Please contact us if you would like to use this feature!
For this service, your bank will provide a Coda (CDA) file or a MT940 type file.
Based on the first file received, we will set your Victoury account in order to receive the import of bank statements:
After all details have been set, you can begin to import statements.
These statements will update Operations/Customer Payment, Operations/Supplier Payment and Deals/Accounting. In the Accounting you may see the operations Customer Payment - CP or Supplier Payment - SP registered. Payments that have not been matched are registered with ACC type.
First of all, check the LAST STATEMENT FIGURES to see the number of the next statement that has to be imported. After checking the numbers, CLICK TO SELECT and upload the file from your computer:
The files provided by the bank contain details related to payments.
It is recommended to request from your customers to specify as detail of the payment: the deal code, invoice code or supplier reference. Also, another additional information would be to add customer name or supplier name. When they proceed with the payment, if these condition are fulfilled, the matching will be automatically done when the statement is imported in Victoury.
If no such details provided in the file, the payment lines will be displayed with ERR status and "No payments found" (or another, according to the situation, see below statuses) for log and the distribution of amounts has to be manually made.
Matching the payments
From the list having the payment lines with ERR status, click on the status or log and on the right side of the screen a new operational window is opened.
At this point, if you click on plus sign, a payment line is created without any details. If you do not know where to match this payment, drag it over payment line on the left and an ACC type payment will be created in Deals/Accounting.
After dragging, you also have the option to edit the amount:
2. On the upper side of the screen you have the option to search for the deal to
match payment with (in case you know the deal code).
On the right side of the screen, the results of the searching are displayed. Drag the result that matches to your payment to the payment line on the left.
After dragging the deal over the payment, you have the option to edit the amount to be matched. That means that you have the option to split a payment to more than one deal if this is the case. To be able to do this, in the search bar, look for as many deals as needed and edit the amounts accordingly.
When ready, click SAVE button next to search bar.
You will be redirected to the payment list again. The status is now OK and the log is empty.
Click SAVE again using the SAVE button at the left bottom of the page.
Statuses and Logs
When import a statement, for the payment lines the next statuses might be encountered:
ERR with log "No payment found" - the system did not find any detail that identifies the customer payment or supplier payment. This is the case when you will have to match payments and assigned them correctly.
IMP with log "Payment already imported" - this payment has been already matched and assigned.
ERR with log "No deal found" or "No invoice found" - that means that the coda file contains a deal or invoice code that does not match with any existing in your system.
ERR with log "Payments found but not matched" - it means that the suggested amount does not match with Down Payment, nor with Rest Payment.
ERR with log Supplier found but payment not matched - the supplier was found but did not matched with the supplier invoice (reference)
ERR with log Supplier Payments found but not matched - supplier and supplier invoice (reference) found but total supplier payment does not equals the amount from the statement file.
OK - with log Payments matched - in case automatically matching is made
OK - and no log, for ERR statuses for which the matching was manually made
only if the status is OK for all payment lines, the import is ready to be saved and the message displayed by the system certifies the operation => after SAVE the status will be changed to IMP - Payment imported.
Cases when matching payments and related statuses
1. Matching by invoice code
if the coda file contains an invoice code, the system checks if Customer Payment exists having the suggested invoice code
if the invoice and Customer Payment is found, the system checks if the Down Payment equals the suggested amount.
- If they are equal => status OK and Log "Payments matched"
- If they are not equal => The Rest Payment is checked and if RP equals the suggested amount => status OK and Log column empty.
- If the suggested amount does not match Down Payment nor Rest Payment, then, the Total from Customer Payment is checked
2. Matching by deal code
if in the details of the payment in the coda file there is a deal code, then, the system checks if Customer Payment exists having the suggested deal code.
if the Deal and Customer Payment are found, the system checks if Down Payment equals the suggested amount:
- if Down Payment equals the suggested amount => status OK and Log column empty
- if Down Payment - DP does not qual the suggested amount, the Rest Payment - RP is checked. If DP and RP are equal => status OK and Log column empty.
- if the suggested amount does not equal DP nor RP, the Total from Customer Payment is checked.
3. Matching by supplier reference and supplier name
if in the details of the payment in the coda file there is a supplier reference, then, the system checks if Supplier Payment exists having the suggested supplier reference and the suggested supplier name => payment OK if the total is matching with the amount from the statement file.