Visma.net ERP

Process bank transactions (CA306000)

This topic gives you information about the elements that you find in this window in Visma.net ERP, such as fields, field values, buttons, and check boxes.

By using this window, you can import transactions from multiple bank statements for a particular cash account, which corresponds to the account in a bank.
Transactions imported from multiple statements are displayed in the table as one list.
To view transactions for each imported statement, use the Import bank transactions (CA306500) window, where you can select a cash account and the reference number of the imported statement.

You can then manually match or perform auto-matching of the transactions listed on the window to documents in the system over the same date range, resulting in the clearing of documents. You clear documents as a preliminary step before the actual reconciliation.
You can also specify the details of a payment that the system should create to match a transaction for which a match was not found.

Payments that the system creates during the processing of the matched transactions are not subject for approval, even if the process of approval is set up.

The window toolbar

Button	Description
Match automatically	Initiates the process of matching transactions from the bank statement to Cash management transactions by using settings you have specified in the Transaction match settings dialog box (which opens when you click Settings for matching on the window toolbar). If you have not opened this dialog box and specified settings, the system applies the default settings specified on the Bank statement settings tab of the Cash management preferences (CA101000) window. If you have configured rules for document creation in the Bank transaction rules (CA204500) window, the process will try to apply all the active rules to the transactions for which a match was not found. The process ignores any filters set on the table columns. To avoid a match on a different bank account to happen, go to the Cash management preferences (CA101000) window and select the Match only documents with the same bank account number check box on the Settings for matching tab. You enable the customer and supplier recognition for bank transaction by the same bank account number.
Process	Initiates the processing of matched transactions and transactions for which details of a new document were specified, resulting in clearing of the documents. The processing takes place on all lines, despite any filters set on the table.
Settings for matching	Opens the Settings for matching dialog box.

Element	Description
Days before bank transaction date	The maximum number of days allowed between the date of a cash management transaction (disbursement) and the date of the selected transaction on the bank statement. The system considers the disbursement a matching one if the difference falls within the specified date range.
Days after bank transaction date	The maximum number of days allowed between the date of the selected transaction on the bank statement and the date of a receipt. The system considers the disbursement a matching one if the difference falls within the specified date range.
Allow matching to credit note	A check box that (if selected) indicates that the system will automatically match the receipt bank transactions to credit notes by the reference number prior to matching them to the purchase invoices. If the check box is cleared (the default value), the receipt bank transactions are always matched to the purchase invoices.

Element	Description
Days before bank transaction date	The maximum number of days allowed between the date of cash management transaction (receipt) and the date of the selected transaction on the bank statement. The system considers the receipt a matching one if the difference falls within the specified date range.
Days after bank transaction date	The maximum number of days allowed between the date of the selected transaction on the bank statement and the date of a receipt. The system considers the receipt a matching one if the difference falls within the specified date range.

Element	Description
Average delay payment clearing	The average number of days for a payment to be cleared with the bank.
Estimated deviation (days)	The number of days before and after the average delay date during which 50% of payments are generally cleared.
Skip voided transactions during matching	A check box that you select to make the system skip voided transactions during the reconciliation process.
Save and close (button)	By clicking this button it saves the settings during your working session and closes the dialog box.

The top part

Element	Description
Cash account	The cash account specified on the bank statement.
Branch	The name of the branch associated with the cash account.
Status description	The status description contains explanations of the five error types that can be displayed in the Status field in the table.

Left pane: Bank transactions to match table

Button	Description
Unmatch	Clears all of the following: the check box in the column for the selected row, any selected matches on the Match to payments and Match to invoices tabs, and the Create check box (if selected) on the Create payment tab.
Unmatch all	Clears all of the following: all check boxes in the column, any selected matches on the Match to payments and Match to invoices tabs, and the Create check box (if selected) on the Create payment tab. This process ignores any filters set on the table columns.
Hide selected	Rolls back all changes to the selected bank transaction, hides it from the list, and marks it as processed (to confirm the action, click Save on the window toolbar). To be able to hide multiple transactions, you should first add the Hide column to your column view by clicking the icon. Then you select the respective transactions in the Hide column and click the Hide selected button. You can then clear the Processed and Hidden check boxes for the transaction by clicking Unhide transaction in the Import bank transactions (CA306500) window to be able to view and process the transaction again.
Undo split	Click this button to undo the splits you have done. If you have processed one or more of the split lines, you will not be able to undo the split on the not processed lines.

