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Creating Bank Files

Creating Bank Files

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Creating Bank Files

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Bank Files enable you to use Evopos to pay purchase transactions and the payments gets processed at the bank automatically via the Bank File. There are also Bank files that contain your statement data

At the moment Evopos integrates with following Bank File formats

ABA Bank File - Most of the Australian banks currently use this.

We can create different formats for different countries on request.

Setting up the contacts (Suppliers)

For it to work you first need to set up the suppliers you are going to pay with their Bank Details. You would do this by selecting Contacts, selecting the appropriate supplier and then enter the following details in the Purchases tab:

Supplier’s Bank BSB (Branch) number – A 6 digit number with dash after the 3rd digit eg: 123-456

Their bank account number - (max 9 digits)

Their bank account name – (Normally the name that appears on their cheques or bank statement)

 

Setting up your Bank Account

You also need to set your Bank details for the account you are paying them from. To do this select Accounts, then Nominal and select the appropriate Bank Account. Then in the Description you will need to enter the Bank details in the following format:

ANZ|123-456|123456789|ABC MOTORS|123456|ABC MOTORS PTY LTD

Note:

ANZ - Would be the 3 digit code for the Bank eg: NAB, ANZ

123-456 – Would be the BSB number your branch

123456789 – Would be your bank account number (max 9 digits)

ABC MOTORS – Would be your company name to appear on the statement

123456 – Would be a 6 digit number your bank gives you for internet banking

ABC MOTORS PTY LTD – Your full account name with the Bank

Each item must be separated by a | character (normally above the \)

 

Using the system

When you pay purchases as normal in Evopos, if you have set the bank details on that contact it will show a Bank File check box. If you want to pay by Bank File then tick the box and select a bank payment account that has been setup.

When you pay it will proceed as normal.

When you are ready to create and send the Bank file select Accounts / Purchases / Bank File. This will bring up a list of all the payments marked for Bank File.

You can select Group or Individual.

Group would group all the entries under one entry on your bank statement.

Individual will create an entry on your statement for each one.

You can change the Reference. This is CREDITORS in purchases and PAYROLL in Payroll. If you change it then it will change the file name and the reference in the file.

You can then tick the ones you want to process and click OK. This will create the Bank File eg:

C:\EVOPOS\BF_CREDITORS.ABA

If there is already a file there it will over-write it so make sure you upload each file after creating it.  

You can then go into you bank’s internet banking and select to upload the file.

 

Correcting mistakes

When you mark a payment for Bank file the system sets a Payment Code in the payment record. You can view or edit these codes in the Accounts / Purchases screen (next to the Paid Date).

If processed in the Wages section the code would be set to: ‘Wage to Bank file’.  If entered in the Purchases screen the code should be set to ‘Other to Bank file’. If the payment was made without ticking the Bank File option the code should be set to MANUAL.

If there is an entry in the Create Bank File preview screen that should not be there, find the transaction and set the code to MANUAL.

When you create the Bank File the code will change to: ‘Bank file Paid’.