Accounts

In the account setup in 2Click Accounting, a list of all your created accounts is presented. For each account, you have the option to easily navigate directly to the overview for that specific account, where you can access the following sections:

• Statements: Displayed with the relevant transactions and balance information.
• Transactions: Access to a detailed overview of the account's transactions.
• Setup (edit): Access to the specific setup options for each account.

Filter function for Bank accounts

In the system, there is a filter button that allows you to customize the display of your bank accounts. When the filter is enabled, only the active bank accounts are displayed, giving you a focused view of the accounts that are currently in use or require attention. This can be especially useful if you have many bank accounts and want to work with a limited list of accounts that are relevant to the current period or task.

When the filter is disabled, all bank accounts are displayed, giving you a complete picture of all the accounts created in the system, regardless of their current status.  

Create bank account

DESCRIPTION ON THE WAY! 

Editing Account Setup

In the account setup, you can make changes and customizations in the following areas:

• Set account limits
• Set currency for your bank account
• Define dimensions for your account
• Set up bank integration
• Set up bank users

Set account limits

For each bank account, a daily amount limit can be implemented. This feature is useful for managing and limiting the daily use of funds from the account. It is particularly relevant in cases where there is a need for tight financial management, the prevention of unauthorised transactions and compliance with budgetary guidelines. In addition, the amount limit helps to reduce the risk of fraud or misuse of the account.

How to set an amount limit:

1. Enter the amount you want in the corresponding field.
2. Click Save to save your changes.

Set default bank account for specified currencies

It is possible to assign certain bank account to apply for payments in certain currencies. 

Seen on the picture above, there are two settings that you can use to define currencies for the selected bank account to work for.

•  "Default for currencies" is where you can add the desired currencies your want the house bank account to apply for. There can be multiple currencies stated in the field, in which the account will be default for payments within. 
•  "Default for not specified currencies": By activating this for an account, it will automatically apply for all payments of a currency that no other account is assigned to. This is often done for the company's main house bank account.  

The two settings stated above are important for the setup of banking, especially for using the consolidated view, to ensure handling of payments across companies. Without a house bank assigned to a specific currency, there is no possibility of selecting a house bank for a payment in the consolidated view. The reason for this is to make it possible to create payment batches for different companies, using different accounts, at the same time. 

Bank account activation button

The Activate button allows you to activate or deactivate a bank account in the system. Once an account is activated, it is available for transactions and reconciliation in 2Click Accounting. If you deactivate an account, it will no longer be available for use, which can be useful in cases where an account is temporarily unused or if it has been closed. 

Set dimensions for your account

Dimensions are values that are used to categorize and group posting entries. They provide the ability to track and analyze transactions across different posted entries in your chart of accounts. Examples of dimensions can be specific projects, departments, or cost categories that a record belongs to.

Instead of creating separate general ledger accounts for each department, project, or cost category, the use of dimensions allows you to specify how the entries are distributed within the same general ledger account. This reduces the need for a comprehensive chart of accounts and allows reporting to be more precisely customized. By using multiple dimensions, you can get an in-depth analysis and better basis for business decisions.

To define dimensions for your account:

1. Click Account Setup.
2. Find and click the Edit button  to change the account setup.
3. Select the values you want for the dimensions.
4. Click Save to save your changes.

Set up bank integration

Bank integration requires working closely with your bank to establish a direct connection between your bank accounts and 2Click Accounting. Once this integration is set up, the bank transactions will automatically be transferred to the bank reconciliation in the system once a day, which significantly reduces the time normally spent on manual posting.

The setup of the bank integration involves installing a certificate that you receive specific information about, from your bank. This information must be entered correctly into 2Click Accounting to ensure a stable and secure connection between your business and the bank.

The required certificate information includes:

• SWIFT code
• Bank Name
• Integration Details
• Registration number
• Agreement number
• Activation code
• Country
• State
• Location 

How to perform a bank integration with 2Click Accounting:

To ensure optimal bank integration, it is recommended to consult your bank to explore the possibility of establishing a direct connection. Once this has been clarified, the bank integration can be set up in 2Click Accounting by following the steps below:

Note: The account must be created in 2Click Accounting before you can proceed with the bank integration. If the account has not been created, this must be done first.

1. Navigate to the Bank section and select Accounts.
2. Click the Edit button next to the account you want.
3. Select Install new certificate.
4. Enter the relevant certificate information that you received from your bank.
5. Click Save.

After installation, a brief summary of the installed certificate is displayed, confirming that the bank integration has been configured correctly.

To ensure the protection of your banking data, the system will automatically renew the certificate after approximately two years. You will also have the opportunity to renew the certificate in advance, if you wish, by using the function "Renew certificate". You will receive a notification when it is time to renew the connection, and until the renewal is completed, transactions will not be transferred from the bank to 2Click Accounting.

Renewal of a bank certificate

1. Navigate to the Bank section and select Accounts.
2. Find the account where you want to renew the certificate of deposit.
3. Click Edit.
4. Click Renew Certificate to update the certificate.

Setting up bank users

The user list in the bank module is automatically synchronized with the user list under "Settings". This ensures that the activated users under "Settings" are also displayed correctly in the user setup of the banking module.

How to set up the permissions

The setup happens in two places: the user's general navigation access is set centrally under Settings, while account-specific permissions are set on each individual bank account.

1. Go to Settings -> Users, and find the user who needs access. Turn on User Navigation (UN) for the bank pages the user should be able to see (e.g. Create payment, Approval, Archive, Account, Statements).
2. Go to the relevant bank account and give the user Grant Access (GA) to the account. Without GA, the user cannot see or work with the account, no matter how UN is set up.
3. Then assign the action rights the user should have on the account: Create (allowed to create payments) and/or Mandate (allowed to approve payments). Combine them based on the role — see the role matrix below.
4. Set up Personal PIN/OTP under the user's own settings page (a separate page). This is required whenever the user creates or approves payments.

Role matrix – which permission gives access to what

The matrix below shows which permissions a user needs in order to fill a given role. A ✓ (checkmark) is placed next to the permissions that role requires.

Amount limits and what the mandates mean

The user list in the bank module is automatically kept in sync with the user list under "Settings". This ensures that users turned on under "Settings" also show up correctly in the bank module's user setup.

As an administrator, you can configure users with the following settings:

• Bank mandates are split into three categories that determine what the user is allowed to do with bank transactions:
  • Transaction limit: the maximum amount the user can process per transaction, per day.
  • Envelope limit: the maximum amount that can be processed in payment envelopes (batches) per day.
  • Daily limit: the maximum amount that can be paid out per day.

The bank mandates are split into the following categories:

• Sole authority: Requires an A bank mandate, and the "Dual approval" feature must be turned off.
• A mandate: Lets the user act jointly with someone who holds an A, B, or C authority.
• B mandate: Lets the user act jointly with someone who holds an A or C authority.
• C mandate: Lets the user act jointly with someone who holds an A or B authority.

How to set up a user who can approve payments

1. Find the user you want in the list.
2. Click the Edit button next to the user.
3. Select the right bank mandate for the user.
4. Enter the transaction limit.
5. Enter the envelope limit.
6. Enter the daily limit.
7. Click Save to save the changes.

If you want to cancel the bank user setup, click Back to go back without saving your changes.

Button Overview

Sum difference: Used to perform a bank reconciliation between the open entries and your transactions.

View bank statements: Viewed the statement for that account.

View transactions: Allows you to view the transactions executed on the selected account.

Edit (account setup): Used to edit the setup of the selected account.

Edit (user setup): Used to change the configuration of a user.

Activation button: Used to activate or deactivate the bank account.