Send to Accounting - setting in Heeros Link
Transfer bank statement manually
If bank statements are missing from the accounting
Bank statements received in Heeros Linkki will be automatically transferred to Heeros Accounting if such a system is already in use. However, automatic transfer requires the following conditions:
- In the menu: the bank account has been saved in the company's information in IBAN format (Customer tab – Bank Accounts)
- In Heeros Accounting: the settings for bank accounts have specified the bank account number in machine-readable format (in addition to IBAN), the voucher type of Tito, and the accounting account.
If machine-readable bank statements have already arrived in Heeros Link, and Heeros Accounting has not been in use at that time, these statements can also be manually transferred to Heeros Accounting afterwards if necessary. The transfer requires setting configurations in both Heeros Link and Heeros Accounting.
Send bank statement to Purchase Invoices or to the bookkeeping function allows the manual transfer of the bank statement to Purchase Invoices as well.
Send to Accounting - Setting in Heeros Link
The Send to Accounting -setting in Heeros Link affects how bank statements are transferred to Heeros Accounting. Also, check the settings that need to be defined in Heeros Accounting here.
- Go to the Settings – Settings view
- Click the checkbox for Send to bookkeeping in the Bank statements section of Accounting
- Save the information with the Save and close button.
Once the settings are configured for Heeros Link and Accounting, the bank statements are ready to be transferred.
Manual Transfer of Bank Statement
The icon on the bank statement line in the Retrieved view always indicates the status of the bank statement.
- Go to the Bank Statements – Uploaded view
- Select the bank statements to be transferred (click in the checkbox)
- Click the Send bank statement to Heeros Purchase Invoices or to the Bookkeeping button
This function allows you to choose whether to transfer the bank statement simultaneously to both Purchase Invoices and Heeros Accounting, or only to Heeros Accounting. NOTE! If the bank statement is transferred manually to Purchase Invoices, the payment batches will not be automatically marked as settled from the bank statement; instead, they need to be manually marked according to the totals of the bank statement.
- Scheduled transfer of bank statement to Purchase Invoices and Accounting = The scheduled option transfers the bank statements within about an hour, depending on the background job schedule.
- Transfer of bank statement directly to Accounting = sends the bank statement immediately, without scheduling, to Accounting.
- Click the Continue button.
The bank statement may have encountered an error because, for example, the bank account could not be found or the bank account is incorrect. The user should check the bank account in the Heeros Menu and ensure that a bank account is established in the Heeros Accounting settings, and that a corresponding accounting account and voucher type are assigned to that bank account.
- If the bank account is not found - the program will ask you to select which customer the bank statement belongs to (selection from the list). You can also utilize the view's search functions in the selection.
- If the bank account is found, a report of the transfer will be generated, which can also be reviewed later (Reports – Transfer Reports).
If bank statements are missing from the accounting
NOTE! If a machine-readable bank statement and automatic bank statement posting are in use in the accounting, the bank statements must be transferred in bank statement number order, so that the document numbering works correctly.
If a bank statement is missing, and you are using automatic bank statement posting, the bank statement must be imported afterwards as follows, so that the voucher numbering can be corrected to be sequential.
- Remove the bank statements that follow the statement to be exported from Heeros Accounting (Events – Bank Statements) as well as the corresponding entries (Events – All).
- Check the next available voucher number, which is the last recorded voucher number in the accounting before the missing bank statement.
- Define the next available number from the largest voucher number for the voucher types (Settings – Voucher Types).
- Export the missing bank statement and the subsequent bank statements to the accounting.
Bank statements are exported to the accounting in the order of bank statement number and date. Not in the order in which the user selects statements from the view. There are two methods:
Sending bank statements to accounting will be organized
- according to the bank statement Number field (normal practice) OR
- according to the date field on the bank statement (e.g. at the end of the financial period)
Finally, the user receives a report containing information about successful and unsuccessful bank statement entries.
EXAMPLE
The bank statement that you want to send to Heeros accounting is number 50. The bank statements (51, 52, 53…) and related transactions following this numbering must be removed from Heeros accounting. After the removal, the latest bank statement number in Heeros Accounting will then be 49. For bank statement 49, the highest voucher number is 116. Therefore, define in the settings the voucher type for that bank account to be the next available number, which in this case is 117.
- After possible voucher numbering functions, select the bank statement to be transferred (only one bank statement at a time).
- Click the Send to accounting button.
- Finally, temporarily transfer bank statements removed from Heeros accounting back to accounting.
- After the transfer, the bank statements will be visible in the Heeros Accounting Transactions – Bank Statements view.