Add Bank Book

Click this button to add a new bank book.  Refer to Procedures later in this topic for instructions.

Bank Book

The name of the bank book.

Description

The description of the bank book.

Delete

Use the Delete button to delete a bank book. Refer to the delete instructions later in this topic.

NOTES

When the global policy setting, G/L entity interface for bank books and rentable items on the AME, Interface tab is set to Single Entity, the delete icon is not shown.

When the global policy setting, G/L entity interface for bank books and rentable items on the AME, Interface tab is set to Multiple Entity, when a new row is added then the drop-downs default to the same values as on the previous line.

Fields

A red dot indicates a required field or selection.

Bank Book

Type a code for the bank book. Use something easily identifiable. If you have separate accounts for each property, use the property ID as the bank book ID. If you separate Rent and Security accounts, you can append an R or S to the property ID as a further identifier. For example, use 01001R as the bank book ID for your Rent account and 01001S as the bank book ID for your Security account.

Note

Special characters allowed in a Bank Book ID include forward slash ( / ), backslash ( \ ), colon ( : ), and double periods (..).

Bank Account Number

Type the bank account number for this bank book.

Description

Type a description for this bank book.

Client Merchant ID

Type a client Merchant ID, obtained from the merchant. This is used by eDex to assign external transactions to a bank book.

Restrict To Properties

This field defaults to blank. Click in the field and a list of properties appears. Select one or more properties for the current bank book to restrict the current bank book to a set of properties instead of to a single property. Once selected, these properties are then available when adding a journal and can be used to limit journal entries to one or more properties associated with the selected bank book. The properties you select here are options shown on screens that are used to add either a cash or adjustment journal.

Bank Book Used For

Options include: Rent, Security Deposit, Other Deposit, Misc. Income
Check one or more boxes to indicate the use for the bank book. For example, check Rent for rent and other resident income, and Misc. Income for non-resident income. If you have one bank account that allocates to different general ledger accounts, use these options to distinguish between the general ledger accounts.

ACH Settings

No ACH - This option is the default. Accept the default if this bank book accepts only normal transactions generated from Ledger Pay & Adjust. You must select either No ACH or ACH only.

ACH Only - Select this option for a bank book that accepts only ePay, MICR, or WebPay transactions. You must select either No ACH or ACH only.

Fields

Name

Enter the name of the bank that holds the account.

Line 1 - 3

Enter the street address where the bank is located using up to three lines.

Zip/City/State

Enter the zip code, city, and state for the bank.

Country

Enter the country in which the bank is located.

Fields

Preferred Method of Contact

Select the preferred method for contacting the bank from the drop-down list. Options include By Phone1, By Phone2, ByPhone3, By Email, By Fax. These options reference the other fields on this tab.

Email

Enter a valid email address for the bank.

Fax

Enter a valid fax number for the bank, including area code and country code, if applicable.

Contact 1-3

For each contact at the bank, enter a title (Mr., Mrs., Ms.), name (first, middle initial and last) and phone number including area code and country code, if applicable.

Notes

Type free-form notes into the text box, if desired. You can enter up to 255 characters.

Complete this tab to link the bank book to Cash or Suspense general ledger accounts and select a method for transferring data.

Prerequisite

Prior to associating general ledger accounts to bank books, you must have set up a general ledger account for each set of books to which you plan to transfer data. For example, if you are keeping a set of books for a Cash account and for a Suspense account, then you need to have two entities set up. Each entity must be associated with a general ledger account. The general ledger account label on the page changes based on the setup you selected. The label can be Cash Account or Suspense Account.

Fields

Entity

Enter a valid Entity ID for the Entity to affect when processing the transfer to general ledger for this bank book. Refer to the Prerequisite, above, for more information.

Cash Account / Account Number

Enter the general ledger account you want to use for posting the receipts in this bank book. Refer to the Prerequisite, above, for more information.

Xfer to GL (for Cash Account)

Select a method to control how entries to this general ledger account transfer to the general ledger. The following methods are possible:

Summary by Trans Type (default) — Transfers a summary by Income Code and Transaction Type (such as Recurring Charge, One Time Charge, regular Payment, NSF payment, Lost Rent, etc).

Overall Summary — Transfers a summary by Transaction Type, regardless of Income Code. All billing Transaction Types (Recurring Charges, One Time Charges, Adjustments ) are grouped together.

Summary by Day — Transfers a summary by Date of Record,  Income Code and Transaction Type.

Summary by Batch — Transfers a summary by Bank Book and Batch Number.

