Add your bank accounts
Each account the company holds with a bank (current account, savings account, euro account) has its own record in To Bill. Each record has its own ledger account, 1020, 1021…: the balance in your books can then be compared with the statement’s, account by account.
Before you start
- Bank is part of accounting: accounting must be turned on and your books opened. See Turn on accounting.
- To add or edit an account, you need the right to manage the accounting. Without it, you see the accounts but cannot change them.
You do not have to start here
When you import the first camt statement of an account, To Bill creates its record by itself from the file’s IBAN, with the IBAN as its name. Rename it here afterwards.
See your accounts
In the menu, click Accounting, then Bank, and open the Accounts tab.
Each account shows its name, its bank, its IBAN, its currency, its ledger account and the number of statement lines imported. The Main account is the one used for payments when no other is chosen.
Add an account
Click New account (1).
Give the account a Name, for example “UBS current account”, then enter the Bank.
Enter the account’s IBAN, as it appears on your statements.
Choose the account’s Currency.
Leave Ledger account on Automatic (1020, else the next free number).
Click Add the account. To Bill confirms: Bank account added, with the number of the ledger account chosen.
The IBAN, not the QR-IBAN
Enter the IBAN shown on your statements. The QR-IBAN on your QR-bills is only for receiving payments: To Bill refuses it here. It is set in Settings › Invoice. See The QR-bill.
The ledger account
In Simple mode, To Bill chooses the ledger account for you: the first account in francs gets 1020, if it is free; the next ones get the first free number from 1021 to 1059, named “Bank — ” followed by the account’s name. A euro account also gets its own, with “(EUR)” in its name.
In Expert mode (at the bottom of the accounting menu), you can choose a cash account yourself, from 1000 to 1059, dedicated to this bank account.
One ledger account per bank account
If two bank accounts share the same ledger account, To Bill shows a warning: their balances can no longer be checked separately. Give each one its own.
Edit, switch off or delete an account
Click the account in the list. The form opens; change what needs changing, then click Save.
Some fields can no longer be changed once they have been used, and To Bill says so next to the field:
| Field | Locked as soon as… |
|---|---|
| IBAN | a statement of this account has been imported. |
| Currency | the account has statement lines or payments. |
| Ledger account | a payment made through this account has been booked. |
- Switch off: a closed account is switched off with Account active. It keeps its whole history.
- Delete: only for an account nothing has gone through, with no statement, line or payment. Click Delete, then Confirm deletion.
Where your accounts are used
- In Collections, the Arrived on the account field shows which account a client paid into. See Collections.
- In an expense, Paid by › Company bank account, then From the bank account. See Record an expense.
- In a payment file, the Account to debit. See Pay by payment file.
- In a bank rule, the On the account condition. See Bank rules and automations.
Next, import the statement of each account. See Import a bank statement.
Legal basis
- Books and vouchers are kept for ten years from the end of the financial year, so a closed account keeps its history: Art. 958f para. 1 CO.
- Cash comes first among the current assets on the balance sheet: Art. 959a para. 1 no. 1 let. a CO.