To accommodate different workflows and allow you increased flexibility when working with your incoming documents and reconciling your bank accounts, we have separated the auto-matching options so that you can choose to auto-match all types of documents or only invoices for example.
Content
Filtering the process transactions list
Including specific journal series in the list
Fuzzy matching: partial description, date and amount tolerance
Automatic processing of matched journals
Highlighting tolerated differences
Creating a journal from a draft in banking
Filtering the process transactions list
When the ALL filter is selected under Banking - Reconcile Bank Transactions, all journals and drafts containing the bank account being reconciled are automatically included in the list of Briox transactions.
Including specific journal series in the list
If you want to include specific journal series in the list so that you can use them as a filter, you can do so by ticking the Banking checkbox under Settings - Accounting - Journal types
Drafts are always included in the drop down together with invoices and banking templates, while only the specific journal series that have been marked for banking will appear in the process transaction view. See below.
Settings for Automation
Drafts and journals have their own Automation matching settings under Accounting - Automation Settings for Banking.
Fields we Match on:
For Journals we match the following fields:
- Journal Description vs. Account description = (Payee or receiver)
- Journal's posting date vs. Transaction date
- Total of journal vs. Amount of transaction
- Transaction text (reference) vs transaction info
- Bank account vs bank account (in case of money out)
Fuzzy matching: partial description, date and amount tolerance
To make matching easier we now allow fuzzy matches for journals:
- Partial description matching: where the journal description appears as part of, or within, the bank transaction text.
- Date deviation tolerance: as entered by you
- Amount deviation tolerance: as entered by you
Exact matching is always attempted first, with rule-based matching as fallback.
Automatic matching hierarchy
The automatic matching hierarchy is:
- Invoices
- Drafts & Journals
- Templates
Read more about matching based on journal templates.
Automatic processing of matched journals
Once a transaction is matched, Briox can also finish the job — posting the journal and reconciling it — without you having to click Process. This is controlled by three independent settings under Settings -Accounting - Automation Settings for Banking, all off by default in new accounts. Turn them on one at a time, in any combination that fits your workflow.
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Auto-process matched banking journals — when a bank transaction is matched to an existing journal with an exact amount, Briox processes the journal and reconciles it automatically.
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Auto-post matched journal drafts — when a bank transaction is matched to a journal draft with an exact amount, Briox posts the draft as a journal and reconciles it.
- Auto-post matched templates — when a bank transaction is matched to a banking template with an exact amount, Briox creates a journal from the template and reconciles it.
Important: automatic processing only works with exact amount matches. Anything matched with an amount discrepancy is always left for you to review — see Highlighting tolerated differences below.
Highlighting tolerated differences
When a journal or draft is matched within your tolerance but the amount doesn't match exactly, Briox highlights the difference in red — both in the match list and inside the journal view — and blocks the journal or draft from being processed until you handle the difference.
The match list shows:
- The bank transaction amount
- The journal or draft amount
- The difference amount
Click on the match to go straight to the journal edit view with the supporting document image and book the difference in the journal (for example to a rounding or fee account) and then process it.
The aim: small differences never slip through unnoticed and create unexplained gaps in your accounts.
NOTE: This applies to journals, drafts and templates. Transactions matched to invoices continue to follow the existing partial-payment flow (yellow match in the list only).
Creating a journal from a draft in banking
When a journal is created from draft in banking Briox will use the data from the bank transaction to create the journal, behaving in the same manner as when creating a journal from a template.
See below what information will be displayed as journal description and what will be displayed as transaction information on the journal rows.
This way when creating your drafts under incoming documents, you only need to enter enough data to serve as a place holder.