BankLink Notes Guide
Below you will find brief information for BankLink Notes. This guide provides instructions on installing, using, and managing BankLink Notes for processing accounting data. It covers adding notes, coding transactions, generating reports, and more.
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BankLink Notes Guide
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BankLink Notes Guide for Australia
Table of Contents
Adding GST Amount, Tax Invoice indicator and Quantity ....................................... 18
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Chapter 1: Start Here!
Your accountant requires information about your business in order to process your accounts and produce a BAS/GST return.
In the past your accountant may have faxed or posted a BankLink Coding Report to you.
After adding a description to each transaction in the Coding Report you would return it to your accountant.
This process can now be completed via email using BankLink Notes.
Your accountant sends an email with a transaction file attached. Opening this file displays your transactions in BankLink Notes. You add descriptions (Notes) to the transactions which enable your accountant to code them.
Alternatively, your accountant may provide you with a chart of accounts or payee list so that you can code your own transactions.
When you have processed all the transactions, you email the file back to your accountant.
If you're reading this on-line you'll already have installed the software, but if you're reading a printed Guide, your next step is to read Installing BankLink Notes.
This Guide was last updated on 19 March, 2009.
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BankLink Notes Guide for Australia
Installing BankLink Notes
To be able to work on the files your accountant sends you, you first need to install BankLink
Notes. The BankLink wizard will guide you through this very simple process.
Hardware and Software Requirements
BankLink Notes is a Windows application and will run on any stand-alone PC with a 32-bit
Windows Operating System, e.g. Windows 98, 2000 or XP. The PC must also be able to send and receive emails.
To install BankLink Notes
1
2
Close all applications currently running on your PC
Double-click setupbnotes.exe
You see the BankLink Notes Setup Wizard
3
Read the recommendation and then click Next
You see the License Agreement window
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Chapter 1: Start here!
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5
Click to select I accept the agreement
Click Next
You see the Select Destination Location window
6
The destination directory defaults to C:\BNotes &endash; you can click Browse to change the drive and folder if required
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BankLink Notes Guide for Australia
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Click Next
You see the Select Start Menu Folder window
8
9
The Setup Wizard creates the BankLink Notes program’s shortcuts in the BankLink
Start Menu folder &endash; you can change this if required
Click Next
You see the Select Additional Tasks window - the Create a desktop icon check box is enabled by default
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Chapter 1: Start here!
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Click Next
You see the Ready to Install window with a summary of the actions that will be carried out
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Click Install to complete the installation process
The Setup Wizard installs the software and then displays a message telling you that the installation is complete
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BankLink Notes Guide for Australia
12
Click Finish to exit the Setup Wizard
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Chapter 2: BankLink Notes Basics
When you start adding notes or coding, there are a few things you need to know about how
BankLink Notes works.
See the topics listed below to learn about:
•
Viewing Bank Accounts
•
•
Changing Column Widths and Column Order
The Transaction Panel
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BankLink Notes Guide for Australia
Opening Files
There are two ways to open a transaction file.
To open a transaction file from an email message
1
Double-click on the email attachment, for example, HAMILTON_10.trf
You see the Opening Mail Attachment window
2
Click Open
BankLink Notes opens automatically, displaying your transactions
To open a saved transaction file
1
2
3
4
5
Save the email attachment to a folder
Double-click the BankLink Notes icon on your desktop to open the application
BankLink Notes opens
Click File, Open
BankLink Notes displays the Open BankLink Notes file window
Browse to the folder you saved the email attachment to and click to select it
Click Open
BankLink Notes displays your data
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Chapter 2: BankLink Notes Basics
Each transaction is displayed on a separate row in the Transaction Worksheet. The selected transaction is highlighted in colour with a bold border indicating the active field.
The Transaction Panel provides an alternative view of the selected transaction.
The first column contains an icon beside the second transaction dated 9/12/05 for
$1,200.00. This indicates that your accountant has coded this transaction, i.e. 380 - in the Account field.
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BankLink Notes Guide for Australia
Viewing Bank Accounts
You can view only one bank account at a time in BankLink Notes. If you have more than one bank account, process the transactions in your first account and then select another account.
