Reconcile a TransferMate Bank Statement

If you use AP Payments as part of ZoneCapture, use this guide to set up automated bank statement reconciliation for TransferMate payments within ZoneReconcile, ensuring your bank data flows seamlessly into NetSuite for processing.

Note: Clicking on the images within this guide will enlarge them for better viewing.

The setup consists of three primary phases:

1. Create a bank account configuration

   1.1. Preparation

   1.2. NetSuite Configuration

2. Create a bank statement file processing record
3. Enable the auto import logic

1. Create a bank account configuration

1.1. Preparation

1. Locate the Source Folder (Documents > Files > File Cabinet): Identify the File Cabinet folder where TransferMate downloads your statements. In our example below, this would be the folder with ID 555.
2. Create a Destination Folder: Create a new folder at the same directory level as the TransferMate folder. This will be used for processed files.
3. Open Your Statement: Download a sample bank statement and open it in Excel or a CSV editor to identify the column mapping.

1.2. NetSuite Configuration

1. Navigate to Setup > ZoneReconcile Setup > Bank Account Configurations > New.
2. Fill in the Import File Configuration.
   1. BANK ACCOUNT= Select the specific account where these payments should be posted.
   2. Map the fields based on your CSV/Excel file structure. 
      1. Using the standard TransferMate format as an example, number the columns on the file from 0, 1, 2, and so on as seen in the figure below.
      2. Fill in the following fields based on their column numbers. Note: The values shown in this example may differ from what you need to use as those depend on your statement file.
         1. DATE COLUMN = 0 because it is in Column A

         2. DESCRIPTION COLUMN 1 = 9 because it is in column J. This will help match the payments.

            

         3. DEBIT/CREDIT COLUMN = 8 because this is in column I.

            

         4. DEBIT/CREDIT IDENTIFIER = Debit, Credit

            

         5. AMOUNT COLUMN = 13 

            

         6. CSV DATE FORMAT = Select the Date format on your statement.

            

         7. COMMISSION/FEE COLUMN = 12

            

         8. HAS CSV HEADER ROW = TRUE (Tick the box)

         9. NUMBER OF HEADER ROWS = 1

            

         10. STATEMENTS FOLDER ID = Enter the value of the folder you created in 1.1.2 above. In this example, it is 444.

             

         11. CSV DELIMITER = Open the file using TextEdit or Notepad and check what is used to separate the data fields. In this example, it is a comma (,).

             

             

3. Scroll down to Matching Preferences. Enable 'Match closed on document number parameters'.
4. In the Processing Preferences subtab, 
   1. Select the Default Payables Account.
   2. (Recommended) Enable 'Create Vendor Prepayment as Journal' and 'Create Journal Instead of Check'.
5. Click Save.

2. Create a bank statement file processing record

To be able to Auto-Process the Bank Statements from the File Cabinet, create a Bank Statement File Processing record.

1. Navigate to Setup > ZoneReconcile Setup > Bank Statement File Processing Rule > New.
2. Fill in the following:

   1. UN-PROCESSED FOLDER = The source folder from 1.1.1.

      

   2. PROCESSED FOLDER  = The destination folder from 1.1.2.

      

3. Select your preference for Statement Auto-Import Settings. ‘Create bank statements, match and process transactions’ is recommended for full automation. Lastly, select the bank account configuration created in step 1.2.

   

4. Click Save.

3. Enable the auto import logic

The final step is to activate the background script that triggers the import. Please follow the detailed technical steps in our documentation here: Enable the Auto Import Logic.