To quickly code your bank transactions you can:
Match it to an already coded invoice, or
Use automated transaction coding rules
Coding a bank transaction is only necessary for those transactions that don't have an invoice to match (such as bank fees or personal drawings) in which case a bank transaction coding rule can be created to make this process quicker. There will always be some bank transactions left to code.
To manually code bank transactions, continue reading below.
Manually code a bank transaction
Open the transaction and click on the Code button. Always match a bank transaction to an invoice first, where possible.
Enter the Category and Extended Code.
Enter a Description and/or Qty (optional).
NOTE: livestock and milk income transactions will require a quantity when coding.Enter the Line amount.
To split the transaction into multiple codes and amounts, click on the + Add new line button at the bottom left-hand side or select the three vertical dots and select Add line below.
Once you have entered a code on the line, the amount will pre-populate with the remaining amount.
Continue coding the transaction until it balances.
Click Save to return to the completed screen or Save and Next, to move to the next transaction on your list.
TIP: When coding a bank transaction the information from the 'particulars' field of your bank transaction will be automatically pre-populated into your description field. This has been requested by Accountants to assist with the end-of-financial year process. The description can be edited deleted or replaced with alternative wording, if you wish.
TIP: You can create a coding rule from within a transaction. Find out more
Bulk code or delete bank transactions
In the Actuals - Needs Action screen, Identify the bank transactions that will use the same farm code.
Select the transactions you intend to bulk code. The header information will change.
It will display the number of transactions selected. If you click the X next to the number selected, it will clear the selected transactions.
When you are happy with your selection:
Click Delete, to delete the selected transactions
Click Code, to Bulk code the selected transactions.
A box will pop up for the details of the bulk code batch (see below)
Bulk Code details
In the bulk code transactions box:
Enter the Code to apply to the selected items.
NOTE: Production and livestock transactions that require more detailed information are not suitable to bulk code. These codes will not be available for you to select.Add a Description for the selected items.
Click Code to code and save the selected items.
The selected transactions will now be coded and moved directly to the completed screen.
What about reconciling transactions?
Once a bank transaction has been coded or matched to an invoice, it is considered reconciled and moved into the Completed area.
More information