To view another bank account
1
Click Bank Account
2
Select a bank account from the drop down list
BankLink Notes displays the transactions for the bank account you have selected
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Chapter 2: BankLink Notes Basics
Sorting transactions
By default, transactions are sorted in date order. Your transactions can also be sorted in
Reference, Narration, Account or Amount order. The mouse pointer changes to a hand symbol when it is placed over a column header you can sort on. The sort order is indicated by a down arrow symbol in the upper right hand corner of the column header - the example below shows that the file is sorted in Date order.
To sort transactions:
•
Click one of the column headings in the Transaction Worksheet:
•
Date to sort the transactions in date order
•
Reference to sort the transactions in cheque number order
•
Account to sort the transactions in account code order
•
Amount to sort the transactions by amount
•
Narration to sort the transaction alphabetically by narration
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BankLink Notes Guide for Australia
Changing column widths and column order
You can change the column widths and column order in the Transaction Worksheet.
To change the column widths in the Transaction Worksheet:
1
Position the mouse pointer on the line separating the column headings
2
To change the column order in the Transaction Worksheet
1
2
The pointer is transformed to indicate that the column width can be changed
Drag the cursor right to increase the column width or drag the cursor left to decrease the column width
Hold down the Shift key and click on a column heading to select the column
The column header changes colour
Position the mouse pointer on the selected column heading and drag the column to its new position
Changes made to the column widths or column order are not remembered when the transaction file is saved.
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Chapter 2: BankLink Notes Basics
Viewing the Transaction Panel
The Transaction Panel at the bottom of the window offers you an alternative view of the transaction highlighted in the Transaction Worksheet.
You can add notes or code transactions from either the Transaction Worksheet or the
Transaction Panel.
To show the Transaction Panel:
•
•
Enable the Show Panel check box or
Click View, Transaction Panel
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Chapter 3: Processing Transactions
Your accountant will let you know how to process your transactions in BankLink Notes. Your accountant may decide the best approach is for you to add notes about the transactions, enabling them to code. Alternatively, they may provide you with a chart of accounts or payee list so that you can code your own transactions.
Your accountant can configure BankLink Notes to appear as follows:
BankLink Notes - all fields available
The first column contains an icon beside the first transaction listed. This indicates that your accountant has coded this transaction, that is 309 has been entered in the
Account field.
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BankLink Notes Guide for Australia
BankLink Notes - restricted to the Notes field
See the topics listed below to find out more about:
•
GST Amount, Tax Invoice indicator and Quantity
•
•
•
•
• Coding
•
Coding by Payees
Assigning jobs to transactions
Editing Superfund details
Adding unpresented items
Deleting unpresented items
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Chapter 3: Processing Transactions
Adding Notes
The information your accountant needs is:
•
What a transaction is for
•
Who the payment is to/from
This information can be added to the Notes field.
To add Notes via the Transaction Worksheet:
1
Click in the Notes field
2
Enter the information your accountant has requested
1
2
To repeat Notes from the previous transaction in the Transaction Worksheet:
•
In the Notes field, press the + key on the numeric keypad
BankLink Notes repeats the Notes in the previous transaction and moves to the next transaction line
To copy and paste Notes:
Right click the Notes field you want to copy and select Copy (Ctrl+C)
Right click the Notes field you want to copy the Notes to and select Paste (Ctrl+V)
2
3
To add notes via the Transaction Panel:
1
Click in the Notes field
Enter the information your accountant has requested
Click Next to move to the next transaction
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BankLink Notes Guide for Australia
Adding GST Amount, Tax Invoice indicator and Quantity
•
•
Your accountant may also want to know:
•
What the GST amount is
Whether you have a tax invoice
How many items did you buy/sell
All this information can be added to the Notes field but it may be helpful to your accountant if you use the designated fields.
To add GST Amounts:
1
Click in the GST field
2
Enter the GST amount
BankLink Notes can calculate a GST amount based on the GST rate:
•
Type the GST rate in the GST field and press the % key
To advise your accountant that you have Tax Invoices:
1
Click in the Tax Inv field
2
Click again to enable the Tax Inv check box
The Tax Invoice check box is available at transaction level, and also in dissections. This means that if you are dissecting a credit card payment for example, you can indicate for each line of the dissection whether there is a tax invoice available.
