Help / Purchases and banking

Match statement lines and complete a reconciliation

Match each bank statement line to your books, handle the ones you cannot explain, and finish the session.

Once the statement lines are in your reconciliation session, deal with each one until nothing is left to resolve. Every line has a status:

Match a line to your books

1. In the Statement Lines table, click Match on a line.
2. Suggested Matches lists posted entries on this account within 10 days of the line's date, with the closest amount first. An exact amount match is highlighted green. Each row shows the Entry #, Date, Source (for a payment, the party, reference and the invoice or bill it paid), and the Remaining amount.
3. Tick the entry or entries that correspond to the statement line. The first suggestion is pre-ticked. Check the Match Amount for each one.
4. Click Confirm Match (it reads Confirm Match (Split) when you tick more than one entry).

You can match one statement line to several entries (a bank deposit that covers three customer payments), or one entry across several lines. The total cannot exceed what is left on the statement line ("Total match amount ... exceeds the remaining uncovered amount on this statement line"). A matched entry becomes "cleared" once it is fully covered.

To undo a match, click Unmatch under the line's description and confirm. The entry returns to uncleared if it is no longer fully covered.

If no suggestion appears, the payment probably has not been recorded yet. Record it (for example on the invoice, bill or Payments page), then come back and click Match again.

Lines you cannot match

• Unknown - for a line you cannot identify. Click Unknown on the line, enter the note explaining why, and click Mark Unknown. It stays in the Unmatched & Unknown Queue and is never counted as reconciled.
• Ignore - for a statement artefact that does not need reconciling, such as a zero-value memo line. Click Ignore, enter a reason and click Ignore Line. A line that is partly or fully matched must be unmatched first.
• Adjust - for something real that is missing from your books, such as a bank charge. Click Adjust, choose the Offset Account (for example an expense account) and enter a Memo, then click Post Adjustment. Legasum posts a balanced entry for the remaining uncovered amount, dated the statement line's date, and matches it automatically. If your company requires approval for reconciliation adjustments, you see "This adjustment requires approval - a request has been submitted. It will post once approved."

Complete the reconciliation

Complete Reconciliation is greyed out until everything is resolved. If you click it too early, or hover over it, you are told what remains: "Cannot complete yet: N unmatched, N unknown, and N partially matched statement line(s), plus N uncovered ledger line(s), remain."

You can complete when:

• the Difference is 0.00, and
• every statement line is matched, ignored or adjusted, and
• every posted entry on the account up to the statement date is covered.

Click Complete Reconciliation and confirm "Complete this reconciliation? Matches will become historical and can no longer be changed in this session." The status becomes Completed and its cleared entries become the starting point for the next session. Download Report gives you a CSV of the position.

Raw Ledger Lines

At the bottom of the session screen, the Raw Ledger Lines (manual clear escape hatch) panel lets you tick an entry as cleared without a statement line. It is for rare cases only; the normal route is matching statement lines.

Good to know

• If the difference will not reach zero, check that the closing balance and statement date are right, and look at the uncovered ledger lines in the downloaded report.
• You cannot change matches in a completed session. Start a new session to correct something.
• Matching needs access to the Reconciliation module.