Bank statements
Description
This module allows to import account statements, which are provided by banks in the context of online banking as files (*.STA) in MT940 format, into ClassiX® and to transfer them to the financial accounting. On the basis of the imported data, the module automatically determines the appropriate account assignment, e.g. by searching for invoice, customer or other numbers or specific usage texts. This initial account assignment can also be carried out or maintained manually by the user.
Since banks usually transmit the data from different accounts in only one file, options can be used to set whether the statement data of accounts (and/or banks) not defined in the system should simply be read over. It can also be specified in the data of current accounts stored in the system whether these should not be read in. If data from a file has not been read in, a corresponding warning message is issued.
If individual (or all) postings on a bank statement have been automatically pre-assigned or post-processed, these (or the bank statement as a whole) can be transferred to financial accounting.
Functionality
List window
In this window, the account statements are read in, listed and processed for transfer to the financial accounting. The upper part of the window (bank statements) contains the list of all the bank statements found in the file. Each sheet of an account statement is listed in a separate line. Right-clicking on any entry in the upper list opens a context menu for editing.
If one of these listed bank statements is selected, the postings imported from this bank statement are displayed in the lower part of the window (postings). Accounts can be assigned to the individual postings by using the right mouse button or by double-clicking on them to branch to the maintenance of this data(transaction window).
When importing, the system automatically tries to assign the transmitting bank, including the business account concerned and its corresponding financial account, to the bank statement and to assign the individual postings to an account.
Right-clicking on any entry in the lower list opens the context menu for editing.
The data fields read from the file are shown in blue in the lists, the data fields assigned from the database are shown in green (cyan).
| Menu item | Description |
|---|---|
| Edit | - |
| MT940 file import | Calling up the file selection mask for importing one or more *.STA bank statement files in MT940 format. The directory can be preset in the client. The name of the file currently being edited is displayed in the header of the window. Successfully scanned bank statements are listed in the statement folder of the respective bank account. It is not possible to import a bank statement more than once. The client can also specify in which archive directory a bank statement file is to be moved after successful import |
| : List unaccounted bank statements | Bank statements already loaded but not yet transferred to the financial accounting are listed |
| : Bank statement | - (This menu also opens as a context menu by right-clicking in the list of bank statements) |
| : : Bank | - |
| : : : Edit | The editing mask of the bank assigned to a bank statement is called up |
| : : : Automatic determination | By means of the bank code (BLZ) transmitted in the account statement, the corresponding bank is selected from the master data and assigned to the account statement |
| : : : Manual assignment | The selection mask for selecting and assigning a bank to an account statement is opened |
| : : Bank account | - |
| : : : Edit | The editing mask of the bank account of the bank statement is called |
| : : : Automatic determination | The account number on the bank statement is used to make the appropriate link from the bank 's current accounts |
| : : G/L account | - |
| : : : Edit | The editing mask of the bank's financial account assigned to a bank statement is called up |
| : : : Automatic determination | By means of the bank previously assigned to an account statement, a preliminary account assignment is made from the business accounts assigned to this bank and their assigned financial accounts G/L accounts. If there are several financial accounts G/L accounts
|
| : : : Manual assignment | If a bank and the relevant current account could be determined, the financial accounts assigned to this business account are offered for selection, otherwise all financial accounts defined in the system are offered for selection. |
| : : Company code | this selection can only be made if company codes have been activatedin the client |
| : : : Assign | The bank posting record is assigned to a company code |
| : : : Remove | A company code assigned to the bank booking record can be removed again |
| :: Book | The selected bank statement is transferred to financial accounting for posting. All entries must be pre-assigned, the financial accounting document is not immediately posted for checking or correction, this must be done manually in the booking mask by pressing the button "New document". |
| :: Delete | The selected bank statement is deleted. This is only possible if the bank statement has not yet been processed further |
| : Booking | - (This menu also opens as a context menu by right-clicking in the list of bookings) |
| : : Partner | - |
| : : : Edit | The editing mask of the partner (company, person) possibly assigned to a booking is called up |
| : : : Automatic determination | On the basis of the name of the client given in the booking, an attempt is made to determine the partner in the database and automatically assign it to the booking |
| : : : Manual assignment | The selection mask for selecting and assigning a partner to a booking is opened |
| : : : Learning function | |
