Bank Charges and Credits

What is it and what is it for?

Unlike an Account Payment (which you decide to issue, with a payee and a payment method) or a Bank-to-Bank Transfer (which moves money between two of your own accounts), a Bank Charge/Credit reflects something the bank did on its own over a single movement of your account: it charged you a fee, deducted a tax, charged you interest, or refunded a previous charge. That's why it has no payee or payment method — just the affected bank account and the ledger accounts where you post that charge or credit.

The screen's name includes "Credits" because you can also record movements in your favor (for example, the reversal of a fee that was overcharged): simply enter a negative amount on the corresponding ledger account line, instead of a positive one.

When you save the document, AdmCloud generates the accounting entry right away (debit or credit to the accounts you indicated, against the bank account); unlike other Banking screens, a Bank Charge/Credit does not go through an authorization workflow — it's posted to accounting as soon as you save it.

How to use it step by step

1. Open the list and click New, or use the Quick Entry panel right on the list screen to capture several charges in a row without opening the full form. You need the "add" level of the Bank Charges permission; if you don't see the button, ask your administrator for access.
2. Choose the affected Bank Account. Only active accounts are listed when creating a new charge; the document's currency is determined by that account's currency.
3. Add the ledger account lines in the Accounts section: the account to post to and the amount (negative if it's a credit in your favor), and — depending on your setup — Division, Department, Item Class, Location and Project. The document's total is calculated automatically by adding up these lines.
4. Review the Subsidiary, if your plan has Subsidiaries enabled.
5. Attach supporting documents (bank statement, bank notice) on the Files section, if applicable.
6. Save the document. It's posted to accounting right away, with no authorization step.

Key fields

Validations when saving

• Open accounting period for the charge's date.
• Bank account required, and it can't be inactive when you create or duplicate a charge. When you edit a saved one it keeps its account even if the account was made inactive afterwards, but you can't switch it to a different inactive account.
• Exchange rate greater than zero and consistent with the company's functional currency.
• At least one ledger account line with a non-zero amount.
• Each line's account must exist, be active (when creating) and not be a summary (parent) account.
• Cost centers required depending on the account or your company's setup: Location, Item Class, Department or Division, when the affected account is an income-statement account and your company requires them.
• Relationship consistent with the account type, if you enter a relationship on the line: for example, an accounts-payable account requires the relationship to be a vendor; a receivables account requires a customer or an employee.
• The document's debits and credits must balance when it's posted.
• The document number can't repeat.
• Valid fiscal document format (NCF and related fields), in countries where this document handles fiscal sequences.
• Required custom fields, if your company defined any as mandatory for this screen.

Managing the document

From the details of an already-saved Bank Charge/Credit you can, depending on your permissions:

• Void the charge, if it doesn't have linked records that prevent it (for example, a bank reconciliation).
• Delete the charge, if it doesn't have linked records.
• Duplicate the charge to create a new one from its data.
• Print the charge with the default format, showing the bank account, the ledger account lines and the total.
• View the generated accounting entry, if your company uses the Accounting module.

Additional features depending on your setup

• Create from a bank transaction pending reconciliation: opening the charge from an imported bank movement (Bank Feed) that hasn't been reconciled yet, AdmCloud prefills the date and amount, and suggests the ledger account most often used on previous charges with the same bank description.
• Import a receipt with optical character recognition (OCR): when creating the charge from an image or PDF, the system can automatically prefill the date, the fiscal receipt number and the tax ID, if your plan includes this feature.
• Smart Paste (AI): paste the text of a bank notice, or a copied image of it (a screenshot or a photo) whose text is read automatically, and let artificial intelligence identify the date, amount and other relevant information, if your company has this feature enabled.
• Custom fields: you can add your own fields to the form if your plan includes this feature.
• Custom forms: if your plan allows it, you can rearrange the form's fields to your liking from the "Customize form" option.
• Cost centers per line (Division, Department, Item Class, Location, Project): the corresponding columns only appear if your company has those modules and settings active.
• Column customization on the list: save your own configuration of visible columns on the list screen, with filters by bank account, subsidiary and date range.

Availability and permissions

• Access is controlled by the "Bank Charges" permission of the Banking module, with separate levels for view, add, edit, delete and void.
• Available on every AdmCloud plan, as part of the Banking module. On the Enterprise plan, it requires the Accounting module to be active.
• With Subsidiaries enabled, each charge belongs to a specific subsidiary and the field becomes required.
• Per-line cost centers (Division, Department as a cost center, Item Class as a cost center, Location as a cost center, Projects) only appear if your plan and setup have them active.
• Optical character recognition (OCR) when importing the receipt depends on your plan including that feature.
• The Fiscal Sequence (NCF) field only appears if your country handles fiscal documents for this document.

Tips and common mistakes