Search & replace (bank transactions)

Disclaimer

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

The Search & replace feature allows you to search across all bank accounts in a domain for transactions (bank statement lines) that meet one or more search criteria. You can then also make changes to the result of the search.

Among other things, you can use this feature to search for multiple incorrectly posted bank transactions and restore them in one go by replacing them.

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

To start the searching and replacing 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 Search & replace button. 

The following screen is opened:

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Withdrawn/ Deposited: Indicate whether it should be a credit or debit or whether it can be all transactions.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 will replace the transactions with the description 'Super Garant..' in one go. You enter 'Super Garant' 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 'Super Garant' in the description.

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

All transactions to be processed can now be replaced in one go.

If you want to exclude one or more bank transactions to be processed from replacement, remove the check mark in front of the relevant bank transaction(s).

Replace

Here you specify how the bank transactions should be replaced 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: Tick this checkbox 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 'Search' criteria and 'Replace' data as a bank processing rule.

You now select '45400 General insurances' in the Ledger account field, select the 'Super Garant verzekeringen' contact in the Contact field and then indicate that the replaced transactions can be completed directly by Yuki. You now click on the Process button

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

You can see that all transactions with the description 'Super Garant' have been posted to 'General insurances' with contact 'Super Garant Verzekeringen'. The yellow notification at the top of your screen indicates that the bank statement lines have also been completed