Posting bank statements (use case)

The accounting department regularly receives bank statements, which can be posted manually. There is always a human factor involved in the manual process, which can be avoided by using the eWorkflow Post bank statements.

This eWorkflow enables you to post an individual bank statement directly from eDocumentation.

HINT For a detailed description of the eWorkflow, see the chapter Post bank statements.

CASE SUMMARY The person responsible at Tecta wants to post a bank statement. Using the eWorkflow, this is done as follows: Importing bank statements Running the eWorkflow Post bank statements Checking the posted bank statements entry Preview of PDF file of the bank statement

WARNING For the eWorkflow to work properly, you first need to import it via the PANTHEON Web Service.

1.  Importing bank statements

The person responsible has already imported the XML and PDF file of the bank statement to eDocumentation.

The person responsible selects the the desired bank statement line.

Before the document is processed, its status is set to Open.

In the eDocumentation toolbar, the person responsible clicks the (Wizards) button and selects the Post bank statements option from the drop-down list.

HINT To display the eWorkflow as an option in the Wizards menu on the specified PANTHEON form, you need to enable this in Workflow Design. For more information, see section 3 of the chapter Defining basic settings for eWorkflows.

2. Running the eWorkflow Post bank statements

The Import bank statements form opens and displays the data imported from the XML file.

The person responsible clicks the Accept button in the yellow banner to move to the next step of the eWorkflow.

In any of the required data is missing, an error message appears: Posting not possible! Supply missing data in line {0}!

The person responsible fills in the missing data on the Posting tab. It is evident from the tab that the data on Account and Department is missing in some lines.

The person responsible enters the missing data, as shown in the image below.

The person responsible clicks the Accept button in the yellow banner to move to the next step of the eWorkflow.

3. Checking the posted bank statements entry

The program automatically opens the journal entry of the bank account linked to the bank statement.

In this case, the document type 4110 – Bank reconciliation – ADDIKO BANK opens with the posts (entries) displayed.

4. Preview of PDF file of the bank statement

Next, the person responsible want to preview the .PDF file of the same bank statement. Chooses option Show document in Toolbar. On the right side of the screen, preview of  bank statement is shown:

The person responsible closes the window and checks the status of the document in eDocumentation.

In the documents table of the Documents form, the person responsible can see that the status of the bank statement in the XML file has changed to Finished.

HINT If the document is not displayed in the document table, make sure that the Status field in the Filters section is chosen as F- Finished.

The eWorkflow is finished.