To add Quantities:
1
2
Click in the Quantity field
Enter the number of items you bought/sold
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Chapter 3: Processing Transactions
Dissecting transactions
Sometimes a transaction can relate to multiple goods or services.
In the following example cheque number 100080 was for new tyres and fuel:
All this information can be added to the Notes field but it may be helpful to your accountant if you dissect the transaction.
To dissect transactions:
1
Click in an active field of the transaction you want to dissect, for example, Notes
2
Click Dissect the transaction
If you click in the Account, GST, Payee or Job fields you can press / to display the
Dissect Entry window
BankLink Notes displays the Dissect Entry window
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BankLink Notes Guide for Australia
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4
5
6
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8
Type an amount and press Enter
Type a description of the first good/service, e.g. tyres, and press Enter
Type an amount and press Enter
Type a description of the second good/service, e.g. fuel, and press Enter
Continue to add information about the transaction as required
Click OK
BankLink Notes displays the main window showing all transactions
This symbol appears in the Amount field when a transaction is dissected
If the Account field is visible the word DISSECTED will appear
In the Dissect Entry window
•
Ctrl+Delete deletes a line
• remaining value
Bring a percentage of the total transaction value into the Amount field by typing a percent and then pressing the % key
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Chapter 3: Processing Transactions
If you have incorrectly dissected a transaction you may want to remove the dissection and start again.
To remove a dissection:
1
In the main screen, click in the Account field of the dissected transaction
2
3
Press Delete
BankLink Notes displays the Remove Dissection window and asks you to confirm that you want to remove all of the dissection lines for the entry
Click Yes to remove the dissection
Dissections created by your accountant can only be removed by the practice
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BankLink Notes Guide for Australia
Coding
Your accountant may have provided a chart of accounts in order for you to code your own transactions.
To code via the Transaction Worksheet:
1
Click in the Account field
2
Type an account code, or click to select a code from the drop down list (F4)
To repeat the account code from the previous transaction in the Transaction
Worksheet:
3
4
5
BankLink Notes repeats the account code in the previous transaction and moves to the next transaction line
To copy and paste an account code:
1
Right click the Account field you want to copy from and select Copy (Ctrl+C)
2
Right click the Account field you want to copy the code to and select Paste (Ctrl+V)
To code via the Transaction Panel:
1
Click in the Account field
2
3
Type an account code, or click to select a code from the drop down list (F4)
Click Next to move to the next transaction
GST is calculated automatically by BankLink Notes - only amend the GST amount if you have a tax invoice showing a different value
To dissect and then code a transaction:
1
2
Click in the Account field of the transaction you want to dissect
Click Dissect the transaction
BankLink Notes displays the Dissect Entry window
6
Type an account code, or click to select a code from the drop down list (F4)
Type an amount and press Enter
Continue to add account codes and amounts until the transaction is dissected as required
Click OK
BankLink Notes displays the main screen showing all transactions
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Chapter 3: Processing Transactions
Coding by Payee
Your accountant may have supplied you with a list of payees that you can use to code transactions.
•
•
A typical payee list may include:
•
Common expense codes
•
Account code splits, for example, Home telephone
Your regular suppliers
The names of your staff members to whom you pay wages and so on
To code by payees via the Transaction Worksheet:
1
Click in the Payee field
2
Enter a payee name or number, or click to select a payee from the drop down list
(F4)
To repeat the payee code from the previous transaction in the Transaction
Worksheet:
BankLink Notes repeats the payee code in the previous transaction and moves to the next transaction line
To copy and paste a payee code:
1
2
Right click the Payee field you want to copy from and select Copy (Ctrl+C)
Right click the Payee field you want to copy the code to and select Paste (Ctrl+V)
To code by payee via the Transaction Panel:
1
Click in the Payee field
2
Enter a payee name or number, or click to select a payee from the drop down list
(F4)
Click Next to move to the next transaction
3
To add a new Payee:
1
Type a new payee name into the Payee field and press Enter
BankLink Notes displays the Add new payee window
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BankLink Notes Guide for Australia
2
Click Yes to confirm that you want to add the payee
Your accountant will link the appropriate account codes to this payee for use in future months
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Chapter 3: Processing Transactions
Assigning jobs to transactions
Your accountant may have supplied you with a list of jobs that you can assign to transactions.
