Include IBD Deposits in a Bank Upload File

Overview

Once bank upload is enabled on an IBD ledger, you can include an IBD deposit in a direct credit file. That file is later exported and uploaded to your online banking, instead of re-keying the deposit into the bank's portal.

IBD deposits work differently from Trust payments. Each IBD instrument needs the account details the bank uses to identify the sub-account, and these are held on the instrument, not on each deposit. You capture them once, then every deposit on that instrument can go into a bank file. What each bank needs depends on the ledger's bank.

Bank upload for IBD is supported on ANZ, ASB, Westpac (WBC), BOB (an ASB IBD code), and ZZZ (former ANZ National Bank, treated as ANZ). It is not supported on BNZ. Only Call accounts can be included; Term Deposits cannot.

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

Who can do this

Users with the Create IBD Transactions permission.

Before you start

Before including an IBD deposit in a bank file:

• Bank upload must be enabled on the IBD ledger. See Set Up Upload to Bank for Trust and IBD Ledgers.
• The IBD instrument must be a Call account. Term Deposits cannot be included in a bank file.
• The instrument must have the account details its bank needs (see the table below). You can enter these while creating a new instrument, or add them to an existing instrument before including a deposit.
• BNZ IBD ledgers are not supported, so bank upload cannot be enabled on them.

What each bank needs on the IBD instrument

The details a bank uses to identify the IBD sub-account differ by bank. A New Zealand account number has four parts: bank, branch, account, and suffix (for example, 12-3456-0012345-000).

Note: ZZZ is the former ANZ National Bank and follows the same rule as ANZ. BOB is an ASB IBD code and follows the same rule as ASB.

Include the initial deposit on a new IBD instrument

When you create a new Call-account IBD instrument on a bank-upload-enabled ledger, you can include its initial deposit in a bank file and capture the instrument's account details at the same time.

Steps

1. Start the new IBD instrument

   • Create the IBD instrument as usual: select the IBD Account, enter the Bank IBD Reference and IBD Description, and set Type to Call.
   • Fill the Initial Deposit Details (Start Date, Amount, Narration).

   Note: The Bank File section appears in Initial Deposit Details only for a Call account on a bank-upload-enabled ledger. It does not appear for Term Deposits or unsupported banks.

2. Include the deposit
   • In the Bank File row, ensure Include in file for bank upload is ticked.
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 deposit details

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

   Note: If your firm hasn't enabled the Payer set, you'll see a single set of Particulars, Code and Reference instead. Fill appropriately.

5. Enter the account details the bank needs
   • In Account No, enter the IBD sub-account number for this instrument.
   • For a Westpac (WBC) ledger, enter the DSN instead. See the table above for each bank's rule.

6. Save the instrument

   • Select Save & Close.

   Result: The IBD instrument is created, its account details are stored for future deposits, and the initial deposit is included in the selected bank file.

Include a later deposit using IBD Deposit or Add Funds

For a deposit onto an existing instrument, record the deposit and include that deposit in a bank file.

Steps

1. Open the IBD Deposit window

   • On the Accounts tab, in the IBD group, select IBD Deposit. 
   • Select the Client and Matter, then choose the instrument in the Bank IBD Reference dropdown.
   • Enter the Total Amount, Date and Narration as usual.

   Note: You can also open this window from an existing instrument by selecting Add Funds. It opens the same IBD Deposit window with the client, matter and instrument already filled in.

2. Include the deposit

   • In the Bank File row, tick Include in file for bank upload.

   Note: If Include in file for bank upload is greyed out, the instrument does not have its account details yet. Hovering over it shows: "This account does not have a valid account number attached. Please edit the IBD Instrument with the account details to include this deposit in the file for bank upload." Add the details first. See Add or update an instrument's account details below.

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.

4. Add deposit details

   • Optionally fill Particulars, Code and Reference (up to 12 characters each). The read-only Account No and DSN below confirm the details held on the instrument.
     

   Note: If your firm hasn't enabled the Payer set, you'll see a single set of Particulars, Code and Reference instead. Fill appropriately.

5. Save

   • Select Save & Close.

   Result: The deposit is included in the selected bank file.

Add or update an instrument's account details

If an existing Call-account instrument does not have its account details yet, add them before you can include its deposits.

Steps

1. Open the IBD instrument
   • The read-only Account No (and DSN for Westpac) shows below the instrument details.

2. Open the edit window

   • Select Edit Account.

   Result: The Edit IBD Instrument window opens, showing the IBD Account Details.

3. Enter the details
   • In Account No, enter the IBD sub-account number, or for a Westpac (WBC) ledger enter the DSN. See the table above for each bank's rule.
     

4. Save

   • Select Save & Close.

   Result: The account details are stored on the instrument, and its deposits can now be included in a bank file.

Result

IBD deposits on the instrument are marked for their bank file and appear in it, ready to export.

• Each instrument holds the account details (Account No, or DSN for Westpac) that the bank uses to identify the sub-account.
• Each deposit carries any Particulars, Code and Reference you entered.
• A deposit stays out of a file if Include is left unticked, if the instrument is a Term Deposit, or if the ledger's bank does not support IBD bank upload.

Exporting the file is covered in Export Direct Credit Files.

Recommended articles

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