Export Direct Credit Files

Overview

Exporting is the final step in Upload to Bank. Once you've included Trust payments and IBD deposits in draft direct credit files, you export those files from the Direct Credit Files dashboard, then upload them into your online banking instead of re-keying each transaction into the bank's portal.

You reach the dashboard from the Export group on the Accounts tab. From there you select which draft files to export, preview their transactions if you want to check them first, and export. OneLaw saves each file to the folder or SharePoint location set up for its ledger. For ASB Trust files, you also set a Payment Name for the file as part of exporting.

Once a file is exported it drops off the dashboard, which only ever lists files still waiting to be exported.

Tip: If this is your first Upload to Bank file, export just one or two transactions and upload that at your bank first, to confirm everything works before committing a full batch.

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

Who can do this

Users with the Trust Payment Recording permission.

Before you start

Before exporting direct credit files:

Upload to Bank must be enabled on the ledger, and you need draft files to export. Draft files are created when you include Trust payments or IBD deposits in a bank file. See Include Trust Payments in a Bank Upload File and Include IBD Deposits in a Bank Upload File.
Each ledger's save location (a folder or SharePoint document library) is set when Upload to Bank is enabled, and exported files save there. See Set Up Upload to Bank for Trust and IBD Ledgers.
For ASB Trust files, have the Payment Name ready. You set it once here at export, and it can be up to 20 characters.

Steps

Open the Direct Credit Files dashboard
- In OneLaw, go to the Accounts tab on the navigation ribbon.
- In the Export group, select Export File.
Result: The Direct Credit Files for Export screen displays, listing every draft file waiting to be exported.
Review the draft files
- Each row is one draft file. The columns show the Type (Trust or IBD), File Name, Created Date, Created by, Last Updated, Number of Transactions, and Total.
- Check that the files, transaction counts and totals are what you expect before you export.
Note: The dashboard updates live as you and other users include transactions, so it always shows the current state.
Select the files to export
- Tick the checkbox beside each file you want to export.
- To select everything, tick the checkbox in the column header.
Start the export
- Select Export....
- If a file's transactions span more than one date, OneLaw asks you to confirm before continuing. Select Yes to proceed.
Set the Payment Name for ASB Trust files
- If any selected file is an ASB Trust file, the Payment Name for Bank Upload window opens.
- Enter a Payment Name for each ASB file listed (up to 20 characters). It's pre-filled from the file name and can be edited.
- Select Export.
Note: The Payment Name is the name of the bulk payment, written on every line of the file, and is set once here rather than on each payment. Only letters, numbers, spaces and the symbols ( ) * + - = ? [ ] _ { } ~ / & . ' are allowed.
Confirm the export
- If an account number can't be validated, OneLaw lists the affected transactions by payee and reference and asks whether to continue. Select No to stop and fix it first, or Yes to export the number as entered.
- If a file with the same name already exists in the save folder, OneLaw asks whether to overwrite it. Select Yes to replace it or No to skip it.
- Tick Apply to all remaining files to use the same answer for the rest of the batch. (SharePoint locations are replaced without asking.)
Result: OneLaw confirms how many files were exported. If a file can't be saved, the others are still exported, and an Export errors message lists the files that failed.

Result

The selected direct credit files are exported and saved to each ledger's folder or SharePoint location, ready to upload into your online banking.

Exported files are removed from the dashboard, which continues to list only draft files still waiting to be exported.
For ASB Trust files, the Payment Name you entered is written into the file.

Managing draft files

You can preview, rename, or delete a draft file from the dashboard before you export.

Preview a file's transactions

Select a file and select Preview (or double-click it).

Result: The Transactions in File window opens, listing every transaction in the file, with columns for Client, Matter, Payment To, Date, Amount, Account Number, Particulars, Code, Reference and DSN.

In the Account Number column, each number shows a validity icon: a tick if it's valid, or a question mark if it can't be validated. Select the icon for the details.
To open a transaction, select it and select View (or double-click it). A Trust payment opens in the Trust Payment window; an IBD deposit opens in a window as a read-only view of the deposit. In either, you can review the transaction before you export.
Select Close to return to the dashboard, or Export & Close to export just this file.

Note: If a transaction needs correcting, do it before you export. Once a file is exported, changes no longer flow through to it. How to change a transaction, and how that affects the file, is covered in Change a Transaction in a Bank Upload File.

Rename a file

Select the file, select Rename File.

Result: The Rename Direct Credit File window opens, showing the current name.
Edit the name and select Rename File.

Result: The file is renamed and shown on the dashboard.

Delete a file

Select one or more files, then select Delete.
Confirm the prompt.

Result: The file is removed from the dashboard.

Search

Export Direct Credit Files

Overview

Who can do this

Before you start