Summary

The Bank Maintenance window is used to create and maintain banks. In order to create a new bank account (SS> Maintenance> Bank Account), you must first create the bank record because it is used to store the routing number of the bank. The bank information is set up in a different table than the bank account information so that the bank information does not have to be entered on each bank account.

Step by Step

1     Maintain a bank account.

• Open the Bank Account Selection window (GL> Maintenance> Bank Account).
• Select a bank account and click the Delete icon or press DELETE to delete the selected bank account.
• Select a bank account and click the Modify icon   to edit an existing bank account.
• Click the Create icon or press INSERT to create a new bank account. This will open the Bank Account Maintenance window.

2     Create a bank account.

• Enter an Account Code.
  • The bank account code can be up to eight alphanumeric characters long.
  • After the bank account has been saved, you cannot change the bank Account Code, selected Bank Code, or Account Number.
• Click the Bank Code field label to select a bank code from a list.
  • Bank codes must be created before associated bank accounts can be set up.
  • Bank codes are created and maintained on the Bank Maintenance window (SS> Maintenance> Bank).
• Enter the Bank Account Number.
  • The bank account number can be up to 20 numeric characters long.
  • You can set up database security on this field using the Maintain DB Security window (SS> Maintenance> DB Security). The bank account number field is titled Account Number and it is in the DB Bank Account table in the SS module.
• Enter a Bank Account Name.
  • The bank account name can be up to 30 characters long and will be display on many reports.
• Select an Account Type for the bank account.
  • Select Bank Account when creating a standard bank account in the system. This option will be selected by default.
  • Select Credit Card when creating a credit card bank account in the system.
    • Credit Card bank accounts are most often set up in order to enable P-Card transaction processing. Each P-Card your organization uses must be set up with it's own bank account.
    • P-Card transactions are processed through the AP Manual Checks process, so the Accounts Payable toggle below must also be checked when setting up a Credit Card bank account for P-Cards.
    • When Credit Card is selected, the Cash Account below will change to a Liability Account.
• Click the Cash Account field label to attach a general ledger account to the bank account. This is generally the GL account cash account that represents the balance of the bank account.
  • If Credit Card is selected in the Account Type field above, this field will be used to specify a Liability Account for the credit card.
• Use the Logo field to add a bank logo to the account. Click on the field label to browse to the saved logo.
• Check the Accounts Payable toggle if the bank account is used in the Accounts Payable module.
• Check the Accounts Receivable toggle if the bank account is used in the Accounts Receivable module.
• Check the Payroll toggle if the bank account is used in the Payroll module.
• Check the Utility Billing toggle if the bank account is used in the Utility Billing module.
• Check the Related Payroll toggle if the bank account has a related payroll relationship to a parent account and should receive payroll from that parent account.
• Check the Related Revenue toggle if the bank account has a related revenue relationship to a parent account and should receive revenue from that parent account.
  • The Related and Payroll and Related Revenue toggles are only enabled for organizations set up to use Multi-Muni relational databases. Only one bank account can be set up for each of these options.

3     Add a Signature to the bank account. This is an optional step.

• The Signature section of the window is used to attach signatures to specified expenditure levels. If an AP or PR check exceeds a specified amount, the designated signature will be included on the check. For example, if a manager's signature is required for any checks exceeding $5000, that signature could be attached to the account with an amount of $5000.
• More than one signature tier can be established. For example, if a manager's signature has already been attached to the account at the $5,000 level, a Finance Director's signature could be attached to the account at the $10,000 level.
• Click the Create icon   to add a Signature line item to the bank account.
  • Enter an Amount for the new signature. Any amount above this amount will include the attached signature.
  • Enter a Description for the new signature.
  • Click the Attachments icon to open the Attachments Selection window.
    • This signature must be saved as a Bitmap (.bmp) file.
  • Once you have added a signature, the Signature toggle should be checked.
• Click the Save icon or press ENTER when complete to save the bank account.