To assign a job via the Transaction Worksheet:
1
Click in the Job field
2
Enter a job name or code, or click to select a job from the drop down list (F4)
To repeat the job code from the previous transaction in the Transaction
Worksheet:
BankLink Notes repeats the job code in the previous transaction and moves to the next transaction field
To copy and paste a job code:
1
Right click the Job field you want to copy from and select Copy (Ctrl+C)
2
Right click the Job field you want to copy the code to and select Paste (Ctrl+V)
To assign a job via the Transaction Panel:
1
Click in the Job field
2
3
Enter a job name or code, or click to select a payee from the drop down list (F4)
Click Next to move to the next transaction
To add a new Job:
1
Type a new job name into the Job field and press Enter
BankLink Notes displays the Add new job window
2
Click Yes to confirm that you want to add the job
Your accountant will set the job code up so that it can be included in your subsequent
Notes files
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BankLink Notes Guide for Australia
Editing Superfund details
If your accountant has set up your BankLink Notes file so that you can provide more information about Superfund transactions you will see the Edit Superfund Details button:
The Superfund details that you can enter for a transaction include:
•
Unfranked Amount, and
To edit superfund details:
1
2
Click to select the transaction you want to add superfund details to
Click Edit Superfund Details
BankLink Notes displays the Edit Superfund Details window
3
4
Enter the Franked Amount
BankLink Notes calculates the Unfranked Amount and Franking Credits for you
Click OK
BankLink Notes displays the transaction with an S in the first column to show that superfund details have been added
You can change the Franking Credits amount if necessary - BankLink Notes adds an orange highlight to the field to show that the calculated amount has been overwritten
If you have entered an incorrect Franking Credits amount, click Calculate to restore the amount calculated by BankLink Notes
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Chapter 3: Processing Transactions
3
4
5
If you have added incorrect amounts, you can click Clear to remove all values from the Edit Superfund Details window and start again
You can add superfund details to the lines of a dissection.
To add superfund details to a dissected transaction:
1
Click in the Account field of the transaction you want to dissect
2
Click Dissect the transaction
BankLink Notes displays the Dissect Entry window
6
7
8
9
Type an Account code, or click to select a code from the drop down list (F4)
Type an Amount and press Enter
Click Edit Superfund Details
BankLink Notes displays the Edit Superfund Details window
Enter the Franked Amount
BankLink Notes calculates the Unfranked Amount and Franking Credits for you
Click OK
Continue to add account codes, amounts and superfund details until the transaction is dissected as required
Click OK
BankLink Notes displays the transaction with an S in the first column to show that superfund details have been added
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BankLink Notes Guide for Australia
Adding unpresented items
The transactions processed so far have all been presented at the bank. Your accountant may ask you to add unpresented cheques, withdrawals and deposits in BankLink Notes.
Once you've added unpresented items you can use chart of accounts codes, payees, jobs or just notes to provide information about the transaction to your accountant.
To add unpresented cheques:
1
Click Unpresented Cheques
BankLink Notes displays the Add Unpresented Cheques window
2
3
4
5
Type the first cheque number of the range in the From field
Type the last cheque number of the range in the To field
Click OK
BankLink Notes compares the cheque numbers that you have entered with the presented cheques in the same period. Any cheque numbers in the range you entered, which are not found in the presented transactions, will be added as unpresented cheques on the last day of the current period, for example, 31/12/05.
Click Yes to add the unpresented cheques
The unpresented cheques are added with a zero value, that is, 0.00. Red text is used to highlight that an amount must be added.
To add amounts to unpresented cheques:
1
2
3
4
Click in the Amount field of an unpresented cheque
Enter the cheque amount
Press Enter
Repeat the above process until you have assigned amounts to all unpresented cheques
To add an unpresented withdrawal:
1
Click Unpresented Withdrawal
BankLink Notes displays the Add Unpresented Withdrawal confirmation window
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Chapter 3: Processing Transactions
2
Click Yes to add an unpresented withdrawal
The unpresented withdrawal is added with a zero value, that is, 0.00. Red text is used to highlight that an amount must be added.
