Bank File is an option you can select when paying purchase transactions. It enables a file to be created for one or more payments where the 'Bank File' option has been selected. This file can then be imported in your bank's On-line Banking app and the bank should automatically process all the payments in the Bank File.
Currently Evopos can create the following Bank File formats
- ABA (Australian Banking Association) Bank File - A fixed length text file used by most of the Australian banks - Set Region to Australia
- Lloyds XML File - An XML file used by UK banks such as Lloyds Bank - Set Region to UK
The file format is normally controlled by the Region setting in Settings / System / General although the Bank Name / Code in the Bank Account Nominal may also be used in countries where there are different file formats.
We can create different formats for different countries on request.
Setting up your Bank Account
You first need to set your Bank details for the Bank account from which you are paying. This is set in the Nominal record for the Bank Account.
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:
Note: Each item must be separated by a | character (normally above the \ on most Keyboards)
ANZ|123-456|123456789|ABC MOTORS|123456|ABC ENTERPRISES PTY LTD
Details for the above code:
- ANZ - For UK this would be LLOYDS, for AUS it would be the 3 digit code for the Bank eg: NAB, ANZ
- 123-456 – Would be the number for your Bank / Branch (UK-Sort Code, Aus-BSB code (Bank State Branch))
- 123456789 – Would be your bank account number (UK-max 9 digits, Aus-max 8 digits)
- ABC MOTORS – Would be your company name to appear on the supplier's statement
- 123456 – Would be a 6 digit number your bank gives you for internet banking (Leave blank for UK)
- ABC MOTORS PTY LTD – Your full account name with the Bank
Setting up suppliers you will paying
For each supplier you want to include payments to on a Bank File, you will need to set up their Contact record 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 / Branch number (Sort / BSB) (Normally 6 digits)
- Their bank account number (normally 9 digits or UK, 8 for Aus)
- Their bank account name (Normally the name that appears on their cheques or bank statement)
Using the system
The process works in two steps:
- Pay purchases with the 'Bank File' option selected
- Select the Create Bank File option
Pay purchases with the 'Bank File' option selected
When you pay purchases you should have 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 (see Setting up your Bank account). You can pay Purchases: 1:When creating a Purchase transaction, 2:When Paying Transaction(s) from the Purchases screen, and 3:When completing a Payroll (only available in certain countries)
Note: If the "Bank File' checkbox is not available it normally means the supplier's Bank details are not set up on the Supplier's Contact record.
When you complete the payment with the option to Send to Bank file' selected, the system sets a Payment Code in the payment record.
- 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.
Select the Create Bank File option
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 (See above).
You can select Group or Individual.
- Group - Groups all the entries under one entry on your bank statement.
- Individual - Creates an entry on your statement for each one.
For example: companies often want to group all wages together so that it is less obvious what everyone's wage is to anyone who has access to the Accounts / Bank Reconcile etc.
You can change the Reference. The default 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 payments you want to process and click OK. This will create the Bank File eg:
If there is already a file there of the same name, 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.
When you mark a payment for 'Bank File' , the system sets a Payment Code in the payment record. This is how the system knows which payments to include or exclude from the Bank File. (as in step 1 above)
You can view or change these codes for each transaction in the Accounts / Purchases screen (next to the Paid Date).
If there is a Payment in the Create Bank File preview screen that should not be there, find the transaction and change to: MANUAL.
If a Payment in the Create Bank File preview screen is missing, find the transaction and change to: ‘Wage to Bank file’ or ‘Other to Bank file’.
There may be multiple purchase transactions for a payment so make sure to edit all.
After you create the Bank File the code should change to: ‘Bank file Paid’.