After you add or import bank statement data into AccountsPrep, you need to code your transactions to allocate them to your ledger accounts.

To avoid duplication, you also need to make sure you match your transactions with any cheque, deposit or transfers.

How do I access un-coded statement entries?

There are many ways you can access your unprocessed entries:

If you've used the import:

Banks > Bank statements > [bank name] > Statement batches > Unposted tab
Banks > Bank statements > [bank name] > button - lines waiting to be coded -
Banks > Bank reconciliations > [bank name] > button - lines unposted -
Accounting > All batches > Unposted

If you've added data directly on-screen:

Banks > Bank statements > [bank name] > Statement batches > Draft tab
Accounting > All batches > Draft

Processing

Once you're in the Unposted or Draft tab, you can select and edit the relevant batch to code the transactions:

Unposted tab within Bank Statement Reconciliation report.

Coding

Review the existing details

The import will fill in the Date, Details, Payments or Receipts automatically.

To edit any entry, double-click within the relevant column.

📌TIP: You can select multiple lines to fast-code the same details to all transactions at once.

📎NOTE: Data and accuracy:

If you enter data manually, make sure to reflect the data exactly as it appears on the statement in terms of:

Transaction date
Payment amount
Receipt amount

You can edit and improve the bank's statements Details and Reference fields as you need.

Add the missing details

Reference - This field is optional.

Account - Make sure to select a category to be able to post the entry. If necessary, you can split a transaction to assign it to different categories or tax codes.

Tag - You can add an analysis tag to customise your reports further.

Tax - Don't forget the tax rate as you’ll be able to post even if you don't enter any.

📌TIP: If you set up default rates from your Chart of Accounts, the tax code will populate whenever you select the account category.

Line items actions

For each entry, you can Transfer, Split or Delete.

Transfer

The Transfer icon allows you to match a single transaction with another one already processed in another bank account statement. This is to avoid duplication if you move transactions between multiple bank accounts.

Split

The Split option allows you to split a transaction across multiple nominal and VAT codes.

Delete

You can delete any transaction if, for example, you added or split a transaction by mistake.

Select and Match

You can also match entries with the following methods:

Transfer button

The Transfer option allows you to process bulk transfers between internal accounts.

This is necessary if you process multiple bank accounts in AccountsPrep where you have internal transfers between those accounts. If you don't match those entries, you risk posting duplicates.

Cheques

The Cheques option allows you to match/reconcile transactions with Cheques that you've already imported using the cheque function.

Deposits

The Deposits option allows you to match/reconcile transactions with Deposits, in the same process used with cheques.

Save and Post

Once you’ve coded the desired transactions with all the compulsory fields, you can post the batch.

📎NOTE: Make sure to select an Account category to be able to post any entry.

If you aren’t ready, you can save it as a draft and come back to edit later.

You’ll find your transactions in the Draft or Posted tab.

What's Next

After you post your data, it will show in your reports.

Code and post bank transactions to ledger accounts