Batch w/o code — Transfers a summary by Bank Book, Batch number, Transaction Type.

Batch w/code — Transfers a summary by Bank Book, Batch number, Transaction Type and Income Code.

Detail — Transfers all transaction details. No summary occurs; each transaction creates separate entries.

PC Flag

This field is available only when the field Use Profit Centers for bank books and rentable items on the Global Policies AME, Interface Tab is checked. Departmental accounting requires the use of profit centers.

Select a setting for the profit center flag to indicate whether or not to use a profit center for the selected Cash Account and how the profit center should be implemented when transferring to the general ledger. The following settings are possible:

Yes
This option is the default. Accept this default to enable the Profit Center field (to the right) and allow the entry of a general ledger account number for the appropriate department.

No
Select this option when you do not want the system to use a profit center number with transactions for this bank book. The next field Profit Center is disabled.

Unit
Select this option when you want the system to use a profit center number that is determined by the unit/apartment associated with the transaction. For this value to be fully functional, you must set up the profit center on the Units Tab.

Resident
Select this option when you want the system to use a profit center number that is determined by the lease associated with the transaction. For this value to be fully functional, you must set up the profit center on the Lease Info Tab.

Profit Center

Note

The Profit Center field only appears on this tab when the global policy on the AME Interface Tab is set to Use Profit Centers for bank books and rentable items.

This field is available for entry only when Yes is selected in the field PC Flag.

Enter the Profit Center that you want the system to use for the selected bank book.

Suspense Account/Account Number

Enter the G/L account number for the suspense account that you want to use for posting the receipts in this bank book for Online Payments batches and transactions.

Xfer to GL (for Suspense Account)

Refer to Xfter to GL, above, for a description of all available options.

Select the Batch w/o code option if the Suspense Account is activated. This controls how entries to this suspense account transfer to the general ledger for Online Payments. It groups the transfer by batch and transaction type only, and creates a single entry for the batch.

PC Flag

This field is available only when the field Use Profit Centers for bank books and rentable items on the Global Policies AME, Interface Tab is checked. Departmental accounting requires the use of profit centers.

Select a setting for the profit center flag to indicate whether or not to use a profit center for the selected Cash Account and how the profit center should be implemented when transferring to the general ledger. The following settings are possible:

Yes
This option is the default. Accept this default to enable the Profit Center field (to the right) and allow the entry of a general ledger account number for the appropriate department.

No
Select this option when you do not want the system to use a profit center number with transactions for this bank book. The next field Profit Center is disabled.

Unit
Select this option when you want the system to use a profit center number that is determined by the unit/apartment associated with the transaction. For this value to be fully functional, you must set up the profit center on the Units Tab.

Resident
Select this option when you want the system to use a profit center number that is determined by the lease associated with the transaction. For this value to be fully functional, you must set up the profit center on the Lease Info Tab.

Profit Center

Note

The Profit Center field only appears on this tab when the global policy on the AME Interface Tab is set to Use Profit Centers for bank books and rentable items.

This field is available for entry only when Yes is selected in the field PC Flag.

Enter the Profit Center that you want the system to use for the selected bank book.

1. From the eSite menu, select Setup—Global—Bank Books.
2. Click Add Bank Book.
3. Using the Fields Lists, complete the General, Address, More Contact Info, and GL Accounts tabs.
4. Click Save.

1. From the eSite menu, select Setup—Global—Bank Books.
2. Click the link for the Bank Book you want to edit.
3. Make the desired changes on the General, Address, More Contact Info, and GL Accounts tabs using the Fields Lists.
4. Click Save.

1. From the eSite menu, select Setup—Global—Bank Books.
2. From the Bank Books Grid, click Delete for the bank book you want to delete. A delete confirmation message appears.
3. Click OK to confirm.

1. From the eSite menu, select Setup—Global—Bank Books.
2. From the Bank Books grid, click the bank book for which you want to edit data (or use Add Bank Book to add a new bank book).
3. Complete the fields on the GL Accounts tab.
4. Click Save.

1. From the eSite menu, select Setup—Global—Bank Books.
2. From the Bank Book grid, click the bank book for which you want to edit data.
3. Complete the fields on the GL Accounts tab.
4. Click Save.

1. From the eSite menu, select Setup—Global—Bank Books.
2. Click the link for the Bank Book for which you want to delete GL Accounts.
3. For the entity you want to delete, select the Delete button. A delete confirmation message appears.
4. Click OK to confirm the deletion. The system deletes the association of the entity with the bank book.

 

 

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