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Learn more about APS BankData Coding online using this guide. 

Contents

Coding Screen
Coding Options
Rules
Transfer Transactions
Reporting

 

Coding Screen

The coding screen is designed to work quickly with your APS BankData transactions. 

Columns

  • Each column (except Status) can be ordered by clicking in the column heading.  
  • The Ordered by column will have an arrow for the direction of the order.
  • Column widths can be resized. Reset columns widths to the default using the ellipses button options 


 

Keyboard navigation

The data on this grid can be navigated from the keyboard or mouse. Changeable fields can be typed into, with relevant matches being displayed in response to user input. Press enter to select the highlighted response. 
 

Tab    A field tabbed into is automatically in edit mode
 
Enter   
 

Selects highlighted item in drop down list . Returns to the Account field on the next row 

Arrow keys
 
For directional navigation.  The fields are not in edit mode, use enter to put the highlighted field in edit mode. Use to navigate a dropdown list after the field is set to edit mode.
Spacebar
 
Open drop-down list eg: full chart of accounts in Account field. Selects highlighted item in drop down list
Backspace/Delete
 
To delete a selected account code or tax code
Escape key
 
Put the selected field in read mode (not editable).

 

Transaction Row

  • Date –transaction date according to the bank statement
  • Reference – bank transaction reference
  • Type – type of transaction eg POS
  • Description – bank description field (editable)
  • Money Out – payment of money (debit).
  • Money In – receipt of money (credit)
  • Tax –GST content of the transaction. This is positive for a receipt and negative for a payment
  • Qty –optional quantity field associated with the transaction
  • Account – XPA account code.  Begin entering text or an account code to display a list of accounts that match your search.
  • Tax code – XPA tax rate code
  • Status - Icons representing the various status of the transaction. 
Transaction is coded 
Coded by rule 
When you click the Coded by rule icon against a transaction it will display the detail of the rule at the time of the transaction being coded. 
Locked: Transaction transferred to XPA

Actions Menu includes the following options: 

Add Rule - Create a new rule based on this transaction

Add Comments-  Add a comment or multiple comments for this transaction

Note: The Rules tab at the top of the Fast coding screen can be used to Manage rules eg Editing/Deleting Rules. See section on Rules. 
A comment can be deleted by any user with access to the Bankfeed                                                                                                                                              

 

 


Editable Grid descriptions


The bank / grid description is editable when the option from the vertical ellipses is ticked. 

  • Edited grid descriptions have the option to revert to the original imported description  
  • Hovering over the undo arrow will display the bank description
  • When the option to edit is disabled, an edited description will display
  • Where a transaction description is blank, internal reports and XPA are populated with the grid description. 



 


Revert

The  option unlocks all transactions, retaining the transaction coded details.  This action is useful if the entries imported into XPA are not satisfactory, giving the user the opportunity to re-code and transfer the transactions again.  
 

   Important Note - Entries in XPA will need to be deleted if you choose to use the REVERT option. Failure to do this will result in entries being transferred to XPA twice.



Additional options

Top left field displays a list of the accounts linked to this ledger. 



Transaction Search function can be used to search on the following columns:

  • Date
  • Ref
  • Type
  • Description
  • Money Out / Money in
  • Code



The Transaction search function does not apply to the Tax and Tax Code columns.  The minimum number of characters for a search is 3. Eg to search for $20.00, enter in the search field “20.” (include the decimal).

The vertical ellipses gives users the following popup options:
 

List of uncoded entries
Display account codes by description or account number.  
Enable ability to edit the bank description
The column picker allows users to customise the coding screen for the following: 
Reset column width adjustments to the default
Import entries from a .qif file
Remove transactions that were imported from a .qif file.  
NOTE: only uncoded .qif transactions can be removed.


Hot Keys

S + enter Allows a transaction to be split into different codes and amounts
 
'/' Directly opens the split transaction screen
 
CTRL M Create / Display the Rule window for the transaction
 
‘+’ or ‘Shift +’ Copy the coding from the current transaction line to the next line.  Each ‘+’ action will move the user to the next transaction line.  

Note: this action will stop where entries below the line:
  • have been previously coded
  • or the nature of the account has changed eg where the transaction line changes from a DR to a CR or vice versa.


Coding Options

Transactions can be coded in one of three ways:

  • Enter the account code
  • Automatically coded by a Rule
  • Split a transaction

Once a transaction is coded, it does not disappear from the screen, unless set option to show uncoded transactions only.
 

   Note - Where sub accounts exist, there is no requirement to enter the account separator ‘/’ eg 121/001 can be entered as 121001. The account separator is automatically inserted. 