Column	Description
Ext. ref. no.	The external reference number of the transaction.
Ready to process	A check box that, if selected, indicates to the system that this bank transaction is ready to be processed. Namely, the transaction has been matched to the transaction in the system or details of a new document (to match this transaction) were specified.
Name from bank	The customer/supplier of the transaction.
Trans. date	The transaction date.
Trans. descr.	The description of the transaction.
Status	Shows the error code for the select bank transaction. There are 5 type of errors codes displayed: NDS: No documents applied to the selected transaction. RB: Remaining balance available from the total transaction amount. NB: No business account (Customer or Supplier) selected. NE: No entry type selected. NL: No location selected.
Disbursement	The amount of the disbursement.
Receipt	The amount of the receipt.
Trans. code	The code of the transaction.
Account from bank	The bank account or IBAN from which the payment was paid for the customer transactions. In some formats, it contains the IBAN or bank account from which you have paid to the supplier.
Archive code	The code of the document in the archive.
Customer/Supplier ID	The ID of the customer or the supplier account.
Customer/Supplier name	The name of the customer or the supplier associated with the document. The name is created in the Customers (AR303000) or the Suppliers (AP303000) window.
Entry type ID	The ID of an entry type that is used as a template for a new cash transaction to be created to match the selected bank transaction. The field is displayed if the Cash management option is selected in the Workspace field.
Invoice no.	The internal reference number for the invoice/credit note that has been paid. The system uses this column to make a lookup against the reference number on the purchase invoice if it is a disbursement and on the sales invoice if it is a receipt.
Location	The location of the supplier or customer. This field is displayed if the Supplier ledger or Customer ledger option is selected in the Workspace field.
Mandate ID	The ID number for the Direct debit agreement with a customer and the customer's bank.
Match type	The available match types are: Matched to payment Matched to invoice Created Hidden
Orig. disbursement	The amount of the original disbursement.
Orig. receipt	The amount of the original receipt.
Payee name	The payee name, if any, specified for a transaction.
Payment method	The payment method that was used for the transaction.
Payment ref. no.	The reference number of the transaction.
Rejection message	The message describing the reason for the rejection of the payment.
Trans. ID	The ID of the transaction,
Trans. entry date	The entry date of the transaction.
Workspace	The workspace in which the document was entered.

Right pane: Match to payments tab

Column	Description
Matched	A check box that you select to match the document in this row to the transaction selected on the bank statement.
Match relevance	The coefficient of the match relevance, which is less than or equal to 1 and is calculated automatically for the selected transaction on the bank statement and this document.
Orig. doc. number	The ID of the document, as assigned by the corresponding numbering series.
Doc. date	The date of the transaction or document.
Document ref.	The number of the corresponding external document, if one exists.
Workspace	The workspace in which the document was entered.
Trans. type	The document type to which the selected payment from the left part can be applied.
Description	A detailed description of the document.
Post period	The post period of the payment.
Amount	The document amount or transaction amount if it is a receipt. A negative value indicates that the amount is a disbursement.
Customer/Supplier ID	The ID of the customer or the supplier account.
Customer/Supplier name	The name of the customer or the supplier, associated with the document. The name is created in the Customers (AR303000) or the Suppliers (AP303000) window.

Right pane: The Match to invoice tab

Element	Description
Customer/Supplier ID	The ID of the customer or the supplier account.
Location	The business account location associated with the document.
Payment method	The payment method associated with the document.
Account no.	The account to which the payment has been made.
Update bank account	You can update the IBAN/BBAN from the imported bank payment line. In the Cash management preferences (CA101000) window under Settings for matching, select the check box Update bank account on customer/supplier from Process bank transactions. When the payment line contains a bank account from the bank and you select a customer/supplier, a lookup against the default IBAN/BBAN will be done. If the customer's/supplier's bank account is empty or different, the button Update bank account will appear. If you click the button the customer/supplier is updated with the account from the bank.

