Importing/Selecting Banking Transactions allows you to create transactions (clear checks) from an import file. You can also select a group of checks by establishing certain criteria (for example, date or check number). Once the checks are captured (either through the import file or selection criteria), you can select some, all, or none of the entries.

Import Banking Transactions is accessed from the Batch Control category rather than from the Banking Transactions category.

Importing Banking Transactions

NOTE: Import templates allow PayBill to correctly read a file from a banking institution. The template is defined using the System Administration division of StaffSuite. You must have a template set up for the file you are importing before using the import file functionality. If you are not using the import file functionality (you are simply looking up checks based on certain criteria), you do not need to have import templates set up in System Administration.

1. Corporation and Bank Account default from the batch.

2. In the Import Template field, use to select a template IF you are importing a file from the bank. If you are not importing a file from the bank (in other words, you are selecting checks from a set of criteria), you should select <none>.

NOTE: Templates are set up in System Administration. If you do not see the template you need in the drop list, contact your System Administrator so they can add the template to the system.

3. In the Import File field, use to select the location and name of the import file from the bank. Clicking on the button opens a basic Windows' Open dialog allowing you to navigate to the location of the file. If you are not importing a file from the bank, you should leave this field blank.

NOTE: If you select an import template, you must select an import file. If you select an import file, you must select an import template.

4. If you are selecting checks from a set of criteria, click the button below the Additional Criteria grid. This allows you to select the parameters of the checks you are clearing. You can select checks by date, number, status, and/or type.

For more information about the Banking Transactions Additional Criteria, click here.

NOTE: If you do not select any additional criteria, the system searches for all checks with a status of Updated.

5. When you are satisfied with the information you have entered, click the button to select banking transactions based on the import file and/or additional criteria entered. If you want to close the window without selecting banking transactions, click .

6. A grid displays with all checks found in the import file and/or based on the criteria you entered. As you select checks to be cleared or not to be cleared, the window displays the total number of checks selected to be cleared, the total amount of the checks, and the total amount to be cleared. You have the following options:

7. Click the checkbox in the Select column to select/deselect a check. A check in the box indicates that this check will be marked as cleared (reconciled). An unchecked box indicates that this check will not be marked as cleared (reconciled).

8. Click to clear all checkboxes in the Select  column.

9. Click to check all checkboxes in the Select column.

10. Click to clear (reconcile) all selected checks from the grid. Do not click this button until you are satisfied with your clear check selections in the grid. If you accidentally clear a check, you can unclear it using the Add Banking Transaction functionality.

11. Click to close the window without taking any action.

Click here for more information on the Banking Transactions window.

7. Once you click , the system will clear (reconcile) the selected checks. When it is finished, StaffSuite displays a window showing the number of checks and the amount cleared. It also lists any checks that were rejected for various reasons (negative clear amount, zero clear amount, etc.). This window is for informational purposes only and may not be edited

When you are finished viewing the window, click .

8. You are taken to the Batch Add window where you can click to add other checks to clear, reset the status of accidentally cleared checks, and/or view specifics on the checks that were cleared using the process described above.

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