Importing and reconciling bank statements

Importing and reconciling bank statements



As an alternate way to upload payments in bulk to the system, you can import your nursery's bank statement. Then, once the information is on the system, you can reconcile the statement lines with the invoices/children on eymanage. 
Info
Importing and reconciling bank statements is especially useful for recording Tax-Free Childcare payments, since TFC payments made through the payment app do not automatically appear on the payments list.

Importing bank statements

  1. Go to eymanage > Payments & Reconciliation in the sidebar.
  2. Click on the Bank Statement tab in the top left. 
  3. Click on Import Bank Statement in the top right.
  4. Click on the Select Nurseries menu to choose which nurseries to import the statement for.
  5. Click   to upload a CSV file of your bank statements. Clicking on the  icon next to the uploaded file name will remove it. 
  6. Click Next.
  7. In the Import Settings settings, the column headings from the CSV file will be matched with the fields on the system. If the columns match the field names, they are assigned automatically. If not, you will be able to assign them yourself using the drop-down menus. Check each field before continuing to make sure all columns line up with the correct values.
  8. Click Next.
  9. On the Review screen, you'll see a summary of which transactions are ready to be imported, and which contain errors. You cannot import transactions with errors. Click Back to go to previous steps and correct these errors before continuing. 
  10. When everything is ready, click Import.
  11. The screen should update with the lines on the bank statement.
  12. To delete a statement line, check the box to select a row, then click Bulk Action > Delete.

Duplicate payments

eymanage has a safeguard in place against accidentally importing the same payment twice, or importing a payment that has already been added automatically from the parent app. When you complete your Import Settings and click Next, the system will check the information in the each of the assigned fields, and if it detects that there is a duplicate transaction on the system, you will get an error and the payment will be deselected. However, if you've reviewed the payment and want to upload it anyway, you're able to do so by reselecting the payment and clicking Import.

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To help you with importing the correct data into the system, we provide a CSV template that you can fill out according to your bank statement. Click Import Bank Statement, then click on the Download .csv template link in the text.
Warning
Company Admin & Accounts Admin are able to import bank statements and delete statement lines.
Company Admins, Accounts Admin, Area Managers and Nursery Managers are able to reconcile the payments to the children/invoices of those they have access to. 
If you import a bank statement to All nurseries then a nursery manager for example will have visibility of all those statement lines but will only be able to reconcile to children in the nursery they have access to. 


Reconciling payments

  1. Go to eymanage > Payments & Reconciliation in the sidebar.
  2. In the Reconcile tab you can see details of all the statement lines imported to the system. Click on More details to view how the fields have been assigned.
  3. Previously, we used to match details of the statement to specific invoices based on invoice amount. However, with recent improvements we've changed it so that we prioritise matching to a child, rather than an invoice. The system will compare statement lines with information on the child profile (Child Name, Child URN, Parent Name, Tax-Free Childcare Code, Voucher Code, and DD Reference) to automatically assign a child to the bank statement.
  4. Once a statement is uploaded, there are three potential results:
    1. If the system finds one exact match for the bank statement, the right hand field will appear green and the Child Name will be filled in automatically.
    2. If the system finds multiple matches it will be coloured orange. The most likely option will be automatically filled in, but you will also be given  Suggestions in a drop-down window, which you can review and select instead.
    3. If the system does not find a clear match, the right hand field will be coloured grey and no child will be selected. In this case, you will either have to choose one from one of the suggestions, if they are available, or use Advanced Search to find the correct child (see below).
  5. If the Payment Mode has not been filled in automatically, select the correct one from the drop-down menu.
  6. Click OK to reconcile the statement.
  7. If the child has multiple unpaid invoices, and the setting Allocate payments to unpaid invoices/payment on account automatically (oldest invoice first) except children with following payment terms is enabled in Payment Settings, the reconciled payment will be automatically allocated to oldest unpaid invoice first. Otherwise, it will appear on the child's Invoices screen as an unallocated payment. If there is overpayment, it will be added as credit.
You can reconcile a statement with an invoice manually by clicking on Advanced Search for the line you want to reconcile. This may be useful if the system can't detect a suitable match automatically, or if the child's payment terms don't allow invoices to be allocated automatically. Note that using this method will reconcile statements to an invoice, not a child.
  1. Go to eymanage > Payments & Reconciliation in the sidebar.
  2. Click on the Reconcile tab.
  3. Click on Advanced Search next to a statement line. 
  4. In the pop-up, search for an invoice by typing in the Child Name, Child URN, Tax-Free Childcare Code, Voucher Code, Parent Name, DD Reference or the invoice amount into the search bars, then click .
  5. Invoices that match the search results will appear in the table.
  6. Select the invoices you want to match with this statement by checking the boxes.
  7. You can also reconcile them to Payments on account and/or Deposit payments by typing the amounts into the corresponding fields.
  8. If the Payment Mode has not been filled in automatically, select it from the drop-down menu at the bottom.
  9. Click Reconcile. 

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