Column	Description
Matched	A check box that you select to match the document in this row to the transaction selected on the bank statement.
Match relevance	The coefficient of the match relevance, which is less than or equal to 1 and is calculated automatically for the selected transaction on the bank statement and this document.
Workspace	The workspace in which the document was entered.
Type	The document type to which the selected payment from the left part can be applied.
Ref. no.	The reference number of the document. Click the link to view the details of the document.
Ext. ref. no	The supplier's reference number.
Doc. date	The date of the document.
Amount	The document amount.
Customer/Supplier ID	The ID of the customer or the supplier account.
Customer/Supplier name	The name of the customer or the supplier, associated with the document. The name is created in the Customers (AR303000) or the Suppliers (AP303000) window.
Description	A detailed description of the document.
Branch	The branch on which the document is created. This column is only available if the Multi-Branch support check box is selected and enabled in the Enable/disable functionalities (CS100000) window.

Right pane: The Create payment tab

Element	Description
Create	A check box that indicates, if selected, that a new payment will be created for the selected bank transactions. Clear the check box to delete any information you have specified for the new document.
Clear rule	A button that clears the applied rule and the settings the system has configured by using the applied rule.
Create rule	By clicking the button it navigates to the Create rule dialog box, where you enter the ID of the new rule. Click Create to navigate to the Bank transaction rules (CA204500) window, where you can view and modify the details of the rule and save it for future use.
Cash account details/ Customer details/ Supplier details	Click this button to open the cash account, supplier ledger or customer ledger window as a pop-up to see the details of the selected document. The name of the button changes depending on the selected workspace. In the Cash management preferences (CA101000) window you can define which window will be opened for the different workspaces. If no window has been selected, the following windows will be opened: Cash management opens the Cash account details (CA303000) window with the active cash account selected. Supplier ledger opens the Supplier details (AP402000) window with the selected supplier selected. If the supplier number is empty, the window opens without a supplier selected. Customer ledger opens the Customer details (AR402000) window with the selected customer selected. If the customer number is empty, the window opens without a customer selected.
Workspace	The workspace where the document originated. Select one of the following workspaces: Supplier ledger Customer ledger Cash management
Entry type ID	The ID of an entry type that is used as a template for a new cash transaction to be created to match the selected bank transaction. The field is displayed if the Cash management option is selected in the Module field. To create a new entry type, click the Edit button next to the field to open the Entry types (CA203000) window.
VAT zone	Change or specify the VAT Zone or VAT category that applies to the transaction if necessary. The VAT calculation mode is set to Gross by the system, and the VAT category field is updated with the default value when the VAT zone is selected.
VAT calculation mode	This field has a read-only value that always shows Gross.
Tran. descr.	The description of the selected transaction that can be modified. These changes affect the transaction description in the new document only; the description of the imported bank transaction remains unchanged (in the Bank transactions to match table).
Customer/Supplier ID	The name of the customer or the supplier, associated with the document. The name is created in the Customers (AR303000) or the Suppliers (AP303000) window. This field is visible if the Supplier ledger or Customer ledger option is selected in the Workspace field.
Location	The location of the supplier or customer. This field is visible if the Supplier ledger or Customer ledger option is selected in the Workspace field.
Payment method	The payment method used by a customer or supplier for the document. This field is visible if the Supplier ledger or Customer ledger option is selected in the Workspace field.
Invoice no.	The internal reference number for the invoice/credit note that has been paid. The system uses this column to make a lookup against the reference number on the purchase invoice if it is a disbursement and on the sales invoice if it is a receipt.
Total amount	The total amount of the document. This field is displayed if the Supplier ledger or Customer ledger option is selected in the Workspace field.
Amount used	The amount of the transaction for which the documents (to match the bank transaction) are added. This field is displayed if the Cash management option is selected in the Workspace field.
Remaining balance	The balance of the transaction for which you can add the documents. This field is displayed if the Cash management option is selected in the Workspace field.
Application amount	The amount of the application for this payment. This field is displayed if the Supplier ledger or Customer ledger option is selected in the Workspace field.
Unapplied balance	The unapplied balance of the document. This field is displayed if the Supplier ledger or Customer ledger option is selected in the Workspace field.
Write-off amount	The total amount of write-offs specified for documents to be applied. This field is displayed if the Customer ledger option is selected in the Workspace field.
Split	With split line functionality, you can split a bank transaction line into different lines to process them against corresponding, multiple documents. The split lines are marked with an arrow. If the the Automatic payment splitting check box is selected, on the Incoming payments settings tab in the Cash management preferences (CA101000) window, payments will be automatically split on incoming payments import.
Undo split	Click this button to undo the splits you have done. If you have processed one or more of the split lines, you will not be able to undo the split on the not processed lines.
Update bank account	You can update the IBAN/BBAN from the imported bank payment line. In the Cash management preferences (CA101000) window on the Settings for matching tab, select the check box Update bank account on customer/supplier from Process bank transactions window. When the payment line contains a bank account from the bank and you select a customer/supplier, a lookup against the default IBAN/BBAN will be done. If the customer's/supplier's bank account is empty or different, the Update bank account button will appear. Clicking the button will update the customer/supplier with the account from the bank.

