Operating principles
Activation of bank statement posting
Functions of the bank statement view
Action buttons on the bank statement
Automatic posting of bank statements
Manually triggering bank statement rules
Bank statement processing without posting rules
Action buttons in the posting window
This article discusses the principles of bank statement processing as well as the actions related to its implementation. It also covers the various options for bank statement posting and other procedures that can be performed on bank statements in Heeros Accounting.
Operating principles
In Heeros Accounting, transactions can be posted from a machine-readable bank statement (tito or bank statement as a voucher). Heeros Link retrieves the tito bank statement in the morning and transfers it to Heeros Accounting. At the same time, the program can automatically post the transactions from the bank statement according to the user's pre-defined statement settings, if this has been specified in the settings. Alternatively, the user can initiate the posting of the statement themselves. The user can always edit the postings made by the program and create new ones. Postings made for the bank statement are directly entries in the general ledger.
Heeros Link directs to accounting only those bank statements that arrive in Link after the transaction processing has been enabled in the accounting. Statements that have been retrieved to Link before the statement processing was implemented can be transferred manually from Link to accounting.
For more information on transferring bank statements to Accounting, read here.
You can read more about the bank statement definitions, or accounting terms, here.
Implementation of bank statement posting
Fetching the bank statement requires that
- The Web Services channel has been opened to the necessary banks. NOTE! The Web Services channel opened for SEPA payments of Purchase Invoices or retrieval of reference data for Sales Invoices can also be used for retrieving bank statements.
- The payment transfer agreement with the bank includes the retrieval of bank statement data.
- The bank account must be added to the Menu (in IBAN format) so that the bank statement is directed to the correct company's accounting.
- In the Heeros Link settings, the Bank Statements section must have the Send to Accounting setting turned on.
Additionally, the following settings must be made in the accounting settings:
- Creating a bank account. Read more here.
- In the settings under the Accounting settings tab, define Tito for use. Read more here.
- Bank statement settings. Read more here.
Functions of the bank statement view
The bank statements retrieved by Heeros Link are visible in Heeros Accounting under Events – Bank Statements view.
Open bank statement - The bank statement can be opened in several ways. One way is to select a row and choose the Open bank statement button in the top left corner. Another way is to click on the visible blue text in the row, for example in the Bank account name column.
Make automatic entries -button (the row must be selected) the program first reserves a voucher number for each bank statement transaction. Secondly, the program starts the automatic postings and books the bank statement according to the rules.
NOTE! It is important to always press the Make automatic entries button first before starting to process the bank statement, if Manual payment processing is enabled in the general settings of the accounting. This is the best way to ensure that the voucher numbering occurs consecutively in chronological order.
With Delete button the program will delete the selected bank statements. Deleting a bank statement does not remove the postings that have already been made to the general ledger through the bank statement. Deletion also does not remove the statement from the Link.
Print button allows you to print the bank statement as a PDF file.
Copy to Archive button generates an archived copy, i.e., a PDF copy, with postings from the bank statement to the Archive. The main categorization is formed by the Archive main categorization selected in the general settings of the accounting. You can choose the subcategorization yourself while performing the archiving. Alternatively, you can enter a new subcategorization name in the field below the selection box, in which case the program automatically creates the specified subcategorization and sends the report there. The copy can also be saved without postings. Archived bank statements display the archiving date in the Archive date column.
Bank statement state indicates whether the bank statement has already been posted or not.
New bank statement has not yet been posted.
Ready bank statements are fully posted or the entries on the statement balance out. NOTE! It is advisable to verify the postings of a ready bank statement, especially if it is expected that there are entries and withdrawals of equal amounts on the statement.
In Progress account statement is partially posted.
Difference column shows the difference between the transactions on the bank statement and the balance of the corresponding bank account in the accounting records. If the difference is 0.00 euros, all transactions on the statement have either been posted or the entries on the statement balance out with the bank account postings, for example, if there is a charge and a deposit of the same amount on the statement.
Action buttons on the bank statement
At the top of the bank statement, there is a set of menus and action buttons.
Bank Account - First on the left is a dropdown menu that lists all the bank accounts established for the company.
