Include Trust Payments in a Bank Upload File

Overview

Once Upload to Bank is enabled on a Trust ledger, you can mark a Trust payment to be included in a direct credit file. That file is later exported and uploaded to your online banking, instead of re-keying the payment into the bank's portal.

You can include single payments, multi-part payments, and payments posted from a requisition. Each payment can carry optional Particulars, Code and Reference details that appear against it in the file.

Including a payment is switched on by default whenever the ledger supports it and the payee has a bank account number, so for most payments you simply confirm which file to add it to. Building and exporting the file itself is covered in a separate article.

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

Who can do this

Users with the following permissions:

• Trust Payment Recording: record trust payments and include them in a bank file.
• Create Trust Payment Requisitions and Authorise Trust Requisitions: capture bank file details on a requisition before it is posted.

Before you start

Before including a Trust payment in a bank file:

• Upload to Bank must be enabled on the ledger. See Set Up Upload to Bank for Trust and IBD Ledgers.
• The payee must have a bank account number. Without one, the payment cannot be included.
• Payments entered at the bank, or marked as same day cleared, cannot be included in a bank file.

Include a single Trust Payment

Include a standard Trust payment in a bank file as you record it.

Steps

1. Record the Trust Payment
   • Create the Trust payment as usual, entering the matter, payee and payment details.
   • The Bank File section sits below the Managed Docs field.
     

2. Include the payment

   • In the Bank File section, make sure Include in file for bank upload is ticked. It is ticked by default when the payment is eligible.

   Note: If the checkbox is greyed out, hover over it for the reason. It is disabled when the payee has no bank account number, or when the payment is entered at the bank or same day cleared.

3. Choose or create the file
   • Select an existing draft file from the dropdown, or select the green add (+) button to create a new one.
     
   • To create a new file, in the New Direct Credit File window accept or edit the pre-filled Name, then select Create File.
     

4. Add payment details

   • Optionally fill Particulars, Code and Reference (up to 12 characters each). These appear against the payment in the file.
     

   Note: On ASB ledgers, a Payment Name is set once when the file is exported, not per payment. See Export Direct Credit Files.

5. Save the payment

   • Save the Trust payment as usual.

   Result: The payment is included in the selected bank file, ready to export.

Include a Multi-Part Trust Payment

A multi-part payment can go in a bank file too, with details captured for each part.

Steps

1. Record the Multi-Part Trust Payment
   • Create the multi-part payment as usual, adding each part (client/matter and amount) to the Payment Parts grid.
   • The Bank File section sits below the Payment Parts grid and only surfaces after the first part is entered.
     

2. Include the payment

   • In the Bank File section, make sure Include in file for bank upload is ticked. It is ticked by default when the payment is eligible.

   Note: If Include is greyed out, hover over it for the reason (the payee has no bank account number, or the payment is entered at the bank or same day cleared).

3. Choose or create the file
   • Select an existing draft file from the dropdown, or select the green add (+) button to create a new one.
     
   • To create a new file, in the New Direct Credit File window accept or edit the pre-filled Name, then select Create File.
     

4. Add details for each part

   • In the Payment Parts grid, optionally fill Particulars, Code and Reference (up to 12 characters each) for each part.
     

   Note: The columns collapse when Include is unticked, or for any part whose matter is on a ledger that does not have Upload to Bank enabled.

5. Save the payment

   • Save as usual.

   Result: Each part is included in the selected bank file.

Include a Trust Payment Requisition

For a requisition, capture the bank file details when you raise it, then choose the file when you post it.

Steps

When the requisition is raised

1. Add the bank file details
   • On the Trust Payment Requisition, optionally fill Particulars, Code and Reference (above the Narration field, up to 12 characters each). They carry forward to posting.
     

When the requisition is posted

1. Post the requisition

   • Select Post for a single requisition, then complete the standard Set Reference step.

   Result: The Trust Payment Requisition - Ready to Post window opens (for a ledger that supports Upload to Bank).

   Note: Posting several requisitions at once (bulk post) does not offer the bank file step. Post individually to include a requisition in a file.

2. Confirm inclusion and file
   • Tick Include in next bank export?
   • Choose an existing file, or create a new one.
   • Check or adjust Particulars, Code and Reference (carried over from the requisition).
     

3. Save and post

   • Select Save & Post.

   Result: The requisition is posted and the payment is included in the selected bank file.

Result

The included payments are marked for their bank file and appear in it, ready to export.

• Each payment carries any Particulars, Code and Reference you entered.
• A payment stays out of a file if Include is left unticked, or if it cannot be included (no payee bank account, entered at the bank, or same day cleared).

Exporting the file is covered in Export Direct Credit Files.

Recommended articles

• Set Up Upload to Bank for Trust and IBD Ledgers
• Include IBD Deposits in a Bank Upload File
• Export Direct Credit Files