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The Bookkeepers Solution....using modern technology. Writing up Cash Books the SmartBank way!. Step by Step – Summary. Step 1) Download Bank Statement files Step 2) Open SmartBank Step 3) Import Bank Statement file into SmartBank

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The Bookkeepers Solution....using modern technology....

Writing up Cash Books the SmartBank way!

Step by Step – Summary

  • Step 1) Download Bank Statement files

  • Step 2) Open SmartBank

  • Step 3)Import Bank Statement file into SmartBank

  • Step 4) Allocate (Auto) & Edit ledger transactions

  • Step 5) Export the allocated transactions

  • Step 6)Import into Accounting package(e.g.Pastel)

  • -> Direct Import to Pastel coming soon...

Step 1) Download Bank Statement files

SmartBank can import (NOT PDF):

1) OFX +. OFC Files

- Secure files

- Each line has unique number

- Avoids duplication of transactions

SmartBank can 1) View and 2) Print downloaded OFX and OFC bank statement files (Pastel cannot view and print OFX/OFC files until imported)

  • 2) CSV Files – to be updated soon

  • Only use as last resort (ABSA problem)

  • Cannot recognise duplicate transactions

SmartBank will accommodate new bank formats as and when requested or required

Download Bank Statement files (.OFX/.OFC/.CSV) from Internet Bank Account

Search for .OFX/.OFC Preferably (CSV as last resort)

SmartBank can:

- VIEW and PRINT OFX and OFX/OFC files- Recognises and avoids duplicate transactions

Rename & Save file on harddrive

After downloading Click on the OFX or OFC file and view using SmartBank

Print Hardcopy of Statement

Step 2 Open SmartBank

Open SmartBank– 60 day Free Trial

Open Accounting Package + Company

Change Accounting Package

Add Company (+Remove)

Open Company

Browse C drive or Server

ANY Pastel version

SmartBank – Before Import of Bank Statement file

SmartBank has 4 menus

1) Top menu

2) Tool Bar menu

3) Filter menu

4) Transaction menu

SmartBank MENUS

Imported Data + Editing layout

Top Menu

The TOP MENU consists of the following helpful SmartBank tools:

  • Open Company- From inside SmartBank – Move from 1 company to another

  • Help- Help Menu

  • Change - Abbreviations

  • Maintenance- Global processes including:

    1) Delete either the LAST Imported batch or

    2) ALL the transactions for a specific bank Account

Open Company – Using TOP Menu Move from 1 company to another

Help Menu

Change – Abbreviations

  • Maintenance - Global Processes – Delete Imported Bank Statement Batches

Delete Last Imported Batch - will ONLY delete last imported batch

VERY IMPORTANT!!Delete ALL transactions for Account 11234564, will delete ALL THE HSITORY for this bank account.


Statement In - Import

Change – Edit / Process

View - Reports

Tools – Settings

Tools – Auto Allocation

Statement Out - Export



Bank Account

SmartBank can work with Multiple Bank Accounts being used at the same time.

Displayed List

  • Best to work separately re

  • Deposits Only or

  • Withdrawals Only and then

  • View ALL Transactions

    • -> Final review+ Export

Batch Mode

Default mode is - “Show Only the last batch”.

The user can also select - “Show all batches imported”

Date Range

Note that SmartBank’s Export files are also controlled by the start date and end dates on the date Range


Transactions menu detail

Imported from Bank Statement

- Date- Bank Statement

- Bank Description - Bank Statement

- Amount - Bank Statement

Manually / Auto Allocated by user

  • - Exp -  - Export this Transaction – Ticked () by Default–> Unticked will NOT Export by default

    - GCS- G - General ledger - C - Customer- S - Supplier

    - Account- Allocated to GCS account

    - Tax (Vat)- If Applicable

  • Ledger Description - Edit if required

  • Account description- Generated by SmartBank after Account allocated

    - Reference- Generated by SmartBank

    - Cost code - Cost or Project Code – if required

    - Rec-  - Record as Reconciled – Default is NOT Ticked as this field is not used in Pastel

SmartBank MENUS

Step 3 Import Bank Statement file

1) Browse for bank file to import-> OFX/OFC Prefs (CSV files ok)

2) Select Cash Book account

The bank account selected here stays as the default account for this account number.Thereafter, SmartBank will ONLY import Statements with this account number for this bank account.

