 the total number 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 published 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 checkboxes 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 checkboxes 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 a Deposit for any receipts. For payments, where a cheque number is present, Cheque will be automatically selected. If not, Expense will be selected. Expenses and cheques can be edited if required.

Last edited:

Jan 20, 2023, 1:23 PM

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