| : : : Name of the client Take over as search term | If the partner had to be assigned manually, because in the booking the name of the ordering party does not match any of the stored search terms of the partner, the transmitted name can be taken over directly as a search term for the partner in order to be able to determine this partner automatically in future account statements. A multiple selection in the list is possible |
| : : : Bank account of the principal take over | For faster identification of a client, it is useful to maintain the bank details of the partner accordingly. If you make this menu selection, the bank details are copied from the bank statement for all selected partners for whom no bank details have been saved in the system so far. |
| : : Account assignment | - |
| : : : Partner function | - |
| : : : : Edit | The editing mask of the partner function (customer, supplier, etc.) possibly assigned to a booking is called up |
| : : : : Automatic determination | Based on the partner assigned to the posting, the system attempts to determine a partner function relevant for financial accounting (customer, vendor, employee, commission recipient) in the database and automatically assigns it to the posting. If there is only one partner function relevant for financial accounting, this is assigned, otherwise a mask opens for selecting a partner function of the partner |
| : : : : Manual assignment | The selection mask for selecting and assigning a partner function of the partner is opened |
| : : : : Open positions | - |
| : : : : : Display | The open items of the partner are listed for control purposes. If you want to assign open items to a bank statement posting, you must select "Assign manually" (see below) |
| : : : : : Automatic determination | If the invoice number of an open item matches a specification of this number in the note to payee of the selected posting, this open item is automatically assigned to the posting as being for clearing |
| : : : : : Manual assignment | The open items of the partner are listed for manual clearing |
| : : : Balance sheet account | - |
| : : : : Edit | The editing mask of the balance sheet account possibly assigned to a booking is called up |
| : : : : Manual assignment | The selection mask for selecting and assigning a balance sheet account is opened |
| : : : GuV account | - (This menu item is only active if a separate cost element accounting is not activated) |
| : : : : Edit | The editing mask of the P&L account possibly assigned to a booking is called up |
| : : : : Manual assignment | The selection mask for selecting and assigning a P&L account is opened |
| : : : Cost type | - (This menu item is only active if a separate cost element accounting is activated) |
| : : : : Edit | The editing mask of the cost element account possibly assigned to a booking is called up |
| : : : : Manual assignment | The selection mask for selecting and assigning a cost element account is opened |
| : : Release | - |
| : : : Set | The selected booking(s) is/are marked as released. In the column |
| : : : Remove | - |
| Close | Close window |
| Symbol | Description |
|---|---|
 | Calling up the file selection mask for reading in one or more *.STA files in MT940 format |
| The number of unbooked receipts is shown in red. If this number is zero (green font), the button is locked, otherwise the unbooked documents can be listed | |
 | Call up list of companies |
 | Call up list of persons |
 | Display document history |
 | Copy the list of records to the clipboard |
| Column | Description |
|---|---|
| Document number | Document number with which the account statement is posted in financial accounting. This document number can be entered by double-clicking on the list entry |
| Bank | The bankautomatically or manually assigned to the bank statement from the master data |
| BANK CODE | The bank code/bank number read from the file |
| Account number | The account number read from the file at the bank |
| Financial accounting account | The financial accountassigned automatically or manually from the database to the bank statement |
| Name | The name of the financial accountassigned automatically or manually from the database to the bank statement |
| Company code | If activated in the client and assigned to a company code in the posting, this is output here |
| Extract | Extract no./sheet no.. If several sheets of the same extract have been transmitted, they are listed as separate lines |
| S/H | debit/credit |
| Last balance | Balance of the last, previous bank statement |
| from | Date of last balance, for subsequent sheets of the same extract Date of last entry of the previous sheet |
| S/H | debit/credit |
| Closing balance | Closing balance of the bank statement (last balance + balance postings of the bank statement) |
| from | Closing date Balance |
| S/H | debit/credit |
| Nude. Value date balance | Current value date balance |
| from | Date of the current value date balance |
| S/H | debit/credit |
| Future currency balance | Future currency balance |
| from | Date of the future value date balance |
| Order reference number | Order reference number of the transmitting bank, e.g. DEUTDEFFXXXX |
| Financial accounting document counter | If the bank statement has already been transferred to the financial accounting department, the counter number of the financial accounting document is displayed here |
| Posted | If the financial accounting document was also posted, a 1 is output here |
| File | Name of the file (including path) from which the bank statement was read in |
| Date | Date stamp of the file from which the bank statement was read |
| Time | Timestamp of the file from which the bank statement was read |
| Column | Description |
|---|---|
| Business process | Output of the transaction according to a standardised code table (bankingTransactionEnum) (see also SWIFT Code) |
| Value date | The date of the value date set by the Bank for the entry. This date is used to automatically preset the posting period for transfer to financial accounting |
| Posting period | Posting period to which the posting is to be posted |
