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The Bookkeepers Solution....using modern technology....

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Presentation on theme: "The Bookkeepers Solution....using modern technology...."— Presentation transcript:

1 The Bookkeepers Solution....using modern technology....

2 Download Bank Statement Import into SmartBank Edit & Auto Allocate Transactions Export into Accounting package

3 Step 1) Download Bank Statement files Step 2) Open SmartBank Step 3)Import Bank Statement file into SmartBank Step 4) Allocate (Auto) & Edit ledger transactions Step 5) Export the allocated transactions Step 6)Import into Accounting package(e.g.Pastel) -> Direct Import to Pastel coming soon...

4 2) CSV Files – to be updated soon -Only use as last resort (ABSA problem) -Cannot recognise duplicate transactions SmartBank can import (NOT PDF): 1) OFX +. OFC Files - Secure files - Each line has unique number - Avoids duplication of transactions SmartBank can 1) View and 2) Print downloaded OFX and OFC bank statement files (Pastel cannot view and print OFX/OFC files until imported) SmartBank will accommodate new bank formats as and when requested or required

5 Search for.OFX/.OFC Preferably (CSV as last resort) SmartBank can: - VIEW and PRINT OFX and OFX/OFC files - Recognises and avoids duplicate transactions








13 Browse C drive or ServerANY Pastel version Open Company

14 SmartBank – Before Import of Bank Statement file SmartBank has 4 menus 1) Top menu 2) Tool Bar menu 3) Filter menu 4) Transaction menu

15 SmartBank MENUS


17 The TOP MENU consists of the following helpful SmartBank tools: Open Company- From inside SmartBank – Move from 1 company to another Help- Help Menu Change - Abbreviations Maintenance- Global processes including: 1) Delete either the LAST Imported batch or 2) ALL the transactions for a specific bank Account

18 Open Company – Using TOP Menu Move from 1 company to another Help Menu

19 Maintenance - Global Processes – Delete Imported Bank Statement Batches Change – Abbreviations Delete Last Imported Batch - will ONLY delete last imported batch VERY IMPORTANT!! Delete ALL transactions for Account 11234564, will delete ALL THE HSITORY for this bank account.

20 Statement In - Import Change – Edit / Process

21 View - ReportsTools – Settings Tools – Auto Allocation

22 Statement Out - Export Help

23 Bank Account Displayed List SmartBank can work with Multiple Bank Accounts being used at the same time. Best to work separately re 1)Deposits Only or 2)Withdrawals Only and then 3)View ALL Transactions -> Final review+ Export

24 Batch Mode Date Range Default mode is - Show Only the last batch. The user can also select - Show all batches imported Note that SmartBanks Export files are also controlled by the start date and end dates on the date Range


26 Imported from Bank Statement - Date- Bank Statement - Bank Description - Bank Statement - Amount - Bank Statement Manually / Auto Allocated by user - Exp - - Export this Transaction – Ticked ( ) by Default –> Unticked will NOT Export by default - GCS- G - General ledger - C - Customer - S - Supplier - Account- Allocated to GCS account - Tax (Vat)- If Applicable - Ledger Description - Edit if required - Account description- Generated by SmartBank after Account allocated - Reference- Generated by SmartBank - Cost code - Cost or Project Code – if required - Rec - - Record as Reconciled – Default is NOT Ticked as this field is not used in Pastel

27 SmartBank MENUS



30 The bank account selected here stays as the default account for this account number. Thereafter, SmartBank will ONLY import Statements with this account number for this bank account.





35 Deposits – BLUE Withdrawals / Payments - BLACK Editing includes Allocating to: Ledger, Customers & Suppliers accounts Vat – if applicable Editing Ledger Description – if required (Pastel-> Max 40 characters Cost centre & References if required



38 EDIT MENURight Click – Pop Up Transaction menu Process menu



41 Edit the transaction pop up window as follows using a) to e) below

42 Then the transaction split appears as follows: In a same manner, similar transactions can be grossed up & split as follows: R3000 is allocated to the Customer – 600 discount etc = R 2200 net

43 First click on the transaction line that needs to be Removed or Edited as follows: The same Split Transaction window pops up.

44 Then removed row is shown as follows: Then follow steps 4) to 7) as shown below:

45 The resulting partial (or full) removal looks like this :


47 CLEAR SCREEN option will clear the screen of previous batches imported but will NOT delete it.

48 1)Edit menu - Copy (Ctrl C) and Paste (Ctrl V) or 2)Using Mouse - Right Click, Copy and then Paste:


50 See Auto Allocation below:

51 Will Auto Allocate ALL the unallocated Ledger accounts to the Default Account Codes for unallocated Deposits or Withdrawals suspense accounts in the accounting package being exported into.

