Link and process bank entries

Step by step

1. 1View existing postings through the eye action with its J-number on the entry detail or its links. Linked purchase opens the supplier document and does not mean that the purchase has already been allocated to a fixed asset.
2. 2Open the entry and check its date, currency, direction, amount and source details. Uncertain source statuses, returns and reversals require review first.
3. 3Choose Link an existing booking to manually search existing receipts, purchase payments, refunds, manual journals, current-account transactions or own transfers. Select the source type and direction and review the search results. A search result alone does not prove that a posting belongs to this bank entry; confirmation checks it again.
4. 4Enter a positive absolute amount in the bank currency, even for a debit. Choose the direction separately. Negative amounts are rejected rather than automatically converted.
5. 5Select the actual posting and amount to link. An entry can be split or a posting partially linked within its available amount. A leg in the opposite direction can, for example, explain separate charges against a gross receipt.
6. 6Search existing purchase and revenue payments by contact name or number, document number, external reference or description. Candidate and selected cards retain every associated document. Another administration’s source details stay private even when its local bank journal is visible.
7. 7Receipt against an invoice or revenue records money against a previously recorded invoice, standalone sale, interest or other revenue. The document choice includes the description. For a purchase payment, add an allocation yourself; missing allocation rows appear as an Add allocation attention link.
8. 8If a posting is missing, choose Process bank transaction. Add the required receipt, refund, purchase payment, supplier refund, manual journal or own transfer. You can also create an ordinary purchase with an explicit payment or a direct sale with an explicit receipt. Review the normal VAT, currency and account choices. The payment date is not automatically the document or supply date.
9. 9A new purchase uses the same simplified fields as Purchases and costs. Expand a different supply date, another currency or additional document details only when needed. A manually added purchase part in the same administration suggests Bank, its available linked ledger account and the bank booking day as editable payment input. If the bank date is missing, enter the payment date yourself. Choose the document date, amounts, VAT and supplier yourself; input from a suggestion or recognition rule is not overwritten. Currency conversion, equivalent amounts and payment differences appear only when applicable.
10. 10For a new direct sale, Bank and Sales share document options, VAT controls, line fields and currency inputs. Change VAT situation opens the region, supply and customer type; the summary shows your actual choices. Expanding or collapsing does not change reused fiscal choices. Missing choices remain visible. Review the VAT treatment and, when applicable, margin method or VIES evidence. Conversions appear only for the relevant currencies; amounts and exchange rates are not determined for you.
11. 11When you manually add a new sales part, the administration currency, Dutch sale, services/private customer and 21% VAT are preselected and editable, as in ordinary Sales. Expand another currency or a different supply date when needed; different or empty reused values remain visible. The supply date follows your document date until you edit or clear it. When posting in the same administration, Bank, the available linked bank account and the bank booking date are suggested as editable receipt details. If the bank date is missing, enter the receipt date yourself. The document date stays blank until you enter it. Suggestions, recognition rules and restored input do not receive these defaults.
12. 12When the combined preview requires a payment-difference choice, the permitted choices appear in that sales part. Temporarily hidden dependent fields retain their input while you remain on the form, but do not contribute while hidden. Review their values again if you use those fields later. A choice or error in one part does not change another part.
13. 13Review the combined preview. New postings and links are committed together or not at all. To unlink only, replace the link list with the links you want to retain; an empty list removes all links for that entry, not the accounting entries.
14. 14To process several bank entries together, explicitly select entries on the current list page and choose Process selected bank entries. Selections are not carried over to another page or search. The combined command can contain up to 100 bank entries within one administration and a total of 100 new posting parts.
15. 15Each selected bank entry has its own section in the same order as on the list page. Existing links are retained; adjust them first through Manage links if needed. Add the required new postings for each bank entry and review every preview and warning. One confirmation processes the entire command or nothing. Choose amounts, exchange rates, VAT and current-account routes yourself; the editable payment suggestions for a new purchase are described above.
16. 16A new posting for one bank entry cannot be selected as a new source for another entry within that same combined command. For example, link the second bank side of a new own transfer after the transfer has been created. If the confirmation outcome is uncertain, keep the input and use Retry the same command; the same command will not be posted twice.
17. 17An own transfer has two real bank dates and an explicitly selected clearing account in the paying administration. A transfer to another administration uses the current-account connection on the arrival date. A remaining clearing amount is not automatically written off.
18. 18Open a linked own transfer from its bank entry. With access to every administration involved, you can see both bank sides and the journal entries. Choose Edit to change the existing input and review the new posting preview first. Only an existing bank account in its original role and the exact existing route may be retained while inactive; new choices must be active.
19. 19You can also open the complete transfer from each related journal entry. Its detail shows the clearing balance belonging only to this transfer by posting date, the balance as of the displayed date and after all posting dates. A future arrival does not count towards an earlier balance. Missing source evidence is a review issue, not a zero balance.