| Booking text | Transmitted booking text (see also column business transaction) |
| S/H | debit/credit of the booking |
| Have | Amount of the entry if on credit |
| Target | Amount of the entry if in debit |
| Intended use | The purpose of use communicated by the client |
| Addition | The additional intended use communicated by the customer Text fields |
| Client | Name of the client of the booking |
| Partner | Output of the partner, possibly assigned manually or automatically, based on the name of the client |
| BANK CODE | Bank code of the instructed bank of the ordering party |
| Account | Account number of the principal |
| Role | Symbol of the partner's role in the booking (customer, supplier, etc.) |
| Financial accounting account | Number of the financial account |
| Release | If the booking has been released manually by an editor, the symbol  |
| Name | Name/Description of the financial account |
| Company code | If activated in the client and assigned to a company code in the posting, this is output here |
| OP receipts | Display of the numbers of the OR documents found in the financial accounting and assigned to the booking |
| OP amount | Total above the OP documents assigned to the posting |
| Original amount | Output of the booking amount in the original currency |
| Origin fees | Possible issue of incurred fees/deductions in the original currency |
| Recipient | Information on the recipient provided by the contracting authority |
| Return debit notes | Return debit notes |
| Reference | Customer reference details |
| Prima nota | Primanote no. |
| Booking | Posting date in the form MM.TT |
| Bank Reference | Bank reference (assignment identical to MT950) |
| SWIFT code | Output of the booking key according to the S.W.I.F.T. transaction codes (see also transaction) |
| Extract | Identical with the "Extract" field of the bank statement |
| Release | Abbreviation of the processor who released the booking |
| Date | Date on which the entry was released |
| Order | Sequence number of the booking of the bank statement |
| Reading in time | Time in seconds that the system took to identify (preassign) the posting. In the case of bookings with a long read-in time, the system should be given assistance via the learning function. (Currently the search for partners/OPs is aborted after about 8.0sec) |
| Code | Description |
|---|---|
| BOE | Bill of Exchange |
| CHG | Charges and other Expenses |
| CHK | Cheques |
| CMZ | Cash Concentraiting / zero balancing |
| COL | Collections (used when entering a principal amount) |
| COM | Commission |
| DIV | Dividends/warrants |
| ECK | Eurocheques |
| FEX | Foreign Exchange |
| INT | Interest |
| RTI | Returned item |
| SEC | Securities (used when entering a principal amount) |
| STO | Standing order |
| TCK | Traveller's Cheques |
| TRF | Transfer |
| MSC | Miscellaneous |
Transaction window
In this window, you can maintain the data of each transaction of a bank statement. The fields marked in grey are only displayed and cannot be edited.
| Field/button | Description |
|---|---|
| Account movement | Data of the bank statement transaction |
| Business process | Output of the transaction code transmitted by the bank |
| Extract | Output of the statement number (header data from the account statement document) |
| S/H | debit/credit of the booking |
| Amount | Amount of the booking |
| Value date | Value date. This date is used to automatically preset the posting period for transfer to financial accounting |
| Client | Name of the client of the booking. When the button is pressed, the application for searching for companies opens with the client's text as the preset search term. Once you have found the right company and selected it, the roles for this company are displayed on the right-hand side. A role can then be dragged and dropped into the "Account assignment" field |
| Recipient | Name of the recipient of the booking. When the button is pressed, the application for searching for companies opens with the recipient's text as the preset search term. Once the right company has been found and selected, the roles for this company are displayed on the right-hand side. A role can then be dragged and dropped into the "Account assignment" field |
| Intended use | The purpose of use communicated by the client |
| Addition | The additional intended use communicated by the customer Text fields |
| Assignment | (Also multiple) allocation to a bank statement transaction |
| S/H | debit/credit of the booking |
| Amount | Amount of a possible partial booking. This field is only writable if the button "Split" was pressed |
| Splitting
| Button for splitting the assignment to a bank statement transaction. If the button is pressed once, it is replaced by two buttons  and  to call up the individual allocations for data maintenance and a field displaying the still open distribution amount. The "Amount" field can now be described to assign a partial amount to the bank statement transaction. At the bottom of the window, between the OK button and the Close button, a "New" button appears to create a new assignment and a "Remove" button to remove an assignment. If the open amount is not zero, the window can only be closed by pressing the "Close" button. If there is only a partial assignment and this is deleted with the "Remove" button, the "Split" button appears again and the remaining fields disappear again. The full amount of the bank statement transaction is used again |
| Booking text | Text for booking. The text is taken from the bank statement transmitted by the bank, but can be changed here. If you press the button, the text of the intended use plus the addition will be copied into the booking text field. The original booking text is overwritten. The text specified here is transferred to the financial accounting document as the posting text |