Column	Description
Branch	The branch that created the document. This column is only available if the Multi-Branch support check box is selected and enabled in the Enable/disable functionalities (CS100000) window.
Description	The description of the document. The bank transaction description is displayed by default.
Quantity	The quantity of the item.
Price	The price for the item.
Amount	The total amount for all items.
Offset cash account	The cash account to be updated by the document. By default, it is an offset cash account defined with the entry type selected in the Entry type ID field, but you can change this account. The field is displayed if the selected entry type is used for payments reclassification.
Offset account	The account to be updated by the document. By default, it is an offset account defined with the entry type selected in the Entry type ID field, but you can change this account.
Description	A description of the account.
Offset subaccount	The corresponding subaccount to be used for the document.
Item ID	The ID of the non-stock item used as a transaction subject.
VAT category	The default value is based upon what you selected in the VAT zone field.
Non-invoiceable	A check box that indicates (if selected) that this document line is non-invoiceable in the project. This column appears only if the Projects module has been enabled and integrated with this workspace

Button	Description
Select documents	By clicking the button, the Select documents popup window appears. Here you can select multiple documents using the date and branch filters on the top and the Select all documents option. If you click the button and there is no conversion rate between the cash account's currency and none of the documents' currencies of the selected Customer/Supplier ID, a message appears. It notifies that you need to define the exchange rate for the currency of this cash account in the Currency rates (CM301000) window. The button appears only if Supplier ledger or Customer ledger is selected from the Workspace field’s dropdown list. But the documents are displayed in the Select documents popup window after you select a Customer/Supplier name ID.
Load documents	By clicking the button, the customer or the supplier documents will load in the table for which you want to apply for the new payment, starting with the oldest documents. If you click the button and there is no conversion rate between the cash account's currency and none of the documents' currencies of the selected Customer/Supplier ID, a message appears. It notifies that you need to define the exchange rate for the currency of this cash account in the Currency rates (CM301000) window. The button appears only if Supplier ledger or Customer ledger is selected from the Workspace field’s dropdown list.

