Book account transactions

With the Abacus Electronic Banking option book account transactions, bank transactions can be booked easily, quickly and automatically. The bank files (CAMT, MT940) can be imported manually or via a bank account connection. Based on the imported payments, a set of rules can be set up in just a few steps to automatically enter future transactions. This reduces repetitive activities, increases efficiency and enables you to provide your customers with the best possible advice thanks to real-time data.

In practice

Our solutions are already proving themselves in practice at various fiduciary companies. Find out for yourself what experiences have been made and what benefits have been achieved.

With the Book Account Transactions option, payments can either be automatically posted to Abacus Financial Accounting or the open items can be settled via Accounts Payable or Accounts Receivable. Individual, non-recurring payments can also be booked manually quickly and easily.

Tutorial - Entry in the Financial Accounting

In the following tutorial, we will show you how to define rules in just a few steps in order to automatically enter recurring payments. One-time payments can also be booked manually and added with an attachment.

• Import account statement manually or automatically
• Create and apply rules and regulations
• Book payments in financial accounting
• Book one-off payments manually
• Control via account statement with original receipts

Zentrale Vorteile

• Flexible - Account statement can be imported manually or automatically.
• Simple - Create simple rules for recurring payments.
• Efficient - Significant time savings by reducing repetitive work.

Tutorial - Booking to Accounts Receivable or Accounts Payable

In the following tutorial, we will show you how account transactions are assigned to open items in Accounts Receivable and Accounts Payable. You can also use the balance control in the account statement to keep a constant overview.

• Import account statement manually or automatically
• Create and apply rules and regulations
• Assign payments to open items
• Booking in Accounts Receivable or Accounts Payable
• Book one-time payments manually
• Control via account statement with original receipts
   

Main Advantages

• Reconciliation - open items can be cleared automatically.
• Quality - Errors are reduced and quality is constant.
• Real-time - Better advice and closer to the customer thanks to real-time data.

Don't waste any time – Start now

The Book Account Transactions option is fully integrated into Abacus and therefore does not require a plugin or connection to a third-party application. There are also no costs per transaction or per converted bank transaction

Order the Electronic Banking application with the Book Account Transactions option from your sales partner today.

Further information can be found on our website: abacus.ch/electronic-banking

FAQ

1. From which Abacus version is the revised Book Account Transactions option available?

The revised version will be available from 2020 with SP September.

2. How are collective entries of the bank cancelled in the case of differing account assignment and/or VAT?

Collective entries must be split and posted manually. They cannot be booked via the set of rules.

How the account statements are generated by the bank can be set at the respective banking institution or in the ERP. This means that a collective item (with the exception of a wage payment) can also be split and the individual entries posted.

3. Why should I book the account transactions via Electronic Banking when I can also collect the data in Accounts Receivable?

The main benefit of using this option is if no reference (QR reference, ISR, score) is used on the debtor side. In this case, for example, pure IBAN payments can be assigned automatically based on the set of rules. This can be particularly interesting in business relationships with foreign customers.

When Accounts Receivable with reference is used, processing via the Book Account Transactions menu serves as a control by automatically offsetting bookings in the collective account. In this case, any differences or errors can be easily identified and resolved.

4. Is it possible to connect directly to a bank?

Banks can be connected to Abacus Electronic Banking and account transactions can be retrieved automatically. Please contact your bank for more detailed information and to obtain the relevant contract documents.

In addition, these functions can be used without a direct connection, which is sometimes even an advantage for security and AMLA (Anti-Money Laundering Act) reasons. The respective file (CAMT/MT940) can be downloaded directly in E-Banking and uploaded manually in Abacus Electronic Banking.

5. Where does the information required to create the rules (criteria) come from? Does a corresponding text have to be entered when entering the payments in E-Banking?

The standard information (such as address, postcode, etc.) of the payments is used, which is automatically filled in by the banks. The information can also be supplemented with your own notes. The booking rules can be defined on the basis of the booking text. If necessary, a higher level of automation can be achieved by defining keywords that are used when entering payments.

6. How is VAT booked?

VAT is booked according to the account master.

7. How are wage payments booked?

The wage payment is also an account transaction. As a rule, no details are reported by the bank, only the collective payment. The posting to a desired financial accounting account is carried out as with the usual account transactions. Linking to the Payroll application is not possible.

8. Are collective entries also possible for General Ledger postings in Financial Accounting in Electronic Banking E213?

Not at the moment.  

9. Is a gross entry possible for credit card refunds?

No. The gross amount would have to be calculated by the software. However, as the texts and information differ greatly depending on the provider, this is not realisable.

10. If all entries in the batch have been booked, is the batch always closed automatically and is a new batch opened when new entries are imported?

The batch is not closed automatically. Batches are only closed manually (via File - Save and close batch). As long as the batch is not closed, a new batch is not created for the same bank account.

11. How do I proceed if the vendor payments have already been booked via the K231 program? Will there be a double entry there?

If entries are posted via program K231 in Accounts Payable and via program E213 Electronic Banking, double postings will occur. To post via both programs, you must use a suspense account.

If the bookings are only made via the Accounts Payable application, the payments must be ignored in the Electronic Banking program E213 and not booked (a rule can be defined for this in E213).

12. Is it possible to use formulas to adjust the booking text ( i.e. to use the text from the account transaction)?

You can define the text used in the account transaction in the rule or in programme E621.

13. The bank provides a camt.053 with the normal postings (QR collective payments) and also a camt.054 with the details for the QR payments. Does e-banking recognise that it has received the QR twice (once in camt.053 and once in camt.054 with the details)?

Only the collective credit notes from the camt.053 file are displayed. The ISR details are automatically hidden.

14. Could a rule be created for credit notes from accident insurance or KTG based on the name of the employee according to the bank information provided, which is used to post directly to the correct cost centre where the respective employee is managed based on the information in the personnel master in L31?

This is possible if the rule is entered manually. There is no connection to the program (Payroll application) L31, which variably checks the field XY.

15. Is it correct that it is possible to define for each bank account/company payment centre that bookings are imported into E213?

Yes, in the E412 program under the settings - "Exclude E213 booking".

16. How can fixed bookings be changed?

In the Book account transactions programme (E213), the booking in batch 0 can be cancelled by right-clicking. The account transactions that have not been posted can be posted and the cancelled entry (which has been posted to the batch again) can be edited/corrected.

17. Once the batch has been processed and posted, can the bookings still be changed?

No. The bookings must be cancelled after they have been confirmed, then they can be corrected as required and booked again.