Bank statement entry reconciliation -view can be used to allocate unhandled bank statement entries to 1 appropriate matching cost receipt. Transactions and attachments of the matching cost receipt can be viewed while doing so. Also transactions can be edited, deleted, copied, added and accounting account changed.
Bank statement entry reconciliation -view can be opened from 3 places:
1. Via Bank statement entry reconciliation button on top of Search > Cost receipt management view.
2. Via Bank statement entry reconciliation button on top of Payments > Bank statements and reference payments view.
3. Via Bank statement entry reconciliation button in New cost receipts widget in Procountor's front page.
You need at least the following user rights to access the view:
- Procountor-mobile activated
- All rights to Bank Statements and reference payments
Bank statement entry reconciliation
When the view is opened, unhandled bank statement entries from the latest bank statement are shown.
1. First define the search criteria.
You can filter the options to view other bank statement entries
- Account number
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Bank statement number
- lists statements from the time after the last closed financial period
- Start date and end date.
2. Press Search button.
3. The program lists unhandled bank statement entries according to your search criteria. The newest ones are shown first. In the Bank statement entries section, choose the entry you want by pressing it.
4. Next select the matching cost receipt from the Cost receipts section.
5. Edit cost receipt's transactions if needed, in the Transaction information section.
6. Press Save -button. Save –button activates, when matching cost receipt for selected bank statement entry is selected. The program will inform you that the attachment/attachments of the cost receipts have been successfully added to the transaction.
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If edited cost receipt’s transactions and total transactions sum differs from the selected bank statement entry’s original sum, you will have an option to reconcile. Adding reconciliation row is optional. New transaction rows added to transaction grid also appear in Payments > Banks statement and reference payment’s accounting.
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When a cost receipt is allocated to a bank statement entry, its attachments and updated transactions (if it was changed) can be viewed from Payments > Bank statements and reference payments.
Bank statement entries
After you have defined the search criteria and pressed Search button, the program lists the unhandled bank statement entries. Bank statement entries can be sorted by Purchase date, Name, Sum and Message and are listed by Purchase date newest first, by default.
Only those bank statement entries that meet all the following conditions are listed:
- Without linked cost receipt
- That are not allocated to salary or purchase invoice
- Belong to time after the last closed financial period
- Doesn’t have a rule for posting default (Management > Accounting info > posting defaults > Bank statement posting default).
- Those entries that match bank statement posting default for 721 card payment transactions will be shown.
- It's matching cost receipt has at least 1 attachment
- Has negative sum
- Has only 1 default transaction in bank statement accounting for its matching cost receipt
Cost receipt
After you have defined the search criteria and pressed Search button, the program lists the proposed cost receipts in Cost receipt -section.
Proposed cost receipts are matched against bank statement entry’s Name of Seller, Date and Sum. Each match gets a score. In addition matching cost receipt should meet these criteria:
- Is unhandled
- Has attachment(s)
- Payment method is Debit card
To appear as a proposal, cost receipt should get at least 2 score out of 3. Maximum 5 cost receipt proposals are shown in Cost receipts grid, and they are ordered - first sorted by exact name, then by cost receipt sum, which is negation of bank statement entry’s sum.
Attachment -panel
The attachment panel shows matching cost receipt’s attachment’s and it’s details can be viewed. Panel is collapsible, and you can open or close it from the arrow button.
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It is not possible to add or delete attachments from this view.
Transaction information
Transaction information -section lists the transactions of the selected receipt. For example you can edit transactions, delete them or add new ones.
Save transactions for the selected entry toggle button
- accounting behind the cost receipt can be used during allocation. This is optional as you can choose to save only the attachment of the cost receipt without saving its transactions.
Add transaction
- The button will add a new transaction row to the cost receipt.
Copy transaction
- The button will copy the selected transaction and the new, copied row will be added below the original transaction.
Delete transaction
- The button will delete the active transaction row / receipt row.
Select account
- The button will open a new window, from which you can select the account for the active transaction.
If dimensions have been added they are also shown and you can edit them.
Transaction with empty VAT% will be automatically converted to 0% and highlighted with yellow background. Hovering on it will show why.
If edited cost receipt’s transactions and total transactions sum differs from the selected bank statement entry’s original sum, you will have an option to reconcile. Adding reconciliation row is optional. New transaction rows added to transaction grid also appear in Payments > Banks statement and reference payment’s accounting.