Purpose
This procedure is used to upload bank fees from a file created outside of the system. This is an alternative way of entering these details and allows you to upload bulk entries from credit cards and banks where there can be multiple line items and multiple postings. Using this method a “spread-sheet” style tool can be used to format transactions downloaded from the bank into the structure required for the upload. This is an alternative to entering the fee details into the system via the Manual Payments or Bank Reconciliation functions.
For additional details on creating upload files see the note HERE.
Data Input
Step 1 – File Upload
Upload File
Select the spread sheet file you wish to upload, by clicking Browse. This assumes you have access to the file with the fees from the browser you are currently using.
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Step 2 – Review details
The transaction details of the file selected are displayed so that you can review the data and confirm that the correct file has been uploaded before you continue.
Click Submit to submit all the details.
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Spread sheet format
The spread sheet must be in a csv format.
The first row of the spread sheet must be a heading row – it does not matter what the headings are, as long as they are meaningful to you e.g. you could have ‘Bank’, ‘Financial Institution’ or ‘COMBNK’.
The columns required are:
| Column | Name | Additional Details |
| A | Bank Code | The bank must exist. Mandatory. |
| B | Payment Date | dd/mm/yy format. Mandatory. |
| C | Reference | Can be a reference number or left blank or set to ‘N’ to have a reference automatically allocated. The term ‘FEE’ is prefixed to the reference during the update. If you are entering your own reference number, there can be no special characters like spaces. |
| D | Payee | Mandatory. Up to 30 characters can be entered. |
| E | Payment Total | The amount + tax |
| F | Amount Excluding tax | The amount of the fee excluding tax. |
| G | Tax Amount | The tax portion of the fee. |
| H | Date Sent | dd/yy/yy format. This can be left blank. |
| I | Transaction Month | Set to ‘C’ for current month or ‘N’ for next month. Leave blank and the flag will be determined from the Payment Date (col B) and the current financial period of the Accounts Payable ledger. |
| J | Chart of Account Code | This is the chart of account code to post against. Mandatory. Must be an existing account. |
| K | Branch Code | This is the is the branch to post against. Mandatory. Must be an existing branch. |
| L | Division Code. | This is the is the division to post against. Mandatory. Must be an existing branch. |
| M | Posting Amount | The amount to post against the GL account/branch/division. This amount must be the same as the Amount Excluding tax in col F |
| N | Posting Details | Optional text describing the GL posting. |
Updating
Once you click submit, the rows on the spread sheet are validated. If no invalid data is detected, the fee transactions are added to the Creditors Ledger.