Column	Description
Document type	The type of the document to which the payment selected in the upper table can be applied.
Ref. no.	The reference number of the Supplier ledger or Customer ledger document to which the payment selected in the upper table can be applied.
Customer order	The original reference number or ID assigned by the customer to the customer document (for informational purposes).
Amount paid	The amount paid for this document.
Balance	The amount of the document after the specified amount was paid.
Balance write-off	The amount to be written off. The field is displayed if the Customer ledger option is selected in the Module field.
Write-off reason code	A reason code that defines an account and subaccount to be used for writing off balances. You must select a reason code if the balance write-off amount is non-zero. This field is displayed if the Customer ledger option is selected in the Module field.
Date	The date when the Supplier ledger or Customer ledger document was created.
Currency	The currency of the document.
Cross rate	A cross rate that you can optionally modify between the currency of the payment and currency of the original document. The column is hidden by default and available if the Multi-currency accounting check box is selected and enabled in the Enable/disable functionalities (CS100000) window.
Branch	The branch on which the document is created. This column is only available if the Multi-Branch support check box is selected and enabled in the Enable/disable functionalities (CS100000) window.
Cash discount balance	The unused amount of the available discount, if any.
Cash discount taken	The amount of cash discount taken due to prompt payment.
Customer	The parent or child customer associated with the document, by its Customer ID. The Parent-child customer relationship can be enabled in the Enable/disable functionalities (CS100000) window For more information about parent-child relationship, see: Manage parent-child relationships - overview
Customer name	The customer name associated with the document.
External ref.	The external reference number of the transaction.
Invoice text	The text from the customer documents.
Post period	The financial period in which the document is posted.
With. tax	The amount of tax withheld (if withholding taxes are applicable).
With. tax balance	The difference between the amount of the tax to be withheld and the actual withheld amount (if any withholding taxes are applicable).
Supplier ref.	The document's original reference number as assigned by the supplier (for informational purposes).
Description	The description from the supplier documents.

Column	Description
Select document	Check box for selecting the documents.
Branch	The branch on which you want to select the documents. By default the cash account's branch is selected.
Document type	The type of the document to which the payment selected in the left table can be applied to.
Ref. no.	The reference number of the Supplier ledger or Customer ledger document to which the payment selected in the left table can be applied to.
Date	The date when the Supplier ledger or Customer ledger document was created.
Post period	The financial period in which the document is posted.
Due date	The date when the Supplier ledger or Customer ledger document is due to be paid.
Amount in cash account currency	The document amount converted in the cash account’s currency.
Balance in cash account currency	The document balance converted in the cash account’s currency.
Customer/supplier	The customer or supplier ID from the customer/supplier document.
Description	The description from the supplier or customer documents.
Amount	The document amount paid in the original currency.
Balance	The document balance amount in the original currency.
Currency	The currency of the document.
Customer order/supplier ref.	The document's original customer order/supplier reference as assigned by the customer/supplier (for informational purposes).
External reference/buyer's order no.	The external reference number/buyer's order number of the transaction.
Customer name/supplier name	The customer name/supplier name associated with the document.
Location	The customer or supplier location.

Work process overview

The basic account statements process for AutoPay

Process statements manually via the AutoPay inbox

Match account statements

Process matched account statements

Process unmatched account statements

Validate manually incoming payments and statements with error

Get payment info from AutoPay

Process unmatched bank transactions

Make temporary settings for unmatched transactions

Match transactions

Process rejected payments

Write off amounts during a bank transaction processing

Related windows

Import bank transactions (CA306500)

Related concepts

Transaction matching settings

About processing imported transactions

About batch payment matching

Ref. no. weight	The relative weight of the evaluated difference between the reference numbers of the bank transaction and the cash management transaction.
Consider empty ref. no. as matching	A check box that (if selected) specifies that a bank transaction with an empty reference number is considered as matching to a cash transaction with an empty reference number. If this check box is cleared (the default value), transactions with empty reference numbers are not considered as matching.
Doc. date weight	The relative weight of the evaluated difference between the dates of the bank transaction and the cash management transaction.
Doc. payee weight	The relative weight of the evaluated difference between the names of the customer (or supplier) on the bank transaction and the cash management transaction.

Up to due date	The last due date up to which you want to filter the documents.
Branch	The branch on which you want to select the documents. By default the cash account's branch is selected.
Total amount	The total amount of the bank transaction selected in the main window.
Application amount	The total value of the selected documents. This amount is always less than or equal to the Total amount.
Unapplied balance	The difference between Total amount and Application amount.
Currency	The cash account's currency.