Bookeasy Help Manual

Bank Files

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Bank Files

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Bank Files

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Bookeasy automatically produces an bank (aba) file for each Operator Return report so that operators can be paid electronically.

 

*PLEASE NOTE - IF AN OPERATOR DOES NOT HAVE BANK DETAILS ENTERED INTO BOOKEASY, THEY WILL NOT APPEAR IN THE BANK FILE AND MAY NEED TO BE PAID BY CHEQUE.*

 

*IF YOU NEED TO ENTER BANK DETAILS FOR OPERATORS WHO YOU ARE NOT THE MOTHERSHIP FOR YOU WILL NEED TO GET THEIR BANK DETAILS AND CONTACT BOOKEASY TO ADD THESE IN .*

 

Setting up Bank File

Sending Bank File

Sending Comm Bank File

 

To use the bank file functionality, the bank account details of the operators and the visitor centre /booking agent need to be entered first. Follow the instructions below to do this.

1. Complete Visitor Centre /Booking Agent bank details.

From the Main Menu, click on Controlling Data (under the heading Administration). Enter details using the example below as a guide. Press Save to record.

Field

Description

Example

Bank Name

3 characters

BWA

APCA Name

26 characters filled with underscores where shorter than this. This is provided to you by the bank.

BOOKEASY GENERAL ACCOUNT__

APCA Number

6 characters, filled with underscores. This number is provided by the bank.

732738

Reel Sequence

2 characters

01

Account Number

9 characters, right justified, underscore filled.

___876543

Account BSB Number

7 characters xxx-xxx

736-837

Account Name

16 characters, underscore filled

BOOKEASY ACCOUNT

2. Complete Operator bank details.

Please follow the instructions below to complete each field. Press Save to record.

Field

Description

Example

Bank Name

This is optional and for your own reference only. It is not used on the bank file.

 

Bank Branch

This is optional and for your own reference only. It is not used on the bank file.

 

BSB Number

This needs to be 7 characters in length.

xxx-xxx

Account Number

This needs to 9 characters in length. Hyphens need to be edited out where necessary. Where the number is less than 9 characters it needs to be right justified with spaces in the front.

If the number is 88990-8888 it would be entered as 889908888.

If the number is 78363 it would be entered as spacespacespacespace78363

Account Title

32 Characters length (Surname followed by given names, 1 blank space between each name, left justified, blank filled). If the name is shorter than 32 characters then the field will be automatically entered by Bookeasy (these do not need to be manually entered).

BOOKEASY HOTEL

OR

SMITH ANNABELLE

Account Code

This is optional and would be the account code that matches an optional external accounting system.

 

 

Bookeasy automatically produces an bank (aba) file for each Operator Return report so that operators can be paid electronically.

 

There are 3 Bank Files that Bookeasy produces, You will need to find out which bank file is suited to your bank?

 

Download Bank File (Balancing Record) - Commonwealth, Bank West, St Georges.

Download Bank File - NAB, Westpac

Download Bank File (Bendigo Bank) - Bendigo Bank (Bendigo needs the Account Name field to be at least 20 characters long, as opposed to the standard 16 characters. The width of the account field in the Bendigo Bank file is now 25 characters.)

 

PLEASE NOTE:

IF AN OPERATOR DOES NOT HAVE BANK DETAILS ENTERED INTO BOOKEASY, THEY WILL NOT APPEAR IN THE BANK FILE AND MAY NEED TO BE PAID BY CHEQUE.

IN CONTROLLING DATA YOU WILL ALSO NEED TO FILL IN YOUR BOOKING CENTRES BANK DETAILS.

DOWNLOADING THE BANK FILE FROM BOOKEASY AND SUBMITTING BANK FILE TO THE BANK

Bookeasy has the functionality to automatically create bank files in .aba format that you may submit to your bank to process your payments. There are two versions of the bank file; the standard bank file and the bank file that includes a balancing record.

To create your bank file

1. In the Main Menu click on Operator Returns in the Operator Returns section of the console. The Operator Reports screen will be displayed.

2. Click on the Enter Start Date OR Return Date field and a drop down menu will be displayed listing the dates that you have previously run new reconciliations.

3. Click on the date of the return that you are going to produce a bank file for and then click on View Report. The information included in the selected return will be displayed.

4. Click on Download Bank File, Download Bank File (Bendigo) or on Download Bank File (Balancing Record) if you require your bank file to have a balancing record included. The File Download window will be displayed.

 

5. Click on Save in the File Download window. The Save As window will be displayed.

6. Navigate to the location on your computer that you are going to save your bank file to.

7. The default file name for your Bank File is the return date. If you would like to customise the file name of the Bank File then enter the required file name into the File name field. The Save as type field should display .aba Document.

8. Click on Save. The Bank File will be saved to the location you have specified.

9. Submit your Bank File to your bank according to their submission procedure.

To view the Bank File

1. Navigate to the location where you saved your Bank File and right-click on the file. A list of options will be displayed in a drop down menu.

2. Click on Open With and then click on Select Program. The Open With window will be displayed.

3. Double-click on Notepad. The Bank File will be displayed in Notepad format.