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Set Up Upload to Bank for Trust and IBD Ledgers

Daniel Martin
  • Updated

Overview

Upload to Bank lets your firm export posted Trust payments and IBD deposits as direct credit files, ready to upload into your online banking. This replaces re-keying each transaction into the bank's portal. It supports ANZ, Westpac (WBC), BNZ, ASB, ZZZ (former ANZ National Bank treated as ANZ), and BOB (an ASB code, for IBD ledgers only)

Upload to Bank is set up per ledger and is off by default. You turn it on for each Trust or IBD ledger that should produce bank files, and choose where those files are saved. You also set a firm-wide format that gives new files a consistent name, which staff can adjust when creating each file.

This article covers both setup tasks. Once a ledger is enabled, its transaction screens show the option to include payments and deposits in a bank file, and an Export group appears on the Accounts tab. Capturing transactions and exporting the files are covered in separate articles.

Tip: start small on your first file. The first time your firm uses Upload to Bank, add only one or two transactions and export that file, to confirm the whole path works: your ledger setup, the file destination, and your bank's own upload configuration and user permissions. Once a small test file uploads successfully at your bank, you can build full files with confidence.

Note: Click any screenshot to expand it for a clearer view while following the steps.

Who can do this

Users with the following permissions:

  • Manage Ledgers: enable Upload to Bank on a ledger and set where files are saved.
  • Manage Practice: set the firm-wide filename format.

Before you start

Before setting up Upload to Bank:

  • The ledger's bank must be ANZ, ASB, BNZ, WBC, ZZZ or BOB. If the ledger uses any other bank, Upload to Bank can't be enabled and the Export File for Bank section stays greyed out.
  • BNZ is supported for Trust ledgers only. It can't be used for IBD ledgers, because BNZ doesn't accept IBD import files.
  • BOB is supported for IBD ledgers only.
  • Decide where exported files should be saved for each ledger. This can be a network or local folder, or a SharePoint document library.
  • Saving to SharePoint is only available if your firm's Microsoft 365 integration is enabled. Without it, files save to a folder only.

Enable Upload to Bank on a Ledger

Enable Upload to Bank on each Trust or IBD ledger that should produce bank files, and set where the exported files are saved.

Steps

  1. Open Manage Ledgers

    • In OneLaw, go to the Administration tab on the navigation ribbon.
    • In the System Settings group, select Manage Ledgers.
      The Manage Ledgers button in the System Settings group on the Administration tab, shown as a cog and spanner icon.

      The Manage Ledgers screen showing the Trust Ledgers and IBD Ledgers lists. Columns include Ledger Name, Bank, Account Number and Active. Trust Ledgers has Export to GL and Export to Bank columns; IBD Ledgers has an Export to Bank column. A Westpac ledger in each list shows Export to Bank set to Yes.

    Result: The Manage Ledgers screen displays. The Export to Bank column shows which ledgers already have Upload to Bank enabled.

  2. Open the ledger

    • Double-click the Trust or IBD ledger you want to enable.
      Enable Upload_Edit Ledger window.png

    Result: The Edit Ledger window opens, showing the Export File for Bank section.

  3. Turn on export

    • In the Export File for Bank section, tick Enable export of posted payments and IBD deposits to a file for upload to banking system.

    Result: The file location options display below the checkbox.

    Note: If this section is greyed out, the ledger's bank is not supported for Upload to Bank.

  4. Set where files are saved
    • In the Folder field, enter the path where exported files should be saved, or select Choose Folder... to browse to a network or local folder.
    • For SharePoint URL, paste the SharePoint document library URL into the field. The Choose Folder option does not display for SharePoint.
      The Export File for Bank section of the Edit Ledger window with the enable export checkbox ticked. File Location is set to Folder, the Folder field shows S:\Accounts\Bank Uploads, and a Choose Folder button sits to the right. The enable checkbox and Choose Folder button are highlighted.

  5. Save the ledger

    • Select Save.

    Result: Upload to Bank is enabled for the ledger, and the ledger closes. The Export to Bank column now shows Yes for it.

    Repeat these steps for each Trust or IBD ledger that should produce bank files. Trust and IBD ledgers are enabled independently.

Set the bank upload filename format

Set the format OneLaw uses to name new direct credit files. The format applies across the whole firm.

Steps

  1. Open Practice Settings

    • In OneLaw, go to the Administration tab on the navigation ribbon.
    • In the System Settings group, select Practice Settings.
      The Practice Settings button in the System Settings group on the Administration tab, shown as a cog and spanner icon.

    Result: The Practice Settings screen displays.

  2. Open the filename format builder

    • In the Matters & Transactions section, find Filename format for bank upload. The current format's example displays next to it.
    • Select the Edit cog.
      Edit the Bank Upload filename format window.png

    Result: The Edit the Bank Upload filename format window displays, showing an Available list and a Selected list.

  3. Build the format

    • Double-click an option in the Available list to move it to Selected or select it and use the green arrow button. You can add as many options as you like.
    • To add your own text, type it into the box below the Available list and select the green add button.
    • Use the Move Up and Move Down arrows to change the order of the selected parts.
    • Tick Include spaces between options to separate each part of the name with a space or clear it to join the parts with no spaces.

    The available options are:

    • Ledger Type: Trust or IBD, depending on the ledger. Example: Trust.
    • Ledger Name: the ledger's name. Example: ABC Trust Account.
    • Date Created: the date the file is created (dd-mm-yyyy). Example: 13-07-2026.
    • User Initials: the initials of the user creating the file. Example: TR.
      The Edit the Bank Upload filename format window_Save.png

    Result: The Example filename area updates as you build. In this example, the selected options produce Trust ABC Trust Account 13-07-2026. The default format is Ledger Name followed by Date Created, for example ABC Trust Account 13-07-2026.

  4. Save the format

    • Select Save.

    Result: The filename format is saved. It becomes the default name for all new direct credit files, and users can still edit the name when they create a file.

Result

Upload to Bank is set up for your firm and ready to use.

On each ledger you enabled:

  • Trust payment and IBD deposit screens show the option to include a transaction in a bank file.
  • Exported files save to the folder or SharePoint location you set.

An Export group also appears on the Accounts tab, where staff select and export the files.

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