Bank import check once an hour

This tutorial fixes the issue when: 

  • You have an automatic bank connection
  • Customers pay in the bank
  • Payments are instantly added to ERPLY Books
  • Customers make an order online which is the basis for their payment
  • But the order reaches ERPLY Books later than the payment
  • As the payment comes first, then ERPLY Books doesn’t know how to connect it and it remains in the system as an unsuccessfully connected payment
  • You open the bank import, you will see “green” rows but the system won’t save them

How it works

The basic process of a bank import goes like this:

  1. Set up an automatic bank connection in “Integrations”.
  2. When a payment is received, ERPLY Books adds it as a pending payment in the database.
  3. ERPLY Books will check the system every 2-3 minutes to see whether there is a document that can be connected to the payment.
  4. If not, the payment will be marked as red.
  5. If there is a document, ERPLY Books will check whether the details match.
  6. If everything matches, the payment will be marked as green.
  7. If some details do not match, like the amount of the payment, the payment will be marked as yellow.
  8. If you see red, yellow and blue colors, you need to check these manually because ERPLY Books can’t connect payments in the bank import with invoices that already exist.

You can read more about the bank import here. 

How to set up the bank import automatically for once an hour?

Payments can enter the system before or after the documents. In the case of payments coming earlier than documents, ERPLY Books will mark these as red (because it cannot connect a non-existent document).

As we mentioned above, red payments need to be checked manually.

To save you time, add a rule to the bank import. 

The rule will let the system automatically check the unsuccessful payments once an hour. If any of the payments turn green (for example, an order that is connected to payment was synchronized from an external system), it will try to save the green ones for you.

If a payment is marked green in the bank import but it will not save – this means that no document was entered to ERPLY Books, but the system was able to find something in common with existing documents.

  1. Search “Automatic bank import” in the search bar on the dashboard.
  2. Click “+Add” to add a new rule.
  3. Set the alignment to the time interval you want, and name it if needed.
  4. Click “Save”.
  5. Refresh to see the change.
  6. You can delete the rule at any time if you wish, or select false in the “Currently Active?” column.

32. Save payments from bank import automatically?

With this rule, all bank import payments will be automatically saved, even those that are marked as red. When you reopen the bank import, all payments will be there. 

To add this rule, go to “Settings” -> “Configuration” -> find rule “32. Save payments from bank import automatically?” and activate it. 

When the rule is activated, log out/in.

How to view unsuccessful payments?

All unsuccessful payments located in the bank import (marked as red) can also be viewed in the “Reports” -> “Money in and out”. Select Document Status as “Unsuccessful” and press “Search”. If requested, then fill other fields as well.

To see only Money in payments, go to “Sales” -> “Cash in”. Select Document Status as “Unsuccessful” and press “Search”. If requested, then fill other fields as well.

 

To see only Money out payments, go to “Purchases” -> “Cash out”. Select Document Status as “Unsuccessful” and press “Search”. If requested, then fill other fields as well.