Recommended Bank Set up and Batch Payment Process

JobBag allows you to set up multiple bank accounts and credit cards for processing receipts, payments and bank reconciliations.

If you use multiple banks or credit card providers, you can create a separate Address Book record for each financial institution.

Before you start

Each bank account or credit card must be linked to a General Ledger (GL) account to ensure transactions are posted correctly. Make sure the appropriate GL accounts have been created before proceeding.

Step 1 – Create an Address Book Record for Your Bank

1. Navigate toJobBag Menu > Address Book > New.
2. Select Business.
3. Select Bank as the business type.
4. Enter the bank's contact and business details.
5. Save the record.

ABA File Details (for Batch Payments)

If you plan to process batch payments, complete the Bank section of the Address Book record with the required ABA file details.

You may need to contact your bank to confirm the correct information and ABA file specifications.

Note: The EFT User Number is specific to your banking arrangement. Contact your bank representative to confirm the correct details and ABA file requirements.

Step 2 – Create a Bank Account

1. Open the bank's Address Book record.
2. Select the Banks and Your Accounts tab.
3. Click + to create a new account.
4. Select the appropriate Account Type.
5. Enter the required bank account details, including BSB and Account Number.
6. Select the corresponding GL Account from the drop-down list.
7. If you intend to use this account for batch payments, tick Batch Payments and select the appropriate EFT export file format.
8. Save the record.

The account will now appear in the Bank Accounts List, available for receipts, payments and bank reconciliation.

Step 3 – Create a Credit Card Account (if applicable)

Credit cards are also created through the Banks and Your Accounts tab.

1. Open the relevant bank or credit card provider's Address Book record.
2. Select the Banks and Your Accounts tab.
3. Click + to create a new account.
4. Select Credit Card as the Account Type.
5. Enter the required credit card details.
6. Select the corresponding GL Account from the drop-down list.
7. Save the record.

Important: Always select the correct GL Account so transactions are recorded against the appropriate General Ledger account.

Step 4 – Check Supplier Details for Batch Payments

Before processing batch payments, ensure each supplier's Address Book record contains the correct banking details.

1. Open the supplier's Address Book record.
2. Select the Accounts tab.
3. Check the supplier's bank account details.

Confirm the Default Company Bank Account is correct.

The Default Company Bank Account determines which of your company's bank accounts is normally used to pay that supplier.

When creating a batch payment, JobBag uses this setting to identify outstanding supplier invoices associated with the selected company bank account.

Note: You can process batch payments from multiple company bank accounts. When selecting invoices, ensure you are paying suppliers from the intended account.

Step 5 – Process Batch Payments

The Batch Payments feature allows you to select and pay multiple outstanding supplier invoices and generate an ABA file for online banking.

1. Access Batch Payments

Navigate to Accounts > Batch Payments.

2. Create a New Batch Payment

1. Select the company bank account you want to make payments from.
2. Click New Batch Payment.
3. JobBag displays outstanding supplier invoices based on the default company bank account specified in each supplier's Address Book record.

Note: If you only want to pay suppliers associated with the selected bank account, do not select suppliers assigned to other company bank accounts.

3. Review Outstanding Invoices

1. Review the list of outstanding supplier invoices.
2. Select the invoices you wish to pay.
3. Check the default company bank account displayed against each supplier to ensure payments are being made from the correct account.

4. Create the EFT File

Click Create EFT to prepare the EFT payment file.

5. Finalise the EFT

1. Review the list of invoices included in the payment.
2. Click Finalise EFT.
3. Confirm by clicking Yes twice, followed by OK, to complete the process.

Important: Check the payment details carefully before finalising the EFT file.

Finalising the EFT in JobBag does not transfer funds. The EFT file must be uploaded to your online banking system and authorised according to your bank's payment approval process.

6. Send Payment Advice

Generate and email a Payment Advice to each supplier to confirm their payment.

Processing Returned Payments

Returned payments can occur due to incorrect bank account details, invalid superannuation information, or over-payments. The following process ensures that returned payments are correctly recorded and reconciled.

Frequently Asked Questions

Can I process batch payments from multiple bank accounts?

Yes. You can configure multiple company bank accounts for batch payments. Select the appropriate bank account when creating each batch.

How does JobBag determine which bank account is used to pay a supplier?

JobBag uses the default company bank account specified in the supplier's Address Book record. This determines which company bank account is normally used to pay that supplier.

Why is my bank account not available for batch payments?

Check that the Batch Payments option is ticked in the bank account record and the appropriate export file format has been selected.

Do I need a separate GL account for each bank account?

Each bank account must be linked to the appropriate General Ledger account to ensure transactions are posted correctly and can be reconciled.

Does finalising the EFT file automatically pay suppliers?

No. You must upload the generated EFT file to your online banking system and complete the bank's payment authorisation process.

Where do I enter the EFT User Number?

Enter the EFT User Number in the Bank section of the bank's Address Book record. Contact your bank representative if you are unsure of the correct number.