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Entering business bank payments and receipts manually

If you do not want to, or cannot, import bank transactions from your bank account you will need to enter payments and receipts manually into Clever Accounts.

However, you will need to decide on whether you want to use the bank account as a cashbook (e.g. inputting directly from the bank statement) or to pay off customer and supplier accounts that you use to track the invoices you receive.

Cashbook

Although this is the easiest and quickest approach it doesn't necessarily give you full reporting analysis or help you track activity from certain suppliers or customers.  

With this approach you enter all payments and receipts once they hit the bank.  Therefore, whenever you receive or make a payment you would go into Clever Accounts and enter the transaction from or into the bank account.

This is a good way to record transactions easily and helps you ensure the bank balance matches the real balance.

Customer & Suppliers

If you would like to track invoices by customer or supplier you would use this method.  First, it is a good idea to add in as many customers and suppliers into Clever Accounts as possible that you work with.  

When an invoice comes in from a supplier you enter the invoice details into the relevant supplier account.  You may not pay off the supplier straight away and therefore a balance will remain on the supplier account which reminds you that a payment is due.

See invoicing for further details

When you make a payment to that supplier you would go into supplier payments and enter a payment against the supplier.  This then reduces the balance to NIL (assuming full payment is made) and enter a bank transaction into the bank account.

You would not enter invoices for every transaction that occurs.  Expenditure such as wages, bank charges, tax payments, direct debits will not always have invoices and thus you would need to enter the payment directly via the cashbook approach.

Whichever approach you decide you will still need to use this facility if you do not import your transaction.

Entering the payment

Click on the appropriate link to add a payment or receipt.

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There are certain fields that are required when entering a transaction.

The date can be entered in a variety of ways such as 310313, 31032013 or 31/03/2013.

Enter a reference for the transaction.  This field will be shown on the bank transaction listing.

The transaction must be assigned a nominal code so that the software can correctly deal with the transaction.  To use the field, starting typing a description such as "telephone" and the field will display all relevant account codes.  You can search for a text string or account code number.  If you are unsure, hit the space bar to load all account codes to select from.

Enter the net amount of the transaction and choose the VAT rate (if VAT registered).  The gross will be calculated automatically.  If you do not know the net, enter the gross amount in the net field, assign a VAT rate then click on the "inclusive" link to change the amounts to net.

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Multiple lines

If you have a transaction that is split between different account codes e.g. where postage might be charged.  You can add a new line to enter another nominal code and amount to the bank transaction.

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Any number of multiple lines can be added to one bank transaction.

When you are finished, click save to add the transaction.

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