Bank statements

The Bank tab of Bank and payments turns your bank statement into payments. Import the statement file your bank gives you, and Quanty reads every transfer and suggests which sales invoices an incoming transfer pays and which carrier costs an outgoing one pays. You book a suggestion in one keystroke, match the rest by hand, and skip what has nothing to do with invoices, such as bank fees or salaries.

Before you start

Open Billing, Bank and payments, tab Bank. The rail's Bank and payments row counts the transfers still to match.
Importing and booking need a role that may change TMS data; a member limited to some TMS modules needs Finance.
Quanty reads the file you give it. It does not connect to your bank.
Whether sure matches are booked during the import is set by an admin in TMS settings, Automatic actions, Booking bank transfers (see Automatic booking).

Import a statement

The Bank tab: the drop area for a statement file, the list of statements with their open counts, and the transfers To match with date, direction, amount, counterparty, title and the suggestion — The Bank tab.

Export the statement from your online banking as MT940, camt.053 (XML) or CSV.
Drop it on Drop a statement file here, or Choose a file: "MT940, camt.053 (XML) or CSV from your bank, up to 5 MB. Transfers imported before are skipped."
Quanty reads the statement and sums it up: Imported with the file name, and the counts New, Already imported, skipped, With a suggestion, No match and Booked automatically. Show transfers of this statement filters the list to it.

A file can hold up to 10 000 transfers. A transfer already imported (the same account, date, amount, direction, counterparty account and title) is never imported twice, so loading overlapping periods is safe: "Every transfer of this file was imported before (12). Nothing was added." A file Quanty cannot read says so: export it from the bank again as MT940, camt.053 (XML) or CSV.

Statements lists every imported statement with the date it was imported, its transfers and "To match: 3" or All matched. Pick one to see only its transfers, or All statements.

The transfers

The worklist has three tabs: To match, Matched and Skipped. Filter with In and out, Incoming or Outgoing, and Search by title, counterparty or account.

Column	What it shows
Date	The booking date.
Direction	Incoming or Outgoing.
Amount	The amount and currency.
Counterparty	Who sent or received it, or "unknown counterparty".
Transfer title	The title, or "no title".
Suggestion	What Quanty suggests it pays, "to choose from: 3", or "no suggestion".
Booked to	On Matched: the invoices or costs it was booked to.

Show more loads more transfers ("Shown 50 of 212").

How Quanty suggests

Each suggestion carries its reasons, for example:

Reason	What it means
"Invoice number in the transfer title"	The title names the invoice.
"Amount equal to what is open"	The transfer pays exactly what is open.
"The sum of the named invoices equals the transfer"	One transfer for several named invoices.
"Amount lower than what is open (part payment)"	A part payment.
"Amount higher than what is open, the rest stays unsettled"	An overpayment.
"Sender account matches the contractor account"	The account is on the contractor's card.
"Contractor tax number in the transfer title"	The NIP is in the title.
"The only open invoice for this amount"	Nothing else fits.
"Supplier invoice number in the transfer title"	For an outgoing transfer, the carrier's invoice number.
"The cost is already marked as paid, this transfer confirms that payment"	A payment recorded earlier, now seen on the statement.

Transfers from a factor are recognised too: "Transfer from the factor's account", "The amount is the factor's advance for this invoice", "The amount is the rest from the factor for this invoice".

Book a transfer

Click a transfer to open it on the side.

A transfer opened on the side: date, amount, counterparty and its account, title and statement, What this transfer pays with the suggested invoice and its open amount, and Book these documents — A transfer and what it pays.

The panel shows Booked on, Amount, Counterparty, Counterparty account, Title, Statement, Our account and the Contractor, then:

What this transfer pays: "Booked together when you accept." Each invoice or cost with what is open, its due date and how much the transfer takes. Book these documents: 2 books them all as one payment.
Other possibilities: "Not booked by "Book". Pick one with a manual match."
History of the transfer.

When there is no suggestion: "Quanty found no invoice or cost for this transfer. Match it by hand or skip it."

Match by hand

Match by hand opens Manual match.

An incoming transfer pays sales invoices: "Say which invoices this incoming transfer pays. A part payment and an agreed deduction are fine." Pick the Client to see its open invoices in the transfer's currency, then for each invoice the Amount, a Deduction and the Reason for the deduction (for example "pallet fee"). The foot sums up Transfer, On documents, Deductions and Left: "The rest stays on the contractor's account as an overpayment."
An outgoing transfer pays carrier costs: "Say which costs this outgoing transfer pays. A cost is always paid whole." Search costs by supplier or invoice number among the approved costs in that currency. The transfer's amount must equal what is open on the cost.

Click Book the transfer. A transfer pays either invoices or costs, never both; an incoming one pays sales invoices and an outgoing one pays costs.

Skip, restore and undo

Skip: "Use it for transfers that pay no invoice and no cost here: bank fees, salaries, taxes, own transfers. You can restore it later." Add a Note (optional), for example "bank fee". Skipped transfers move to Skipped.
Restore brings a skipped transfer back to To match.
Undo the match: "A payment created by this transfer is removed: the invoices open again, the costs go back to approved. A payment that existed before stays."

Match again

Match again (a button above the transfers, next to the keyboard icon): "Runs the suggestions again for open transfers, for invoices and costs added after the import. Nothing is booked." It answers, for example, "Checked 14. With a suggestion: 9, no match: 5, changed: 3."

Keyboard

"Keyboard: j and k move, Enter books the suggestion, m matches by hand, i skips". u restores a skipped transfer, and ? (or the keyboard icon) lists the keys. Enter opens the transfer when there is nothing to book.

Automatic booking

Under the import, a line says which way your organization works:

"Automatic matching is off: every transfer waits for your decision. You can let Quanty book the certain ones during the import." (the default)
"Automatic matching is on: transfers with a certain match are booked during the import."

Open settings leads to the automatic action Booking bank transfers: "you load a bank statement", then with it on "transfers with the exact invoice number and amount are booked by themselves; Quanty suggests the rest". A certain match is:

incoming: every invoice number in the title is an exact hit, the open amounts add up exactly to the transfer, in the same currency, and none of the invoices is collected by a factor;
outgoing: the exact invoice number of one cost, the amount equal to what is open on it, the cost not paid in part already, and no other cost that fits as well; or the exact invoice numbers of several costs whose open amounts add up to the transfer. A cost already marked as paid is only confirmed by a person.

Everything else waits with a suggestion.

Factored invoices

When a factor collects your client's invoices (The factor collects from the clients on the factor's card, see Invoicing terms), a client's transfer is not offered for those invoices, because the money should go to the factor. Only a title that names the exact invoice number is offered, with a warning, and it is never booked automatically. See Factoring and insurance.

Good to know

A booked incoming transfer is a payment on the invoices, the same as Record payment on Receivables; a booked outgoing transfer pays the cost and shows "confirmed by a bank statement" on its card.
A transfer that confirms a payment already recorded (for example from a sent transfer batch) does not pay twice: it is linked to that payment.
An overpayment stays on the client's payment as money not assigned to an invoice.

Check before you book

Booking a transfer marks invoices paid and stops their reminders. When a suggestion is not sure, open the transfer and check the invoices first; a wrong booking is taken back with Undo the match.

Receivables: what clients owe and payments recorded by hand.
Paying carriers: transfer batches and payments of costs.
Factoring and insurance: advances and rests from the factor.
Cash desk: cash paid in and out of the bank.