GL - Bank Accounts Dashboard
Overview
The Bank Accounts Dashboard provides summary information for each Bank Account you have set up in TASS.web. In this program, you can:
View the current General Ledger Account Balance (includes unposted journals)
View the Cash Book Balance as at the last completed Bank Reconciliation with an option to view a Summary reconciliation with the Statement closing balance at this date.
For Banks that have bank feeds enabled, you can also:
View the Statement Balance as at the date of the latest statement transaction uploaded.
Upload Statement Transactions
Reconcile Statement Transactions
View a Line graph of the Statement Balance for the last 10 reconciliation cycles
To use 'Upload Statement Transactions' and 'Reconcile Statement Transactions', you must have enabled bank feeds for your Banks in Finance > General Ledger > Setup Information > General Ledger Setup on the 'Bank Accounts' tab.
Fields that require further explanation (per bank account) | |
|---|---|
Bank Logo | The logo of the bank can be displayed in this screen. It can be uploaded in Finance > General Ledger > Setup Information > General Ledger Setup on the 'Bank Accounts' tab. |
Statement Balance | This is only displayed where Bank Feeds is enabled. This balance is the closing statement balance as at the last completed Bank Reconciliation. If statement transactions have been uploaded, this Statement Balance will be adjusted by the net amount of these “uncompleted” statement transactions. Where there are no incomplete Bank Reconciliations, there will be a link for quick access to the 'Upload Statement Transactions' screen. Where there are unmatched statement transactions, there will be a notice showing the number with a link for quick access to the 'Reconcile Statement Transaction' screen. Where all statement transactions have been matched but the Reconciliation has not been completed, there will be a notice showing the number with a link for quick access to the 'Reconcile Statement Transaction' screen to complete the Bank Reconciliation. |
Upload Statement Transactions
Use to upload statement transactions that have been downloaded from your Bank in CSV format. This is accessed from the hamburger menu on the top right of each bank account summary.
To use 'Upload Statement Transactions', you must set up the mapping for your Bank Feed Upload File in Finance > General Ledger > Setup Information > General Ledger Setup on the 'Bank Accounts' tab.
To upload a new statement transaction:
Step | Details |
|---|---|
1 | Download statement transactions from your bank making sure that you only select a date range that has not already been reconciled. |
2 | Follow the instructions on the screen. |
3 | Select 'Next' to display the transactions from the upload file onto the 'Upload Statement Transactions Review' screen. |
4 | All the transactions are ticked by default and you should not untick any of these. Each upload transaction is checked to see if there is an existing transaction with the same Date, Amount and Description. If there is, there will be a 'Duplicate' warning displayed in the 'Import' column with a hover-over to show the existing transaction. These will not be ticked by default and you should only change this if you are certain they are not duplicates. If there is a date gap between the last uploaded transaction and the first transaction date in your Upload File data, there will be a warning displayed at the top right with a hover-over "There is a gap between the last transaction (dd/mm/yyyy) and the uploaded transactions". If there are genuinely no transactions during the gap it can be ignored, otherwise you should review the date range used when downloading transactions from your bank. |
5 | Select 'Save', then 'Yes' on the confirmation to complete the import. |
Fields that require further explanation (per bank account) | |
|---|---|
File includes Header Row | It must be ticked if the CSV file downloaded from your bank includes a header row. |
Reconcile Statement Transactions
Use to reconcile statement transactions and complete the Bank Reconciliation.
This screen is accessed from the hamburger menu on the top right or by clicking the link below the Statement Balance (available when there is an incomplete Bank Reconciliation). It will also load automatically after statement transactions have been uploaded.
The left side of the screen will list all the uploaded statement transactions (since your last completed Bank Reconciliation). The right side of the screen is used to match existing Cash Book transactions (Cash Book Journals, Banking Totals and Cheques) to each statement transaction on the left side.
When you load the screen, it will look for Cash Book transactions that match each statement transaction. The left side displays all the statement transactions and on the right are any possible matches found.
Where a unique match is found, its details will be displayed on the right side and shaded blue with an ‘OK’ button to accept the match. There is also be a Search button to search for alternative matches.