20. 20Bank entry reconciliation is shown separately for departure and arrival. It counts the linked portions, rather than automatically counting the entire amount of each bank entry. A cleared account does not mean both bank sides are fully linked; stale links still need review.
21. 21Deletion requires a separate confirmation and removes the financial contents of the transfer and its journal entries. Bank entries remain. Existing links are not silently removed but receive Review link. Saving unchanged input does not change the transfer.
22. 22Review a link again if its underlying posting has been edited or deleted. Review link does not mean the amount is still reliably matched.
23. 23Suggestions based on bank details automatically searches Purchases and Sales together when Add processing is visible, within your permissions and showing suggestions matching the credit or debit. The first page appears automatically; use Refresh suggestions to request the results again. Suggestions use exact document references; an equal amount or a name alone is not proof. Review each document, type, evidence, available amount and warnings. Each page examines up to ten documents per accessible module. Limited coverage, missing permissions and further pages remain visible. Compare alternatives yourself; nothing is selected automatically.
24. 24New postings first offers Payment for a purchase, New purchase and payment and VAT payment for a debit, and Receipt for a sales invoice, New direct sale and receipt and VAT receipt for a credit. Other processing contains refunds, own transfers and other postings. The current administration is visibly proposed if writable; choose Change to use another administration. Fields appear only after Add part. Fully linked entries prioritize Manage links; Add processing remains available when explicitly expanded.
25. 25Choose Add link for an existing cash movement; enter a missing link amount yourself. The new choice appears under Selected links and does not replace an existing link. Add a new posting part prepares a new receipt or payment without overwriting existing parts. Review the input and complete missing amounts, dates, conversions or difference choices. These choices do not post anything yet: confirm only after reviewing the current combined preview. This also works for each bank entry in a combined command.
26. 26Open Recognition rules from Bank to create, edit, disable or delete your own rules. Choose a bank account and credit or debit direction. Counterparty name contains recognises Vodafone in VODAFONE LIBERTEL BV, for example. Case does not matter; spaces and accents do. Account and payment description are under Additional recognition conditions and are still compared literally, including case and spaces. At least one condition is required. All supplied conditions must match the same detail transaction; name and account must match the same counterparty.
27. 27A new rule is checked as active; you can uncheck it. The rule name is only a label, not a matching condition. From a bank entry, after posting or via a saved link, the full unambiguous counterparty name is prefilled and editable. You can shorten it yourself. Own accounts, batches and ambiguous sources do not produce a guessed name. You can copy an unambiguous counterparty account with the button as an extra condition. Existing rules are not automatically supplemented; entered additional conditions remain visible.
28. 28The posting suggestion summarises the inherited choices. Open Edit to adjust them; fields appear automatically for the chosen administration and processing type. Empty irrelevant fields are hidden. Exceptional entered choices remain visible and are cleared only by you. Temporarily switching administration or processing type preserves input while this form stays open. Amounts, dates and postings are never confirmed automatically.
29. 29Choose the posting type and reusable choices to remember, such as the ledger account, supplier and VAT treatment. Amounts, dates, document references, exchange rates, payment differences and confirmations are not remembered. Saving a rule does not create any posting.
30. 30After successful bank processing, you may choose Create recognition rule. With multiple parts, choose the intended part. The bank account, direction and reusable posting choices are prefilled; confirm the matching criteria yourself. Cancelling leaves the saved posting unchanged.
31. 31You can also choose Create recognition rule for saved links. Matching active rules appear first; this does not mean they were used before. View or edit a rule, or deliberately create another. Choose whether to repeat a document with payment or only a payment against an existing document. The same rule editor copies reusable choices only, never amounts, dates or invoice numbers. Changed, deleted or ambiguous sources are not guessed. Postings and links remain unchanged.
32. 32Recognition rules is directly visible within Add processing and loads matching rules automatically. Compare every page of suggestions; use Refresh recognition rules to search again. A message also appears when nothing matches. Each rule immediately shows the matching name, account or payment text, with its detail transaction in the bank source. This explains the match but does not prove that a corresponding invoice already exists. There is no hidden preferred rule. Choosing a rule adds one new posting part without overwriting existing input. Complete missing details and review the normal posting preview. Changed permissions and unavailable choices are checked again.
33. 33Is Confirm processing still disabled? The posting preview lists missing fields or fields needing attention, including their part and line. Select a field to go to it; collapsed sections open. Completing the input triggers another preview check.
34. 34For a new purchase or sale, select Amount paid in full or Amount received in full when the document and payment use the same currency. The payment amount then follows the VAT-inclusive total, including changes to the lines. Unchecking restores your manually entered amount. For different currencies, enter the actual payment amount yourself. The checkbox does not post anything: review the combined preview and confirm processing.
35. 35If you delete a bank account, its recognition rules are retained but no longer applied. Select another bank account in the rule first. Editing or deleting a rule never changes earlier postings.

What is on the screen?

• Existing posting, direction and amount to link
• New posting and administration involved
• Explicitly selected bank entries and their own posting parts
• Linked amount, remaining amount and warnings

What happens next?

Bank data and accounting entries remain separate. Fully linked describes only the entry; review account completeness and balances separately.

Continue reading