Entering the account code

Begin entering text or an account code to display a list of accounts that match your search. Press Enter to select the highlighted account code. Use the arrow keys to move up and down the list. Up arrow will jump to the end of the list from the start. 
 

   Note - To delete an existing account, press the Backspace.


Transaction Rules

Transaction Rules will automatically update uncoded transactions that match the rule criteria.  They are applied to all bank feeds for the ledger.


Splitting Transactions

  • To open the split transaction screen, in the Account column type ‘S’ + Enter or ‘/’. 
  • The split transaction can be saved as a rule for future automated coding. NOTE: Saving a rule from a split transaction will only save whole percentages ie. it will round 33.33% to 33%.  To create a rule with a decimal percentage, create the rule from Fast Coding screen”+” or within Rules.


 

Rules 

Rules are applied to uncoded transactions in all bank feeds in the Feed Collection. 

  • When transactions are imported, existing rules will be applied where they match the imported transaction ie imported description and/or amount
  • New rules will be applied to uncoded transactions, matching the transaction header description that exists at the time the rule is created.

Where a transaction matches multiple rules, the rule with the highest priority will be used.  Prioritise the rules by dragging and dropping in the rule list order.


Creating a Transaction Rule

There are several ways to create a Transaction Rule:

  • within the Coding window you can click the Actions Menu > Add Rule icon  
  • use the CTRL + M keyboard shortcut
  • from the Split Transaction window, click on the Create Rule button
  • from the Rules List window there is an Add Rule button at the top of the page.

In all cases, any coding that you have already completed on the transaction will be brought across to the Rule.

After creating a rule, click Save.



When creating the Transaction Rule:

  • Give the rule a name
  • Set the definitions - conditions that the transaction needs to meet 
  • Set the rule allocation type – ‘Percentage Only’ or ‘Amount & Percentage’
    • With both allocation types, the % must add to 100%
    • Allocate fixed amount (if applicable), account, tax codes, and description to apply to the transaction
    • Where the transaction description in a rule is left blank, the grid description is inherited. 

Definition
Each Rule must contain at least one Description or Amount condition.

Description Conditions

  • All of these words - transactions must include all the words you specify (in any order) 
  • Any of these words - transactions must include any of the words in the description 
  • This exact wording  - transactions must match exactly what you have entered in the rule:  all the words and spaces, in the same order, with no additional text
  • Contains - this condition will match against any string of text (words and spaces)
  Note - To identify if there are hidden spaces in a transaction, it is recommended to create the rule from the Transaction row which will match the string text from the transaction

Amount Conditions

  • Greater than - applied to transactions that have an amount more than specified
  • Equal to - applied to transactions that have the exact amount specified. 
  • Less than - applied to transactions that have an amount less than is specified


Allocation

  • Allocating the transaction by Percentage – enter the % for each transaction row
  • Allocating the transaction by Percentage & Amount – the amount will be fixed and the remaining amount will be allocated based on a % of the balance. 

Enter how the transaction should be allocated.

  • Add - split the transaction over more than one row of detail


Rules Maintenance

To access a rule to edit / delete:

  • Click on the ‘Coded By Rule’ icon   in the Coding screen (edit only option)
  • In the Coding Screen click on the Rules button and expand the rule

If multiple rules need deleting in the Coding Screen, select the rules and click Delete.


Transfer Transactions

Once the transfer option is selected you will be presented with a list of all bank accounts in the Feed Collection, with transaction details for the selected date range.
Select the bank accounts you wish to transfer.  The ‘transfer’ selection box is greyed for:

  • any accounts that aren’t fully coded
  • where the bank account does not have a Chart Code.




 

   Note -Transactions that have a blank description, will be populated with the grid description at time of transfer




Reporting 

The following reports are available in the BankData Coding Screen | REPORTS tab.  Reports can be printed or downloaded


Transaction Report

This report will display transactions for all bank feeds linked to the Feed Collection. 


Uncoded Transaction Report

This report will display transactions that are un-coded for all bank feeds linked to the Feed Collection.


GST Audit Report

This report will display transactions that are coded for all bank feeds linked to the Feed Collection.  Each transaction line in a split transaction will be displayed. 



A summary of the tax types and the total Net GST is included at the end of the report.


GST Summary

This report will display a summary for all bank feeds linked to the Feed Collection

Feed Collection Summary

The Feed Collection Summary 

  • is for all Feed Collections across the Practice
  • shows the status of a bank feed at the date the report was produced
  • provides transaction totals for the period selected.


 

 

Related Products: APS Xcede Professional Accounting