Where more than one match is found, the text “N possible matches found” is displayed with a link to view them. Click this link will display the details of these matches. You will be able to select the matching record and use 'OK' to accept.
Where no matches are found, there will be a Search button to search for Cash Book records (and Cheques if it is a Spent/Debit type)
Use the Search button to:
Search for Cash Book transactions
Select more than one Cash Book transaction to match with a statement transaction.
Split a Received/Credit Cash Book transaction using the 'Split' link. This option is only available for the following types:
BP: BPAY (Parent Accounts)
CD: Cash or Cheque Deposits (Parent Accounts, Commercial Debtors, School Shop)
ED: EFTPOS Deposits (Parent Accounts, Commercial Debtors, School Shop)
WP: Web Payments (Account Payments via the Web), e.g. Parent Lounge and/or Electronic Receipt uploads).
Filters that require further explanation | |
|---|---|
Transaction Cut-off Date | This filter will display the dates (in descending order) of statement transactions uploaded since the last completed Bank reconciliation. These are transactions not linked to a completed Bank Reconciliation. Use this filter where transactions for multiple dates have been uploaded and you want to reconcile one day at a time. |
Status | You can select one of these 3 options:
You must select 'All Transactions' to be able to complete a Bank Reconciliation. |
Bank Rules
Bank Rules allow the user to save predefined conditions that will trigger a Cash Book Journal to be created when completing a bank reconciliation in the Bank Accounts Dashboard > Reconcile screen
Clicking the hamburger menu and then Bank Rules on the account that you would like to create the Bank Rule for will bring up the Bank Rules modal. From here you can create a bank rule, see below for more information on each field in the Create Bank Rule screen.
Possible Values / Constraints | Explanation | |
|---|---|---|
Rule Type |
| |
Rule Name |
| |
ALL/ANY |
| Match Statement Transactions to ALL or ANY of the below conditions. |
Matching Conditions | ||
Field |
| |
Operator |
|
'Contains' is a non-numeric operator only and the 'greater than / less than' operators are numeric operators only. |
Value |
| |
GL Distributions | ||
GL Account |
| This field is a dynamic lookup that will search as you type. You will need to enter a minimum of four characters to start searching. For example, you can type '0110' to search for account code 01-0110-00-00, or 'station' to search for an account named Stationery. |
Tran Description |
| This is what will appear on the General Ledger. |
Distribute Percent |
| You must ensure that all rows in the GL Distribution section total 100% in the Distribute Percent Column, failure to do so will result in the inability to save the bank rule. |
Tax Codes |
| This field is a dynamic lookup that will search as you type. You will need to enter a minimum of four characters to start searching. For example, you can type 'capi' to search for AC - Capital Acquisitions. |
Using Bank Rules when Reconciling
When a transaction from your financial institution matches a bank rule using the Matching Conditions that you have defined in the bank rule, the right hand panel will turn light blue and state 'Bank Rule match found'. Clicking 'OK' will confirm that a Cash Book Journal will be created and accepting this will create the Cash Book Journal, automatically matching it at the same time to the corresponding Bank Feed item.
You can select '{Bank Rule Name} - click to view' to view the Bank Rule and the ensuing Cash Book Journal that will be created.
Creating Cash Book Journals on the fly
When in reconciling a bank account, you can select the '+' icon on the right to create a Cash Book Journal in the same manner as Finance > General Ledger > Cash Book > Bank Charges and Credits program without having to leave the bank reconciliation program. In creating a Cash Book Journal within the Bank Accounts Dashboard, TASS will automatically match the new Cash Book Journal to the corresponding Bank Feed item.
Completing a Bank Reconciliation
When all statement transactions for the selected Transaction Cut-Off Date have been matched and the 'All Transactions' option is selected, there will be a green shaded banner at the bottom of the screen with the message "All transactions have been reconciled!"
You will now be able to complete the Bank Reconciliation by:
Reading the IMPORTANT notice in the green shaded banner
Verify the Closing Statement Balance displayed by ticking the checkbox
Click the 'Complete Bank Reconciliation' button
Reconciliation Report
This menu option loads program Finance > General Ledger > Cash Book > Bank Reconciliation with the Bank Code from the Dashboard bank account passed in.