Introduction
This guide explains how to manually enter bank income and expenditure transactions. Whilst there are automated options available, such as bank feeds and CSV imports, this guide focuses on manual entry.
Getting Started
Go to Banking | Bank Accounts
Click 'Enter Transactions' for the desired account
Ensure the account's entry method is set to 'manual'
Alternatively, use the Quick Links menu to select the account.
Required Transaction Details
For each transaction, you'll need to provide:
Date: The transaction date from your bank/credit card statement
Type: Choose from four options in the drop-down list (explained below)
Category: Select the relevant category (new categories can be added)
Enterprise: If applicable, choose the relevant business area
Description: Briefly describe the transaction
Currency: Only necessary if using multi-currencies
Quantity/Price: If applicable, enter to calculate the net figure
Net: The figure before VAT
Tax Code: Will default based on category settings (can be changed)
VAT: Automatically calculated but can be manually adjusted
Total: The gross amount that went through your bank account
Understanding Transaction Types
There are four main types of transactions:
Cash Analysis Based Entry
Allocating the statement line through the bank rather than allocating to an existing invoice on the system.
Money In: For amounts received directly into your bank account (e.g., direct payments, wayleaves)
Money Out: For payments leaving your account (e.g., direct debits, cheques for insurance, utilities, rent)
Note: VAT is declared upon entry of the receipt or payment for Money In/Out transactions when no invoices have been entered previously.
Invoice-Related Transactions
Customer Receipt: For amounts received from customers with issued invoices
Supplier Payment: For amounts paid to suppliers who have issued invoices
Note: VAT is typically handled when the invoice is entered, unless using a Cash Accounting scheme.
Coding your entries
All information requires manual coding.
Key Fields
Category
Enterprise (if applicable)
Currency (for multi-currency use)
Quantity/Price (if relevant)
Net amount
Tax code
Tax amount
Total amount
Handling Multiple Line Items
If a transaction includes multiple items:
Use the orange 'Split' button at the end of the line
Enter details for each individual line
Use the '+' sign to add more lines
Managing Invoices
Change the transaction type to Customer Receipt or Supplier Payment when clearing previously entered invoices. Select the supplier or customer under 'Categories' and then click the green 'Invoices' button to choose which invoice(s) to allocate to.
Underpayments and Overpayments
For underpayments, enter the amount against relevant items
For overpayments, use the Overpayments feature to manage excess amounts
Confirming Entries
Once satisfied with each transaction, click the 'Save all' button to confirm the entries into your accounts.
Bank Reconciliation
For information on manually reconciling your bank account, please refer to our separate guide on bank reconciliation.