52 Blank Accounts Filled with default Suspense Accounts

53 NOT used for Pastel Additional field if required: for Export/Data sort Export to Excel etc


55 Sort Columns- Match like items Auto Allocate- Saving & Auto Allocating Recurring transactions Abbreviations - Ledger Descriptions Copy / Paste- Ledger Accounts & Descriptions

56 1)Select transaction from Display List 2)Sort and match like transactions by Date or Bank Descriptions 3)Start Allocating and editing transactions

57 Step 1 - Allocate and fully EDIT the FIRST transaction Step 2 - Highlight the Recurring Whole or Part of the Bank Description Step 3 - Select Save Whole or Part of the Bank Description for Auto Allocation The saved recurring transaction will be SAVED to the Auto Allocation menu as follows:

58 Step 1 - Allocate and fully EDIT the FIRST transaction 1)Allocate the a) Ledger account b) Tax code (if applicable) in the FIRST transaction 2)Edit the Account Description if required for the Ledger account being allocated 3)If required, edit the Reference and Cost Code Step 2 - Highlight the Recurring Whole or Part of the Bank Description

59 Step 3 - Select Save Whole or Part of the Bank Description for Auto Allocation - Right Clicking after highlighting the selected whole of part of the Bank Description. - Process and then Save Whole or Part of the Bank Description for Auto Allocation All the current batch transactions will be Auto Allocated

60 The transaction will be SAVED to the Auto Allocate List as follows: The next bank statement import will Auto Allocate the SAVED transactions as follows:

61 Abbreviations – Set-up, Editing and storing

62 1)Edit menu - Copy (Ctrl C) and Paste (Ctrl V) or 2)Using Mouse - Right Click, Copy and then Paste:

63 1) All required transactions are ALLOCATED to Ledger ACCOUNTS (GCS) 2) All Allocated transactions are TICKED ( ) 3) All UNALLOCATED transactions not to be Exported are UNTICKED ( )

64 If set on: Show ALL Transactions BOTH WITHDRAWALS AND DEPOSITS will be Exported DEPOSITS Only ONLY DEPOSITS will be Exported WITHDRAWALS Only ONLY WITHDRAWALS will be Exported



67 Default folder location To Import Step 1) Browse Location – will default to the subfolder To Export of the Pastel company. Any alternative folder entered will become the new default folder Step 2) Select and edit the File Name to be Exported manually. Note: The above steps, which are currently combined, will be made into 2 separate Steps in the near future

68 Export also includes Options to: 1)Print Statement / Document of files to be exported 2) Archive Exported to History -> Saves all exported transaction to SmartBank History

69 By default, the files will be Exported to the To Import sub folder of the company

70 To VIEW and see the CONTENT of the exported file, go to the To Import folder and view the CBPymt+Date+Time and the CBRept+Date+Time files CSV format as follows:


72 Print Statement - Print a statement summary of the files exported Archive Exported to history - Will freeze the transactions and - Will be removed from the active list and - Saved to the Archive History file on SmartBank.

73 Ledger Descriptions longer than 40 characters Blank or Entry Account codes that have not been allocated Either: 1) Allocate All the Blank or Allocated Accounts Or 2) UNTICK ALL the accounts that are Blank or unallocated and should NOT BE EXPORTED

74 Date out of Financial Year Export error messages and solutions (continued)

75 1)Choose the correct Cashbook Payments or Deposits screen 2)Click on Batch and then Import at the bottom of the page 3) Select the correct file Exported from SmartBank

76 4) Click on Import 5) Click on Process 6) Check imported Payments and Deposits : a) Transactions b) Totals 7) Do a manual Reconciliation: a) Before Import b) After Import





81 Reconcile the cash book to the bank statement SmartBank V2

82 Any small, medium or large business With lots of Cashbook and Credit Card transactions to process Accounting and Bookkeeping businesses using: Using any of the multiple accounting packages Lots of bank statement transactions to process

83 Forced to take support contract on ALL Pastel modules Must upgrade to the latest Pastel version V11 Pastel costs: R2550 for Bank manager + R1060 per year thereafter Compulsory Cover -> Costing another R2600 to R5000 a year and more

84 R1600 per PC R900 per year thereafter Free self help Free Manuals Videos Frequently asked questions And more Telephonic and onsite support is separate and optional at R500 ish per hour JHB support centre is in the process of being set-up

85 Nedbank is the only bank that can go back 30 months or more Other Banks can only 3 to 6 months Solution Teach / Educate clients into this new way of thinking! Ensure clients to regularly download Bank statement files daily, weekly monthly or bi monthly Rename files meaningfully Save and backup downloaded Bank files in a regular folder on C: drive

86 Nedbank is the only bank that can go back 30 months or more Other Banks can only up to 6 months Solution Teach + ensure clients download Bank statement monthly or bi monthly Rename files meaningfully Save in a regular folder

87 Electronic processing is the only solution... Bank statement downloading and storage to: Become the norm Banks need to keep history – 3 to 5 years Clients need to download and save OFX and OFC files monthly (CSV is a fallback option) Accountants must EDUCATE and HELP the NEW way of Accounting!!

88 Directors - David Hartley and Syvain Ntumba Reg No: 2012/097293/07 26 Country Club RoadP O Box 45100 Kenilworth, 7800Claremont, 7945 Phone +27 (0)82 06 12300 / 021 – 683 8333 Fax +27 (0)86 684 8660 Email Website Johannesburg To be announced soon

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