To add an amount to an unpresented withdrawal:
1
2
3
Click in the Amount field of the unpresented withdrawal
Enter the withdrawal amount
Press Enter
To add an unpresented deposit:
1
Click Unpresented Deposit
BankLink Notes displays the Add Unpresented Deposit confirmation window
2
Click Yes to add an unpresented deposit
The unpresented deposit is added with a zero value, that is, 0.00. Red text is used to highlight that an amount must be added.
2
3
To add an amount to an unpresented deposit:
1
Click in the Amount field of the unpresented deposit
Enter the deposit amount
Press Enter
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BankLink Notes Guide for Australia
Deleting unpresented items
You can delete unpresented items that you've added in error.
To delete unpresented items:
1
Click to select the unpresented item you want to delete
2
3
4
Hold down the Ctrl key and press Delete (Ctrl+Delete)
If you have added an amount to the unpresented item, BankLink Notes displays the
Delete Entry window
Click Yes to delete the unpresented item
You can't delete any unpresented items sent to you by your accountant as part of the
BankLink Notes file - you should contact the practice if the items need to be changed or removed.
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Chapter 4: Returning files to your accountant
When you have processed all your bank account data you are ready to return the transaction file to your accountant.
Some initial set up is required to email from within BankLink Notes. See Chapter 6:
Administration.
Emailing files to your accountant
To email a transaction file to your accountant:
1
Click Send to Accountant
4
5
6
2
3
BankLink Notes displays a message informing you that the transaction file must be saved prior to being sent
Click OK
BankLink Notes displays the Save BankLink Notes file window
Click Save to save the file with its existing name to the BankLink Notes folder
BankLink Notes displays the Send Mail window with the Notes file attached:
Enter your accountant’s email address in the To field
Click in the Subject field and enter a subject if required
Click Attach Another File to include another file with the email - for example a document or spreadsheet
7
8
You can click in the Message field and type a message to your accountant
Click Send
A message appears to confirm that the message has been sent.
If you are having difficulty setting up BankLink Notes to send emails from within the software there is another method which you can use.
First, you save the transaction file to a folder on your PC and then attach it to an email.
To save your transaction file:
1
Click Save
2
3
4
BankLink Notes displays the Save BankLink Notes file window
BankLink Notes saves the file by default to the folder where the Notes software is installed, with the existing file name - you can change this if required
Click Save
Now open your mail program and send the transaction file as an email attachment
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Chapter 5: Reports
You can produce the following reports from BankLink Notes:
•
•
•
Transaction list including the notes you have added
Chart of accounts (if your accountant sends a chart)
Payee list (if your accountant sends a payee list)
The reports cover only the data included in the file you have open when you produce the report.
See Producing reports and Print Setup Options for further information.
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BankLink Notes Guide for Australia
Producing reports
To produce a report:
1
Click Reports and choose one of the following:
•
Chart of Accounts
•
Payee List
•
Transaction List
•
Transaction List with Notes
2
3
If you choose Transaction List, or Transaction List with Notes, BankLink Notes displays the Report Options window
Enable the checkbox if you want to Rule a line between entries
Click OK
BankLink Notes previews the report to screen
Toolbar Options
When you preview a report you can use the toolbar at the top of the window to perform the following actions:
To take you to the Print Setup window
To print the report using your default printer
To display the report ‘full width’ on screen
To display the report ‘full page’ on screen
To alter the ‘percentage size’ of the report on screen
To close the report
To view the first page of the document
To view the previous page of the document
To view the next page of the document
To view the last page of the document
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Print Setup Options
When you preview a report, you can change your print options.
To change your print options:
•
Click the Setup button on the toolbar
You see the Print Setup window:
Chapter 5: Reports
1
2
3
To select a different printer:
1
2
3
Click in the Name field
Select a printer from the drop down list
Click OK
To change the properties of your printer:
1
Click Properties
2
3
Change your printer’s properties as required
Click OK
To select the paper size:
Click in the Size field
Select the paper size from the drop down list
Click OK
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BankLink Notes Guide for Australia
To select the paper source:
1
2
3
Click in the Source field
Select the paper source from the drop down list
Click OK
To select the orientation:
1
2
Click one of the options in the Orientation field:
•
Portrait
•
Landscape
Click OK
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Chapter 6: Administration
•
•
This chapter covers:
•
Emailing from within BankLink Notes
Password protecting a transaction file
Saving files and abandoning changes
•
Updating BankLink Notes
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BankLink Notes Guide for Australia
Emailing from BankLink Notes
You can email directly from BankLink Notes once you have set up your email attributes (mail settings).
