Bank feed

Payers that pay by EFT send the money to your bank and the remittance (835) to NeatPractice separately. The bank feed brings the bank side in, so each EFT deposit is matched to the remittance it pays and its deposit can close without anyone comparing totals by hand. Open Bank Feed under Payments in the Billing panel of the main menu. You need permission to manage deposits to import or match; anyone who can see payments can see the list.

Import a bank statement#

Download a statement from your bank's website and choose Import Statement on the Bank Feed or Deposits page. Enter the Bank account, a name your clinic uses for the account such as Operating account (never the account number), pick the Format and choose the file:

• BAI2: the cash management file most business banks offer.
• OFX: the file many banks call Quicken or Money format.
• CSV: a spreadsheet export. Name the columns that hold the Date column, the Amount column and, if the file has them, the text and the bank's reference. Keep Save this mapping on and the next CSV from the same account fills them in for you. Changing the bank account swaps in that account's saved columns, or clears them when it has none; columns you typed yourself stay, with Use Saved Mapping to switch to the account's saved ones.

Only money coming in is read; checks you wrote and fees are skipped. Importing the same statement twice, or two statements that overlap, adds each deposit once.

How deposits match remittances#

When a payer pays by EFT, its bank deposit carries the same trace number as the remittance. NeatPractice reads that trace number from the deposit's text and, when a remittance has the same trace number and the same amount, matches them on its own. A remittance that arrives after its deposit is matched the same way when it is imported.

A match marks the remittance as Funded. If the remittance's deposit is balanced (every claim on it posted), the deposit closes on its own; otherwise it closes once the remaining claims are posted and you choose Close Deposit.

When the trace number is missing or does not agree, NeatPractice never matches on its own. If a single remittance has the same amount and payer within a few days, it is shown as Suggested for you to confirm.

Match, set aside or undo#

Open a deposit from the list to see its text, trace number and the remittances it could pay.

• Choose Match next to a remittance to tie them together. The amounts must be equal.
• Choose Set Aside with a reason for money no remittance will fund, such as a card settlement or bank interest.
• Choose Undo with a reason to reverse a match or a set-aside. The deposit goes back to unmatched and the history keeps both entries. A deposit that already closed stays closed; reopen it from Deposits if it needs changes.

Exceptions#

The ERA Exceptions page has a Bank Deposits section listing, oldest first:

• No matching remittance: a bank deposit nothing matched yet.
• Remittance without deposit after 5 days: an EFT remittance whose money has not shown up in an imported statement. Only remittances dated on or after your first imported statement are listed.

Change the number of days in ERA Settings on the Remittances page.