GL - Bank Charges and Credits

GL Bank Charges and Credits Overview

This is the program used to enter:

Bank charges/debits.
Bank credits/deposits.

Transactions entered through this program go into:

The TASS.web Cash Book for bank reconciliation purposes (when the transaction is saved).
The TASS.web General Ledger (when posted using program Finance > General Ledger > Account & Journal Info > Post Journals).

The transactions that are entered through this program could include:

Transactions identified on your bank statement as not already being entered in TASS.web, e.g. Bank Fees.
Transactions that occur as a result of a direct debit straight from your school's bank account, e.g. Credit Card payments. If there are a large number of GL distributions on a transaction the 'Upload' option can be used.

You can change transaction types for Cash Book Journals that are not reconciled and not posted, e.g. You have accidentally entered a Bank Charge/Credit as a Bank Credit/Deposit.

Use program Finance > General Ledger > Account & Journal Info > Journals to locate and edit the 'Cashbook Journal' that needs fixing.

Adding a Cashbook Journal

Step 1

You need to nominate if the transaction that you are about to enter is a 'Bank Charge/Debit' or a 'Bank Credit/Deposit'.

The default is 'Bank Charge/Debit'. Click the 'Bank Credit/Deposit' radio button if you need to enter a credit/deposit.

To use a previously saved transaction, select it from the 'Use a Previously Saved Transaction' picklist.

The 'Use a Previously Saved Transaction' picklist will only be available if a saved transaction exists.

To create a new saved transaction, complete the bank charge/credit details using the steps below. Enter a meaningful description into the 'Save this Configuration as' field, then click 'Save'.

You can delete a saved transaction by selecting it from the picklist, and then clicking the 'Delete' option.

Step 2

Complete the fields in the top section of the screen:

Bank Code	Nominate the bank account to use for this transaction. Click here to view an Administrator Note. Bank accounts and their details such as BSB and Account number are set up using program Finance > General Ledger > Setup Information > Company Information on the 'Bank Accounts' tab. You can select from the picklist (ordered by description) or type in the bank code, description or GL Account to re-order the picklist.
Journal Number	This is a system-generated number.
Transaction Date	Date of the transaction. This is usually taken from your bank statement. Important! If a date is entered that is greater than or equal to today's date, on 'Save' you will receive a dialog stating 'Are you sure this is the Date from your Bank Statement?' The program will also check that the date falls within a month that is open in the GL.
Year	This is a system-generated field based on the transaction date.
Period	This is a system-generated field based on the transaction date.
Posted	This is a system maintained field. When viewing an existing charge or credit it displays 'Yes' if the charge or credit has already been posted to the GL.
Transaction Amount	The amount of this transaction.
Sheet Num	This is a system-generated number. It indicates the next statement sheet or page number. You can't change this.
Line Num	The line number from your bank statement. You can't change this.
Comment 1 / 2	Descriptive text fields of up to 40 characters.
Attachment	You would use this to attach a file that contains supporting documentation for this journal. An example could be a scanned PDF of a credit card statement that you are entering as a Cashbook Journal. Attachments entered here can then be viewed on the 'Journal List' Screen in program Finance > General Ledger > Account & Journal Info > Journals.
Use Comment 1 as Description	When ticked, this indicates that the text in the 'Comment 1' field is to be used as the description for each GL Distribution line. Important! If this field is ticked then entry of the 'Comment 1' field is mandatory.

Step 3

Option 1 – Manually Enter Distributions

Enter the General Ledger distribution details for this transaction.

Click the 'Add' button on the 'General Ledger Grid' to display the 'GL Distribution Entry' screen.

You can make multiple GL distributions for each charge or credit.

Fields that require a further explanation – GL Distribution Entry:
GL Account	The GL account to which this transaction is to be distributed. There are multiple options available for searching and/or entering the required GL Account: Enter 4 characters or more of the code or description. A picklist with the matching accounts will be displayed. Choose from this. Use the magnifying glass icon to display the 'GL Account Search' screen. Search for the required account using criteria such as 'Account Code', 'Description', 'Type' or 'Tax Code'. You need to include wildcards in the 'Account Code' and 'Description' fields in your search, e.g. bank. Click on the required account. Key the account code in. There is no need to include dashes.
Line Description	Up to 4000 characters are available to record a detailed description for each distribution line item.
Gross Amount	The amount including tax to be applied to this distribution line item.
Tax Code	The tax code to be attached to this distribution line item. A 'Dropdown List' icon is available to the left of this field. Use this to select the appropriate tax code.
Tax Amount	This is a system-generated in accordance with the tax code selected above. This amount may be overridden.
Nett Amount	This is a system-generated in accordance with the tax code selected above.

Click the 'Save' button to complete this GL distribution entry.

Alternatively, click the 'Cancel' button to clear this GL distribution entry and return to the 'Bank Charge / Debit' screen.

Once the 'Transaction Amount' equals the total of 'GL Total' (at the bottom of the screen) click the 'Save' button to complete this charge or credit.

Important!

If the total of the GL distribution lines is not equal to the transaction total, an error tooltip will be displayed 'GL TOTAL does not equal Transaction Amount'. You must add or edit GL distributions until this is rectified.

Option 2 – Upload GL Distributions

If there are a large number of GL distributions on a single transaction you can use the 'Upload' button.

Step 1

Prepare a Microsoft Excel® spreadsheet with the following columns and save it in a comma-delimited (.csv) format:

Column	Description
A	This column must contain a valid GL account code for each distribution line.
B	This column must contain a detailed description for each distribution line. (Up to 4000 characters. Do not embedded commas within the text.)
C	This column must contain the Gross Amount for each distribution line. (Do not format with currency symbol or commas.)
D	This column must contain the Tax Code for each distribution line.
E	This column can (optional) contain the TAX Amount for each distribution line. (Do not format with currency symbol or commas.)

Currency formats must be removed from this sheet (within Microsoft Excel® go Edit > Clear > Formats).

Step 2

Click the 'Upload' button on the 'General Ledger Grid' and then the 'Choose' button to locate the .csv file created in Step 1.
Click 'GO' to start the upload.

All records from the .csv file will be uploaded and displayed in the General Ledger Grid. For each record, the 'Tax Amount' and 'Net Amount' will be calculated (using the same logic as if the distributions were entered manually).

When data is invalid or missing, error tooltips will be displayed. These errors can be fixed by:

Editing the line in the General Ledger Grid, or
Editing the .csv file and repeating the upload process.