| Posting period | When a bank statement is read in, the posting period is based on the value date. A bank statement can therefore contain transactions from different posting periods. If a bank statement with different posting periods is transferred to financial accounting, one document is posted in financial accounting for each posting period |
| Company code | If activated in the client, the booking can be assigned to a company code here |
| Account assignment | Specification of the account to which the amount is to be posted when transferred to the financial accounting. The text in the button depends on the type of account. A balance sheet account, a cost element account, a customer, supplier, employee or representative can be selected as account The type can be changed by pressing the right mouse button. Pressing the button opens the corresponding search window. |
| Down payment | If an account is assigned to a personal account, it can be marked here whether the incoming/outgoing payment is a down payment. If this is the case, you can enter the down payment account and a control key in the next field |
| Tax | In the case of a cost element account, a control key can be stored. If you press the button, you can select from the list of all defined control keys. If a tax key is set, the amount is posted net to the cost element account with the deduction of the tax amount when transferred to financial accounting, and the remaining tax amount is posted to the tax account assigned to the tax key |
| OPs | Indication of the OPs to be cleared, if the account indicated under "Account assignment" is a personal account. If the account assignment is already selected, pressing the button calls up the corresponding open item account. If no account assignment has been selected, the mask for searching for open itemsopens |
| Fees | By selecting this field, the fees retained by the bank and the corresponding cost element account can be entered. These charges are first added to the actual payment amount when the bank statement is transferred to the financial accounting system and are booked to the account from the "Account assignment" field. In a subsequent posting record, the fee amount is assigned and posted to the cost element account specified here. The fee can be recorded as a positive or negative amount. A positive charge takes into account, for example, the retention of a partial amount by the bank for a customer payment (the payment booked with the customer increases), a negative charge reduces the payment (e.g. the payment booked with a supplier decreases). A fee entered here is therefore neutral to the money transaction with the bank. If a cost element account is specified in the Account assignment field, a control key that is then possible is not taken into account when posting charges |
| Cost centre | Specification of a cost centre to be posted. A cost centre entered here is used on the one hand when posting a cost element that may have an account assignment (in the "Account assignment" field), and on the other hand also when posting a cost element for fees that may have been entered (in the "Fees" field). If the button is pressed with the left mouse button, you can search for a cost centre. |
| Cost object/customer order | Specification of a cost unit to be booked. An insurance provider entered here is used on the one hand when posting a cost element that may have an account assignment (field "Account assignment") and on the other hand also when posting a cost element for fees that may have been entered (field "Fees"). If the button is pressed with the left mouse button, you can search for a cost object or sales order. If you press the button with the right mouse button, you can also enter a customer order instead of a cost unit |
| button | Description |
| OK | If the allocation is not split, any changes made are saved, the booking is automatically marked as released and the window is closed If the assignment is split, any changes made are saved and the window remains open. If necessary, work can be continued via "New" or "Remove". Splitting the window is only possible via the "Close" button |
| New | This button is only visible for split bookings. A new assignment is created |
| Remove | This button is only visible for split bookings. The current assignment is deleted. If it is the only remaining split allocation, the splitting is cancelled |
| Close | If the assignment is not split, the window is closed without further saving. With a split allocation |
Option window
In this window, you can specify options for processing a bank statement.
| Field | Description |
|---|---|
| Scan only defined bank accounts | Specify with yes/no whether bank accounts unknown to the machine via the bank code and bank account are to be transferred when reading MT940 files. This is useful if not all bank accounts reported in the MT940 file are maintained with the same financial accounting system or if the bank accounts are to be assigned to different clients |
Transfer to financial accounting
If a selected account statement is posted, several financial accounting documents - each separated by posting period - may well be created. These can then be further processed in the booking module from the list of unbooked documents.
If a bank statement contains entries without value, these are not transferred to the accounting system.
Bank statements entered in the financial accounting system cannot be subsequently changed. Many context-sensitive functions, such as finding partners, are also deactivated.
Related topics
Technical documentation
Bank statements editing module
Module name
mt940edt.mod
Classes
-
Security
In addition to restricting access rights via the class and its data fields, the module can be restricted in its use via some of the received messages.
| Message | Parameters | Function | Security |
|---|---|---|---|
| EDIT_MT940_FILE | - | Calling the module and opening the list window |
| Message | Parameters | Function | Receiver module |
|---|---|---|---|
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