Importing Individual Bank Statements

This chapter presents a use case of importing an individual, daily bank statement from the Halcom banking system.

HINT The import of individual bank statements is navigated by the preprepared eWorkflow. The import runs through a preprepared mailbox. Before using the feature, the eWorkflow and mailbox must be transferred via Web Service.

CASE SUMMARY The person responsible imports bank statements daily. To do so, the person responsible uses the importing individual bank statements from Halcom feature and correctly posts them. This is done as follows: Settings 1.1 Bank account and Statement document number settings 1.2. Mailbox settings 1.3. Time period for importing bank statements settings Importing individual bank statements from Halcom Posting bank statements

1. Settings

Before importing bank statements, the person responsible must define certain settings.

1.1. Bank account and Statement document number settings

To successfully import individual bank statements, the person responsible must first set:

• the bank account of the parent company and
• the document type of the statement for posting.

This is done in the Subjects Register, on the Bank Accounts | Bank Accounts (LCY) panel.

As shown in the image below, the person responsible defines;

• in the Account No. field, the person responsible enters the bank account number of the parent company and
• in the Bank Statement Doc. Type (Document Type) field, selects the correct document type from the drop-down list. In this case, the type selected is: 4100 – Bank reconciliation - NLB.

1.2. Mailbox settings

Then, the person responsible checks the mailbox settings in Settings | Program | Administration Panel, then goes to the Settings | Documentation | Mailboxes panel (shown below).

• If the Halcom eBank mailbox is not yet transferred, the person responsible adds it to the register first.
• For more detailed instructions, see the chapter Halcom eBank Mailbox.

Next, the person responsible sets the time period for importing bank statements.

1.3. Time period for importing bank statements settings

The person responsible must set the time period for which bank statements will be checked in the program.

The program only imports the statements that have not yet been imported, so the statements will not be doubled.

• The time period is set in Settings | Program | Administration Panel, then goes to the Settings | Financials | Payment Orders panel.
• The person responsible goes to the Direct connection with banking program tab and defines how many days back to check and import statements that have not yet been imported.
• This is set in the Days prior from and Days prior to fields (as seen below).

WARNING If you have multiple banks, you must set a new link to the banking program for each individually – this defines to which journal entry the statements are imported and then posted.

Next, the person responsible imports bank statements.

2. Importing individual bank statements from Halcom

The person responsible imports individual bank statements from Halcom, by using the Import individual bank statements eWorkflow.

WARNING The eWorkflow only works if the eWorkflow was transferred via Web Service. For the process of transferring via Web Service, see the chapter Transferring eWorkflow via PANTHEON Web Service.

The person responsible selects the menu Settings | Documentation | Documents. A form with all received and sent company documentation opens.

In the toolbar, the person responsible clicks the (Import/Export Data) button and selects Import individual bank statements eWorkflow from the drop-down menu.

HINT If the eWorkflow is not on the list, see the chapter Defining basic settings for eWorkflows: 3. Linking the eWorkflow to all forms.

The Halcom certificate appears, as shown in the image below. The person responsible clicks it to select it, then confirms the selection by clicking the OK button.

The program shows the warning that PANTHEON wants to access Halcom eBank data. The person responsible enters the PIN for accessing the web bank.

The person responsible clicks the Allow button.

After clicking, the eWorkflow runs, and when it is done, the program notifies the user about the completed import:

In eDocumentation, lines appear of statements that were imported directly from Halcom, but have not yet been entered, as their Status is set as Open.

Next, the person responsible posts bank statements.

3. Posting bank statements

To post bank statements, the person responsible selects an individual statement and posts it using the Post bank statements eWorkflow.

When the posting is successfully completed, the documents in eDocumentation gain the Status Finished.

WARNING For a use case of the Post bank statements eWorkflow, see the chapter Posting bank statements (use case).