As long as there is no direct EBICS connection between the portal and the bank account (or the bank has not granted the necessary authorization), bank statements must be entered manually in the portal’s payment processing system so that…

1. Outgoing invoices change from the status “Manual invoice dispatch (document created)” to the status “Paid.”

2. Incoming invoices change from the status “Approved/Posted” to the status “Settled.”

Entering Bank Statements

Prerequisite

• You have requested the bank statement from the account authorizers. You have it as a PDF file.

• The corresponding bank account has already been created.

Procedure in the FM Portal

Path to the starting point: Property Management - Payment Transactions - Bank Statements

1. In the view, click on any date entry in the Date column.

2. Click New in the toolbar.

3. Enter the sequential numbering from the accounting portal in the Electronic Statement Number field.

4. Enter the date specified in the bank statement (Account balance as of) in the Date field.

5. In the Opening Balance [€] field, enter the amount from the “Closing Balance [€]” field of the previous bank statement.

6. In the "Ending Balance [€]" field, enter the amount listed under "Current Account Balance" on the statement.

7. Select the bank account in the Bank Account field.

8. Click Save in the toolbar.

The bank statement is now entered.

Entering Account Transactions

Once the bank statement has been created, you can enter the individual entries from the PDF bank statement in the Account Entries section.

Procedure in the FM Portal

1. Click New in the toolbar.

2. Enter the transaction from the PDF bank statement in the Transaction Date field.

3. Enter the amount from the PDF account statement in the Amount [€] field.

4. Enter the purpose of the PDF bank statement in the Purpose field.

5. Fill in the Value Date field with the value date specified in the PDF bank statement.

6. Click Save in the toolbar.

The account entry is now recorded.

Mapping Bank Transactions to Account Entries

After entering the account posting (after saving the record), a bank posting can be assigned to it, either based on an incoming invoice entered in the posting portal, an outgoing invoice created, or a general ledger account.

Procedure in the FM Portal

Path to the starting point: Property Management - Payment Transactions - Account Statements

Assigning an account entry to a general ledger account (since there is no incoming or outgoing invoice associated with the account entry)

1. Open the account transaction form.

2. In the Assign Bank Entry section, click the G/L Account button.

3. The Assign to G/L Account window opens.

4. Fill in the G/L Account field and the Cost Center field.

5. Click the Apply button.

6. Assigning an account entry to an incoming invoice that was paid with an account entry.

7. Open the account posting form.

8. Click the Vendor button.

The Vendor Open Items window opens.

9. Check the box next to the incoming invoice that was settled with the journal entry.

10. Click Apply.

11. Assigning an Account Entry to an Outgoing Invoice

12. Open the account posting form.

13. Click the Customer button.

14. Check the box next to the sales invoice that was settled with the journal entry.

15. Click Apply.

For all incoming and outgoing invoices to which account entries have been assigned, the workflow step has now changed (“Paid” for outgoing invoices / “Settled” for incoming invoices.)