3) Preview (& Print) Bank Statement

Print Bank Statement - Hardcopy

Then “Accept” and SmartBank will import the Bank Statement as follows:

Step 4) Sort, Allocate + Edit Accounts

Edit & Allocate transactions

  • Deposits – BLUE

  • Withdrawals / Payments - BLACK

  • Editing includes

    • Allocating to:

      • Ledger, Customers & Suppliers accounts

      • Vat – if applicable

    • Editing Ledger Description

      • – if required (Pastel-> Max 40 characters

    • Cost centre & References if required

Select – Display List - Deposits Only

Select– Display List – Withdrawals/Payments Only

Edit and Processing Tools Snapshot


Right Click – Pop Up Transaction menu

Process menu

Edit Menu

EDIT Transactions - Details

Split Current Transaction

Edit the transaction pop up window as follows using a) to e) below

Then the transaction split appears as follows:

In a same manner, similar transactions can be grossed up & split as follows:

R3000 is allocated to the Customer – 600 discount etc = R 2200 net

Remove Current Split Transaction

  • First click on the transaction line that needs to be Removed or Edited as follows:

The same Split Transaction window pops up.

Then removed row is shown as follows:

Then follow steps 4) to 7) as shown below:

The resulting partial (or full) removal looks like this:


Clear Screen

CLEAR SCREEN option will clear the screen of previous batches imported but will NOT delete it.

Copy & Paste

Edit menu - Copy (Ctrl C) and Paste (Ctrl V) or

Using Mouse - Right Click, Copy and then Paste:


Save Whole or part of Bank Description for Auto Allocation

See Auto Allocation below:

Fill blank accounts with Defaults

Will Auto Allocate ALL the unallocated Ledger accounts to the “Default Account Codes”

for unallocated “Deposits” or “Withdrawals”suspense accounts in the accounting

package being exported into.

Blank Accounts

Filled with default Suspense Accounts

Reconcile Menu Options

  • NOT used for Pastel

  • Additional field if required:

    • for Export/Data sort

    • Export to Excel etc

Export – Allocated Accounts Only

Let SmartBank Intelligently Speed up Allocations & Editing with:

  • Sort Columns- Match like items

  • Auto Allocate- Saving & Auto Allocating Recurring transactions

  • Abbreviations - Ledger Descriptions

  • Copy / Paste- Ledger Accounts & “Descriptions”

Select Display List + Sorting Columns -> Deposits or Withdrawals Only

Select transaction from Display List

Sort and match like transactions by Date or Bank Descriptions

Start Allocating and editing transactions

“Auto Allocation List” -> Saving Recurring transactions

Step 1 - Allocate and fully EDIT the FIRST transaction

Step 2 - Highlight the Recurring Whole or Part of the “Bank Description”

Step 3 - Select “Save Whole or Part” of the Bank Description for Auto Allocation”

The saved recurring transaction will be SAVED to the Auto Allocation menu as follows:

Step 1 - Allocate and fully EDIT the FIRST transaction

  • Allocate the a) Ledger account b) Tax code(if applicable) in the FIRST transaction

  • Edit the “Account Description”if required for the Ledger account being allocated

  • If required, edit the Reference and Cost Code

Step 2 - Highlight the Recurring Whole or Part of the “Bank Description”

Step 3 - Select “Save Whole or Part” of the Bank Description for Auto Allocation”

  • - Right Clicking after highlighting the selected whole of part of the Bank Description.

    - Process and then “Save Whole or Part” of the Bank Description for Auto Allocation”

All the current batch transactions will be “Auto Allocated”

The transaction will be SAVED to the Auto Allocate List as follows:

The next bank statement import will Auto Allocate the SAVED transactions as follows:


Abbreviations – Set-up, Editing and storing

Copy & Paste

Edit menu - Copy (Ctrl C) and Paste (Ctrl V) or

Using Mouse - Right Click, Copy and then Paste:

Ready to Export – Check list:

1) All required transactions are ALLOCATED to Ledger ACCOUNTS (GCS)

2) All Allocated transactions are TICKED ()

3) All UNALLOCATED transactions not to be Exported are UNTICKED()

Before EXPORTING –> Display menu Settings are NNB:

If set on:

  • Show ALL Transactions



    • ONLYDEPOSITSwill be Exported


    • ONLY WITHDRAWALSwill be Exported

Step 5) Export Deposits &Payments batches from Smart Bank

1) Select Export Type

2) Browse Location+Rename File

Default folder location

“To Import”

Step 1) “Browse Location” – will default to the subfolder “To Export” of the Pastel company. Any alternative folder entered will

become the new default folder

Step 2) Select and edit the File Name to be Exported manually.

