Importing Consolidated Bank Statements

If you do not post bank statements every day, you can use the feature Import consolidated multi-day statement from Halcom, for a custom selected period.

When using this feature, one file is transferred to PANTHEON (for several statements at once). This chapter presents the process of using this feature.

HINT The process of importing consolidated bank statements is navigated by a preprepared eWorkflow and the importing runs through a preprepared mailbox. These must be transferred via Web Service before using the feature.

CASE SUMMARY The person responsible imports bank statements by time period. To do so, the person responsible uses the feature for importing consolidated bank documents from Halcom and posts them accordingly. This is done as follows: 1. Settings 1.1. Bank account and Document type of statement settings 1.2. Mailbox settings 1.3. Time period for importing bank statements settings 2. Importing bank statements directly from Halcom 3. Posting bank statements

1. Settings

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

1.1. Bank account and Document type of statement settings

To import consolidated bank statements correctly, 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 parent company's bank account number and
• in the Bank Statement Doc. Type field, the person responsible 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

Next, the person responsible checks the mailbox settings in Settings | Program | Administration Panel, then goes to the Settings | Documentation | Mailboxes panel (image 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 the Settings | Financials | Payment Orderd.

The person responsible goes to the Direct Link to the Banking Program 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 bank statements directly from Halcom

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

WARNING The eWorkflow only works if it has been transferred via Web Service. For more information about 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 eWorkflow Import consolidated bank statements from the drop-down list.

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 is displayed, as in the image below. The person responsible clicks it to select it, and confirms the selection by clicking the OK button.

The program shows the warning: PANTHEON wants to access Halcom eBank data.

The person responsible enters the PIN for web bank access.

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, one line of consolidated statements appears, which were imported directly from Halcom, but has not yet been entered, as their Status is set as Open. Next, the person responsible posts bank statements.

3. Posting bank statements

For posting bank statements, the person responsible selects the consolidated statement that is posted using the Posting bank statements eWorkflow.

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

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