Batch processing bank transactions

Disclaimer

All screenshots in the article were taken in the Dutch version of Yuki.

Within Yuki it is possible to process multiple bank transactions at the same time. This is called 'batch processing'. A batch processing in Yuki is basically a one-time manual action.

This feature is only available for users with a 'Back office' role in the domain.

To start the batch processing of bank transactions, open the domain. The Back office workflow screen always opens by default. In this screen, click on the Bank tile to open the Bank transactions to be processed workflow.

In the now-opened screen, click on the Batch processing button.

By default, only bank transactions with the back office status 'Open' are included in the batch processing. In the example below, it is specified that all bank transactions should be included.

The following screen is opened: 

The screen now opened is divided into two parts. In the upper part you enter the criteria of the processing, in the lower part you see the transactions that meet the criteria.

Search (criteria) 

Ledger account: All bank transactions posted to this general ledger account.

Contact: All bank transactions linked to this contact.

Own bank account: Specify here whether the transaction should originate from a specific bank account or cash register. If you leave this blank, the transaction may originate from all accounts and cash registers.

From Date ... To ...: Indicate here within which limits a date must lie.

From Amount ... To ...: Indicate here within which limits the amount must lie. These amounts are always positive.

Description: As a criterion, you can search for keywords from the description. By default, the description contains the keyword as you define it in the criterion. Parts of a word in the description are also recognised this way.

Offset account: For a bank transaction, this is the bank account to which the outgoing payment was transferred or the incoming payment originated. With a cash transaction, this depends on the code that the cash register provides.

Offset account name: This is the name of the counterparty (customer or supplier).

Type: These are types of transactions that are already included in the statement by the bank. Examples of types are: bank costs, direct debit, etc.

Withdrawn/ Deposited: Indicate whether it should be a credit or debit or whether it can be all transactions.

Back office status: All open bank statement lines, all statement lines in process or all statement lines.

In the following example, we are going to process the transactions of the debit card payments in one go. Enter 'KPN Telecom' as the criterion in the Description field and then click on the Search button.

You will now only see the transactions on your screen with the text 'KPN Telecom' in the description.

All bank transactions to be processed can now be processed (read replaced) in a batch. If you want to exclude one or more bank transactions to be processed from batch processing, remove the check mark for the relevant bank transaction(s).

Replace

Here you specify how the bank transactions in this batch should be processed in Yuki. You can also indicate whether or not these bank transactions will be completed automatically by Yuki in the future.

Ledger account: Select the general ledger account to which the bank transactions to be processed should be posted. This can be a revenue account, an expense account or a balance sheet account. You cannot record directly to another bank account or cash account. If you choose a revenue or expense account, you can also indicate which VAT applies to it.

Contact: Select an existing contact in Yuki to which these bank transactions to be replaced should be posted.

Complete: Select this box if the bank transactions to be replaced should also be completed immediately after processing.

You can use the Save as processing rule & process button to save the entered batch processing ('Search' criteria and 'Replace' data) as a bank processing rule.

You now select '45100 Telephone and internet costs' in the Ledger account field, 'Costs' in the tax code field with the corresponding VAT rate and 'KPN B.V.' in the Contact field.. Then click on the Process button.

Click on the OK button in the notification if you are sure you want to process the bank statement lines.

The screen now returns to the 'Bank transactions to be processed' workflow. You can see that all transactions with the description 'KPN Telecom' have been posted to 'Telephone and internet costs' with the corresponding VAT rate and the contact 'KPN B.V.'. You now only have to handle these transactions in the way you are used to.