Match outgoing payments manually

The bank transactions that are registered under Cash and bank should mirror your bank statement. Read more about how to add payments from your bank account in Visma eAccounting Standard in the topic Register bank transactions.

In most scenarios, the program is able to match outgoing payments for invoices, but if for example you have rounded off the amount or paid an invoice partially you must match the transaction manually. Below, you will find examples and tips on how to match and post frequently occurring transactions.

When you have registered and paid a purchase invoice, and the bank transaction are not automatically matched in Cash and bank, you need to match the transactions manually.

  1. In Cash and bank, select the account you made the payment from.
  2. Select the bank transaction entry you want to match.
  3. Select Match.
  4. In the Transaction relates to field, select Payment of purchase invoice.
  5. Select the purchase invoice that you paid.
  6. Select Post to ledger.

When you have registered a debit invoice and a credit note from a supplier, you can fully or partially offset them against each other. When offsetting invoices the starting point is always the credit note.

  1. Select Purchasing - Supplier invoices.
  2. Select the credit note you want to offset.
  3. Select Actions - Offset.
  4. Select the invoice to offset the credit note against from the list. If there are no invoices in the list, the purchase invoice has probably already been registered as paid.
  1. Select Post to ledger.
If you offset an invoice partially and pay the remaining amount from your bank account, the bank transaction needs to be matched against the supplier invoice. If this is not done automatically, follow the instruction "Purchase invoice - completely paid" above.
If you have offset an invoice by mistake, you can correct it by selecting the invoice from the overview and choosing Actions - Undo offset.

If you have received a credit note from your supplier that you want to use as a partial payment of the original purchase invoice, you register the amount you have paid to your supplier in Cash and bank and then deduct the credit note to complete the payment of the invoice.

  1. In Cash and bank, select the account you made the payment from.
  2. Select the bank transaction entry you want to match.
  3. Select Match.
  4. In the Transaction relates to field, select Payment of purchase invoice.
  5. Select the purchase invoice that you paid.
  6. Enter the total amount of the invoice at Paid amount. You now have a positive amount to reconcile.
  7. Choose Add another.
  8. In the Transaction relates to field, select Payment of purchase credit note.
  9. Select the credit note you want to use as a partial payment.
  10. Select Post to ledger.
If you have offset an invoice by mistake, you can correct it by selecting the invoice from the overview and choosing Actions - Undo offset.

When you have more than one bank transaction relating to the same accounting transaction, you can match them all at once by creating one journal entry in the accounting.

  1. In Cash and bank, select the account you made the payment from.
  2. Select the transactions you want to match by checking the box next to the date at each transaction row.
When matching several transactions at once you can only select transactions with the same date and in your local currency. Transactions in foreign currency will not have a check box next to the date.
  1. Select Match all selected on one of the rows.
  2. In the Transaction relates to field, select what kind of accounting transaction the payment concerns.
  3. Proceed with the matching the same way you would do with a single transaction.
You can add more than one accounting transaction to match the bank statement transactions by selecting Add another. This can be done as long as you have an unreconciled amount.

You can also add more bank transactions to the view where you match bank transactions.
  1. Select Post to ledger.

It is possible to register a payment without a related invoice if you have paid money to a supplier without having an invoice. This could be the case if the you have paid an invoice twice or simply entered the wrong account number when making a payment in the internet bank.

The same logic also applies to customers when they have made a payment not related to an invoice.

  1. Go to Cash and bank.
  2. Find the bank transaction in the list and select Match.
  3. Choose Other withdrawal.
  4. Choose Payment to customer or Payment to supplier.
  5. Select the Customer/Supplier.
  6. Choose Save.
  7. Choose Post to ledger.

When registering an amount as paid without relating it to an invoice, but to a customer or supplier, it will be listed as an open item in the lists for Sales invoices and Purchase invoices. Filter the list by setting the Status to show All open items.

When you have made a payment that needs to be matched against an imported journal entry, the matching is done manually. This can be the case when a payment has been registered outside of the program and imported into Visma eAccounting Standard. If the program cannot find the journal entry to match the bank transaction against, you match it manually following the steps below.

  1. In Cash and bank, select the account you made the payment from.
  2. Select the bank transaction entry you want to match.
  3. Select Match.
  4. In the Transaction relates to field, select Imported journal entries.
  5. Select which imported journal entry you want to match the transaction against.
  6. Select Post to ledger.
Please note that the journal entry that you match the bank transaction against must include a posting against the account that the payment is posted to. If for example the payment is made to the Operating account it is a posting to ledger account 1910 - Pankkitili 1.

If you have made a purchase using your company card, you must register the receipt in Visma eAccounting Standard. To do this, you either upload an image of the receipt under Purchasing - Source document images, or you take a photo of your receipt using the Visma Scanner app and send it to Visma eAccounting Standard.

When you register a purchase made by card, you go to Cash and bank and locate the bank transaction in your bank statement or add one. You then create a journal entry relating to Purchase against receipt, which you then match against the bank transaction.

When you have made a purchase or paid an invoice with a private account, the program will not be able to find a matching transaction on the company's bank statement. Therefore you will need to register the payment yourself.

The registration differs somewhat, depending on whether it is an invoice that has been paid for or a purchase against receipt. Follow the instructions below .

  1. Go to Accounting - Journal entries.
  2. Choose New journal entry.
  3. Select Linked images and click on the image you want to link.
  4. Enter the Date of the purchase and a Description.
  5. Enter the purchase amount in credit in account 7664 - Atk-ohjelmistot, päivitykset, ylläpito.
  6. Then select the accounts relevant for the purchase.
If you for example have purchased software you could use 1763 - Arvonlisäverosaamiset and 7664 - Atk-ohjelmistot, päivitykset, ylläpito.
  1. Select Post to ledger.
  1. Select Purchasing - Supplier invoices.
  2. Register the purchase invoice in the same way as usual. See the topic Register purchase invoice.
  1. Select Accounting - Journal entries - New journal entry.
  2. Enter the Date of the purchase and a Description.
  3. Select ledger account 2871 - Ostovelat.
  4. Select the invoice that you want to record payment for in the column Invoice.
  5. Add a row with the plus sign.
  6. Enter the purchase amount in credit in account 7664 - Atk-ohjelmistot, päivitykset, ylläpito.
  7. Select Post to ledger.
  1. In Cash and bank, select the account from which a fee was deducted.
  2. Select the bank transaction entry you want to match.
  3. Select Match.
  4. In the Transaction relates to field, select Other withdrawal.
  5. Specify the outlay type as Bank costs.
  6. Select Post to ledger.

When you transfer money from one of the company's bank accounts to another, the program cannot match the bank transactions against each other automatically. You then have to match the transactions manually.

  1. In Cash and bank, select the account you received a payment to.
  2. Select the bank transaction entry you want to match.
  3. Select Match.
  4. In the Transaction relates to field, select Transfer between own accounts.
  5. Select the other bank account from the list.
  6. Select Post to ledger and the transaction will be registered and matched in both bank accounts.
When transferring money between accounts with different currencies, always start with the operating account and make sure that the box Foreign payment requirements is checked and that foreign currency, amount and bank fee has been entered for the transaction.

It is not possible to register a transfer of money directly between two currency accounts. If you need to do such a transfer do it via an account with your local currency.



Related topics

Match incoming payments manually

Search word: Register partial outgoing payment, offset purchase invoice, purchase with private account