To set up mail settings for Microsoft® Outlook:
1
Click Send to Accountant
2
3
4
BankLink Notes displays the Send Mail window
Click Settings
BankLink Notes displays the Mail Settings window
Select Microsoft® Outlook
Click OK
To set up mail settings for all other mail programs:
1
2
3
Click Send to Accountant
BankLink Notes displays the Send Mail window
Click Settings
BankLink Notes displays the Mail Settings window
Select Use this application if you use any other mail program, e.g. Outlook®
Express, Netscape mail etc
4
5
6
BankLink Notes displays the User Information and Server Information panels
Click in the Name field and enter your name
Click in the E-mail address field and enter your email address
Click in the Outgoing mail (SMTP) field and enter the address of your Internet Mail
SMTP Server
Change the entries in the Port and Connect Timeout fields if required
7
8
Enable the My server requires authentication check box if your mail server requires you to enter a user name to log in
•
Click in the Account name field and enter the account name used when logging in to your mail program
•
Click in the Password field and type the password used when logging in to your mail program
Click OK
9
Usually one Internet account name and password will log you into both the Internet and your mail server. Only in rare cases is an additional account name required to log in to your mail server.
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Chapter 6: Administration
Password protecting a transaction file
You can password protect BankLink Notes transaction files, ensuring that only you and your accountant can view your bank statements.
Your accountant can add an initial password prior to e-mailing your transaction file. Ideally your accountant will have consulted you first!
To open a password protected file:
1
Open your file, either from the email attachment or from within the BankLink Notes software
BankLink Notes displays the Password window:
2
3
2
3
Enter your password
Click OK
To add or change your password:
1
Click File, Password
Enter your new password
Click OK
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BankLink Notes Guide for Australia
Saving files and abandoning changes
You can save BankLink Notes files or choose to abandon any changes you have made.
Saving files
To save the transaction file in a location and with a name of your choice:
1
Click File, Save as
BankLink Notes displays the Save BankLink Notes file window
2
3
Choose a location and change the file name if required, for example
C:\BNotes\MYFILE_1.trf
Click Save
BankLink Notes saves the file
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Chapter 6: Administration
Abandoning changes
If you have been working on a file and realise that the changes you have made are incorrect, you may want to close the file without saving anything and then reopen it to start again from scratch.
To abandon all changes made on a transaction file since it was last saved:
1
Click File, Abandon Changes
2
Click OK to confirm that you don't want save your changes
BankLink Notes closes the file without saving any changes you have made
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BankLink Notes Guide for Australia
Getting Help
The Help menu is where you can access full on-line help.
To view on-line help:
•
Click Help, BankLink Notes Help or press F1
You can view the program and system information via this menu, that is, the BankLink Notes version number and its location on your PC. Your accountant may also have included practice contact details with your BankLink Notes file - they are displayed along with the program and system information.
To access the Windows Calculator:
To view program and system information:
•
Click Help, About BankLink Notes
If you are sending emails from within BankLink Notes using an email program other than
Microsoft Outlook, the software records the sent items in an email log, accessible from the
Help menu.
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Chapter 6: Administration
Updating BankLink Notes
From time to time your accountant will ask you to upgrade your version of BankLink Notes.
You need to be using the correct version of BankLink Notes to be able to read the files your accountant sends you.
You can upgrade from within the software.
To upgrade BankLink Notes:
1
Open a BankLink Notes file
2
Click Help, Check for Updates
BankLink Notes displays the Check for Updates confirmation window
3
4
5
Click Yes (only if your accountant has requested you to do this)
BankLink Notes compares your software to the files available for download and displays progress in the BankLink Notes Update window - BankLink Notes lists any updates found and displays the Download Now button
Click the check box to select an update
Click Download Now and follow the prompts to update your software
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Download
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Document public link
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Key features
Transaction Processing
Coding and Notes
Report Generation
Emailing files
Password Protection
Frequently asked questions
Double-click setupbnotes.exe and follow the BankLink Notes Setup Wizard prompts.
Click in the Notes field and enter the information your accountant has requested.
Click Send to Accountant, and enter your accountant's email address.
