10. Money in and out¶
Module
Part of Finance Core. If your plan does not include it, these screens are not in your menus.
Everything under the Banking menu, plus manual journal entries.
Bank accounts¶
Banking → Bank Accounts. The list of accounts, with the account number always shown masked.
To add one, fill in the form below the list. Name, Subsidiary and GL account are required; the rest is optional. The account number you type is stored securely and only ever shown masked.
Note
Choosing the ledger account matters more than it looks: it is what every future reconciliation of this bank account is proved against. That is why adding a bank account needs setup rights rather than ordinary transaction rights.
Importing a bank statement¶
Banking → Statements & Matching → Import a statement.
- Choose the Bank account.
- Set Period start and Period end.
- Type the Opening balance and Closing balance from the statement.
- Paste the movements into the large box: one per line, comma or tab separated, in the order date, amount, description, reference. A heading row is skipped. Dates are year-month-day. The amount is signed — positive is money in, negative is money out.
- Watch the three chips above the box as you paste.
- Click Check without importing if you want to test it. Nothing is saved.
- Click Import.
The three chips tell you what the system made of your paste: how many lines it could read, what they add up to, and whether that agrees with the opening and closing balances you typed. When they agree, the third chip turns green.
Watch out
Import stays greyed out until the pasted lines add up from the opening balance to the closing balance. That is not fussiness: a statement that does not foot has a movement missing, and importing it would put a gap into the reconciliation that nobody could later explain.
Any line the system could not read is listed with the reason, and simply left out.
Matching statement lines to documents¶
Open an imported statement from the list. Then:
- Click Preview auto-match to see what it would do. Nothing is saved.
- Click Apply auto-match to do it.
The matcher never guesses between two documents of the same amount. Lines with more than one candidate are reported as ambiguous and left alone for you.
For anything left over, use the buttons on the line:
- Match… — search for the document and click Match on it. A match you make by hand is recorded against your name, so the audit trail can tell it apart from one the matcher made.
- Bank item — for the bank's own charges and interest. These are ours to record, not to match against a document. The line stays on the statement and still counts towards the total.
- Unmatch / Undo — to reverse either of the above.
Reconciling¶
Banking → Reconcile. Choose the account and the date; the proof appears immediately.
It is laid out as a sum you can follow:
| Line | Meaning |
|---|---|
| Ledger balance at the date | What our books say |
| less payments not yet on the statement | Money we have sent that the bank has not shown yet |
| plus receipts not yet on the statement | Money we have received that the bank has not shown yet |
| plus the bank's own items not yet recorded | Charges and interest we have not booked |
| = Expected statement balance | What the bank ought to be showing |
| Actual statement balance | What it is showing |
| = Difference | Should be nil |
If it does not come to nil, the screen says so and lists what to work through: an unmatched statement line, a payment posted to the wrong bank account, or a bank charge nobody has recorded.
One list is worth understanding: Matched, but posted somewhere else. These are statement lines matched to a document whose bookkeeping entry went to a different bank account. The match is right and the posting is wrong, and until they agree the difference cannot close.
Click Record reconciliation to strike it. You can record one that does not balance, and the button is not taken away — the stored record keeps the difference and the date, which is what makes next month's gap explainable.
Bill settlements from the old system¶
Banking → Bill Settlements. This is not a list of payments made here. It is a log of observations: supplier bills that the daily NetSuite sync reports as more paid than they were yesterday. It is used only while a company is moving across from NetSuite with the Migration Kit and both systems are running.
Every row is labelled, and the two kinds are kept visibly apart:
- inferred — worked out from the bill's balance changing. For anything after the changeover this is the only evidence the system has that a supplier was paid, because the connection cannot read NetSuite's payment documents.
- document — a real payment with its own number and entries.
A reversal — a bill that went backwards — is shown in bold red rather than hidden.
Journal entries¶
Transactions → Financial → Make Journal Entries. For anything that is not a document: accruals, corrections, bank charges.
- Type a Memo describing what the entry is for.
- On each line choose the Account and type either a Debit or a Credit. Typing in one clears the other, so a line is one or the other, never both.
- Add a line memo if it helps whoever reads it later.
- Click + Add Line for more lines.
- Watch the totals row at the bottom until it reads ✓ In balance.
- Click Save.
Save is greyed out until debits equal credits and the total is more than zero. The amount it is out by is written next to the button until then.