Bank statement - On the second from the left, there is a dropdown menu "Bank statement," from which you can select the desired bank account to display a specific bank statement. The statement number is a consecutive number assigned by the bank, followed by the period in parentheses that indicates the events included in the statement. The period is also defined by the bank.
Make automatic entries button reserves a voucher number for the transactions of the bank statement and starts the execution of automatic postings.
Previous bank statement and Next bank statement buttons allow you to navigate between the bank statements received in the program in the order of smaller or larger statement numbers. If there are statements from multiple years in the program, moving to the previous or next statement may not correctly recognize the right calendar year.
Previous unfinished bank statement and Next unfinished bank statement buttons allow navigation in the program only for those bank statements that still require user action regarding postings. The program moves from one statement to another based on the statement number. If there are statements from multiple years in the program, moving to the previous or next statement may not identify the correct calendar year.
Show unfinished and Show all transactions - Depending on whether any transactions have been posted from the selected bank statement, the rightmost action button will either be Show unfinished, allowing the view to filter to show only those transactions that are still waiting for user action.
After switching to the unfinished view, the button changes to Show all. By selecting this, the software removes the filters and displays all bank statement transactions regardless of whether they have been posted or not.
Automatic posting of bank statement
If automatic posting is selected in the settings (Settings – General – Accounting Settings), the program will automatically create postings according to the bank statement specifications while the bank statement is read into the accounting. Triggering the posting specifications does not require any action from the user (for example, the post bank statement button no longer needs to be pressed). The postings created by the program can still be manually corrected if necessary.
A voucher number is assigned to all transactions on the bank statement at the moment the bank statement arrives in the accounting system. Each transaction on the bank statement receives its own voucher number.
The accounting account for the bank account is retrieved from the respective bank account (Settings – Bank Accounts). The counter account for the entry and any possible accounting objects are retrieved from the TITO specifications (Specifications – TITO).
Transactions for which no posting rules are found can be manually posted by the user. Alternatively, the user can create new posting rules and press the Post bank statement button again, causing the program to review the automatic posting rules and post additional transactions.
Note! The invoice ledger posting does not work when using automatic accounting assignment of bank statements.
Starting bank statement processing manually
If manual bank statement processing is selected in the settings (Settings – General – Accounting Settings), the user must either start the automatic posting or manually post the bank statement. If the user wants to manually start the bank statement processing, that is the automatic posting rules, you select Bank Statement from the Events – Bank statements view and click the Post bank statement button. Alternatively, the bank statement can first be opened on the screen and the Post bank statement button at the top of the screen can be clicked.
The bank statement events receive a voucher number at the point when the user posts the events by clicking the Post bank statement button. Each bank statement event gets its own voucher number.
In this case, the program reads the bank statement definitions and performs the postings of the events in a similar manner as in automatic postings. After this, the user can still modify the postings.
Note! The invoice ledger entry does not work when using the Post bank statement function.
Bank statement processing without automatic posting rules
The user can open the selected bank statement by clicking the Open bank statement button and can manually account for all necessary transactions without accounting rules if desired. The transactions in the bank statement receive a voucher number as the user posts the transactions. Each transaction in the bank statement receives its own voucher number. To ensure the voucher numbering is in order on the bank statement, it is advisable to process the transactions from top down.
Posting is done by clicking the Post button on each transaction row.
A window will open where the accounting of the bank statement can be done in a manner similar to the input of transactions.
The posted entries can still be edited (pencil icon) or deleted (trash icon).
When posting to the invoice ledger account, the invoice ledger window will automatically open upon saving the posting.
Accounting window action buttons
The bank statement accounting window has the following buttons.
Close button will close the accounting window.
Add/Remove Attachment button allows you to add an attachment to the specified bank statement event either from the user's computer or from the eReceipt archive, if the eReceipt archive is in use.
Next -button takes the program to the next upper or lower level transaction in the bank statement, depending on what is selected for the Booking level in the Accounting Settings tab of the general accounting settings:
- Lowest – The Next button makes the program search for the next bank statement event, checks if the event is multi-level, and moves to the first event of the lowest level of that event.
- Highest – The Next button makes the program move to the next top-level event of the bank statement.