Note: The above steps, which are currently combined, will be made into 2 separate Steps in the near future

3) Ready to Export

  • Export also includes Options to:

  • “Print Statement” / Document of files to be exported

  • Archive Exported to History

    • -> Saves all exported transaction to SmartBank History

Export completed

By default, the files will be Exported to the “To Import” sub folder of the company

4a) Locating viewing Exported files

To VIEW and see the CONTENT of the exported file, go to the “To Import” folder and view the “CBPymt+Date+Time” and the “CBRept+Date+Time” files CSV format as follows:

4b) Viewing exported batch in SmartBank

Step 5 – Process “After Export” Options

  • “Print Statement”- Print a statement summary of the files exported

  • “Archive Exported to history”- Will freeze the transactions and - Will be removed from the active list and -Saved to the Archive History file on SmartBank.

Export error messages and solutions

  • Ledger Descriptions longer than 40 characters

  • Blank or Entry Account codes that have not been allocated

Either: 1) Allocate All the Blank or Allocated Accounts Or 2) UNTICK ALL the accounts that are Blank or unallocated and should NOT BE EXPORTED

Export error messages and solutions (continued)

Date out of Financial Year

Step 6) Importing into Accounting Package

  • Choose the correct Cashbook Payments or Deposits screen

  • Click on “Batch” and then “Import” at the bottom of the page

  • 3) Select the correct file Exported from SmartBank

4) Click on “Import”

5) Click on “Process”

6) Check imported Payments and Deposits :

a) Transactions

b) Totals

7) Do a manual Reconciliation:

a) Before Import

b) After Import

Step 6) Import the Cashbook files into your accounting package (e.g. Pastel)

Check that Bank Reconciliation balances

Reconcile the cash book to the bank statement

SmartBank V2

SmartBank is ideal for:

  • Any small, medium or large business

  • With lots of Cashbook and Credit Card transactions to process

  • Accounting and Bookkeeping businesses using:

    • Using any of the multiple accounting packages

    • Lots of bank statement transactions to process

Pastel charges are follows:

  • Forced to take support contract on ALL Pastel modules

  • Must upgrade to the latest Pastel version V11

    Pastel costs:

    • R2550 for Bank manager

    • + R1060 per year thereafter

    • Compulsory Cover -> Costing another R2600 to R5000 a year and more

SmartBank costs only:

  • R1600 per PC

  • R900 per year thereafter

  • Free self help

    • Free Manuals

    • Videos

    • Frequently asked questions

    • And more

  • Telephonic and onsite support is separate and optional

    • at R500 ishper hour

    • JHB support centre is in the process of being set-up

  • Downloading bank transaction history files is the KEY!

    • Nedbank is the only bank that can go back 30 months or more

    • Other Banks can only 3 to 6 months

    • Solution

      • Teach / Educate clients into this new way of thinking!

      • Ensure clients to regularly download Bank statement files daily, weekly monthly or bi monthly

      • Rename files meaningfully

      • Save and backup downloaded Bank files in a regular folder on C: drive

    Downloading bank transaction history files is the KEY!

    • Nedbank is the only bank that can go back 30 months or more

    • Other Banks can only up to 6 months

    • Solution

      • Teach + ensure clients download Bank statement monthly or bi monthly

      • Rename files meaningfully

      • Save in a regular folder

    The future of Accounting...

    • Electronic processing is the only solution...

    • Bank statement downloading and storage to:

      • Become the norm

      • Banks need to keep history – 3 to 5 years

      • Clients need to download and save OFX and OFC files monthly (CSV is a fallback option)

      • Accountants must EDUCATE and HELP clients the NEW way of Accounting!!

    SmartBank Solution (Pty) Ltd

    Directors - David Hartley and Syvain NtumbaReg No: 2012/097293/0726 Country Club RoadP O Box 45100Kenilworth, 7800Claremont, 7945

    • Phone    +27 (0)82 06 12300 / 021 – 683 8333Fax        +27 (0)86 684 8660Email


    • JohannesburgTo be announced soon

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