Banking Details: Add your Agency's bank accounts

We recommend setting these up first, because Payment Preferences, billing runs and invoices can only pick from the accounts listed here.

Before you start

You need access to your agency settings.
Have the BSB, account number and account name for each account.

Steps

Open Settings, then open the Agency tab.
Open the Finance section.
Open Banking Details.
Select New Banking Details.
In BSB, enter the six-digit BSB. The system adds the hyphen and shows the bank's name once the BSB is recognised.
In Account Number, enter the account number (up to 20 characters).
In Account Name, enter the account name (up to 50 characters).
If you accept PayID, enter it in PayID (up to 50 characters).
If you accept cheques, enter the payee name in Cheque Payable To (up to 255 characters).
Save the settings form.

Result: The account is saved and appears wherever you choose a bank account.

Where your bank accounts are used

Where	What it does
Payment Preferences	Decides which account is used for which Sales or Businesses. See the Payment Preferences page.
Billing run form	When you have more than one account, Bank Account for Payments sets the account for every invoice in that run. You set it when you create the run. It starts on Use default.
Billing document form	The same Bank Account for Payments field, for a single invoice. It only shows on invoices, and only when you have more than one account.

With only one account, those fields are hidden and that account is used.

What your bank accounts change on documents

Invoices

The account an invoice shows is the one the system picked when it created the invoice. What prints depends on the Footer Layout in your invoice settings:

Footer layout	What prints
Base (V2)	A Payment Options block with the BSB, account number and account name, the PayID if you set one, an "In person" option if you have switched it on, and the BPAY box.
Remittance	A Bank Details column with the account name, BSB and account number, plus Cheque payable to and PayID when set.
Remittance with payment	A Payment Method box with the account (it needs both a BSB and an account number), a cash tick box and your Payment Directions text.
Base	No bank account. It shows the BPAY box and a text block only.

Cheque Payable To only prints in the Remittance layout.
The BPAY box only prints beside your default account, and only if you have a biller code and the buyer has a BPAY reference.
Payment Directions are set in the Payments section of Finance.

RCTIs

An RCTI pays the vendor, so it shows the vendor's banking details, not your agency's.

A Bank Details block lists the vendor's account.
The payment line reads "$X will be paid to BSB … ACC …", and the amount is after any retained proceeds. If the vendor only has a cheque payee, it says "via cheque payable to".
Your agency's account only appears on an RCTI in the Remittance with payment layout, or in the Base (V2) layout when the RCTI total is negative (the vendor owes you).
If the vendor has no banking details, the block and the payment line print with nothing filled in. The billing run flags the RCTI with a warning, "Missing Bank Details". Add the details on the vendor's business, under Finance & Accounting.

Statements and other reports

Document	Bank account shown
Financial Statement	Your default account (EFT and PayID), only when the Business owes you money. Statements show your default account. They don't use Sale preferences.
Receipt	Follows the invoice layout above.
Clearing sale buyer invoice	The account chosen for that Sale.
Gross buyer tax invoice	The BSB and account number on your agency's Business record.

What happens when you change or delete an account

Changing the details of an account (the BSB, for example) changes every document that uses it the next time that document is generated. PDFs already created keep the old text.
Changing a preference or choosing a different account only affects new invoices. Invoices already created keep the account they had.
Deleting an account is allowed and gives no warning. Any payment preference that used it is deleted too, and any run or invoice that was set to it goes back to the default account.

How to remove a bank account

In Banking Details, find the account.
Select the bin button.
Confirm with Delete when asked "Are you sure?".
Save the settings form.

Check your Payment Preferences afterwards, because deleting an account deletes the preferences that used it.

Troubleshooting

If an account won't save, the cause is usually the BSB. A red message under BSB means it isn't on the list of recognised BSBs. Check each digit, and that you entered six.

If an RCTI shows an empty Bank Details block, the vendor has no banking details. Add them on the vendor's business. If that business is linked to Xero, its banking details can only be changed in Xero. Use Sync Now after you update them there.

Each account has an audit log link, which shows who changed it and when.