Match bank payments to invoices

When customers pay by transfer, the money first appears as a line on your bank statement. Match payments lists the incoming lines no one has matched yet, with the customer and invoices each one most likely pays. Confirming makes one Books receipt and marks the bank line matched in the same step.

Before you start

• Import your bank statement in Books first (see import a bank statement).
• You need the right Match payments and handle failed ones. Matching is part of full Collections; Collections Essentials does not have it.

Steps

1. Open Collections → Match payments. Each card shows a bank line: the amount, the day, the bank's description and reference, and how many days ago it came in.
2. Read the suggestions under the line. Each names a customer, how sure Kluvan is (for example 92% sure) and why: the amount, customer's name or invoice number in the narrative.
3. Check the split: each suggested invoice has an amount box. Change the amounts if the payment covers the invoices differently.
4. If the payment is short, tick the box Short by … : open a short-payment dispute for it to keep the difference visible as a dispute instead of chasing it.
5. Select Confirm on the right suggestion.
6. If no suggestion is right, open Another customer, or keep it as credit, pick the Customer and choose Pay the oldest invoices first or Keep it as the customer's credit. Select Confirm.
7. Repeat until the page says Every incoming bank line is matched.

Good to know

• What Kluvan reads in the description. Invoice numbers written as INV, فاتورة or # followed by the number, in Latin or Arabic-Indic digits, and the customer's name. Small differences within your matching tolerances in Collections settings still match.
• More than the invoices? The card says how much stays as the customer's credit; it stays on the receipt as unapplied credit.
• Two people at once. If someone matched the line while you were looking, Kluvan refuses the second match and asks you to reload; a line is never matched twice.
• Old lines. A line still unmatched after A payment is a problem after (days unmatched) moves to failed and unmatched payments, and the owner gets one alert.
• Books' own matching in Books → Banking and cash pairs bank lines with what is already recorded; matching here also creates the receipt and settles the invoices. See match bank lines and reconcile.