In Financials you can access the setup of a new mapping and the Bank Reconciliation through the Cash Book option, which is in the Financials module. This is also where you set up a new mapping or delete an existing one and replace it with a new one.
You might want to create a new mapping if you have set up a new Bank account in Financials where you want to reconcile all the transactions with the transactions in your Financials database.
To set up a new mapping, you need to access the Bank Reconciliation tab in Cash Book which is security profile permission driven.
You can also set up a Bank Feeds on a bank type nominal account which allows you to download your transactions your bank directly. For more information on how to set this up, please refer to our Set up the Bank Feeds for a bank type nominal account article.
This article takes you through how to set up mappings for a bank type account when you are not using Bank Feeds.
Set up new mappings and import a statement for a new account
If you have a new bank set up within Access Financials, then you would need to set up the mapping for this account when you import a new statement. Please ensure that the statement file to be imported has only one header line and transactions.
Click Financials then click Cash Book.
Note: All bank and petty cash type accounts are displayed. You can narrow down you search using advanced filters. You can also search on the columns directly by pointing the mouse to the name of the column and click on the icon and choose from the available filter list, then click OK.
Select the checkbox in front of the bank type nominal account you wish to work with.
Note: The Action Panel automatically opens from the right-hand side of the screen.
On the Action Panel click on the Bank Rec tab.
Note: The action cards that you see are related to your security profile permissions.
Click the Import Statements action card to open the Import New Bank Statement screen where you need to add in some information.
Note: You will be using the Import Statement button for importing your statements once the mapping is set up.
On the Import new Bank Statement screen, you must set up a mapping between a field on your statement to the following fields in your Cash Book:
Reference
Statement End Date
Opening Balance
Closing Balance
Click on the Browse button next to the Statement File to browse to the csv file that contains your bank statement transactions.
Once you have selected your file, the file name is displayed next to the Statement File field.
You can select the Define a New Mapping for the Statement file option which is the default option or you can change to use an Existing Mapping set up for another Bank Account.
If this is your first time of going through this process, leave the radio button on the default option.
Click Next on the bottom right-hand side of the screen.
Enter the Statement Mapping Name and select between the options to either show credits and debits in one field, or use separate fields for paid in and paid out values.
Map the listed fields by clicking on the spyglass to their relevant matched, for example Date should be matched with Date.
Click Next.
You are taken to the Bank Reconciliation screen where the Auto Matching service will automatically match transactions that it can and display those under the Matched tab.
For more information on how accept, reject or undo reconciliation, please refer to our Accept, Reject and Undo Reconciliation on the Bank Reconciliation screen article.
You can continue to use the Import Statement functionality in Cash Book found on the Action Panel, for all future statements that you wish to upload manually as a csv file into Financials for reconciliation, just select your account in Cash book and on the Action Panel select the Import Statements action card.
To go back to an account where you have been working on reconciliation but had to leave, just select the checkbox in front of the account in Cash Book and select the Auto-Match card from the Action Panel.
If you already have a statement import mapping on a bank account, you need to remove it first before you can import a new mapping. For more information on how to clear a statement import mapping, please refer to our Clear existing statement import for bank accounts article.