The Matching screen can be used to directly match the cash flow transaction to the outstanding unmatched invoices (or one or more installments). Moreover, this screen also allows you to match the invoices with the other cash flow transactions.
The information in this document is applicable to product update 407 and higher. If you have versions lower than this, certain features explained here will not be applicable.
Keep in mind: The Void button is enabled only if an invoice in the Invoices section is selected. The voided invoices can be viewed at System ? Finance ? Register ? Void. For more information, see Viewing voided entries.
Keep in mind: The Automatically button is displayed only if the Unmatched option at Show is selected.
Keep in mind: The Internal use button is enabled only for cash out payments.
Keep in mind: The Reallocate button is displayed only if the Unmatched option at Show is selected.
Keep in mind: The Match/Process button is displayed only if the Unmatched option at Show is selected.
Keep in mind: The Unmatch button is displayed only if the All option at Show is selected.
Select the Unmatched option to view the unmatched cash flow transactions. Select the All option to view all the matched and unmatched cash flow transactions. By default, Unmatched is selected.
Click this to display the advanced search criteria.
Type or select the supplier or customer code. By default, the supplier or customer code is displayed.
Type or select the date or date range. All the transactions that fall within this date or date range will be displayed.
Type the payment reference number to display the transactions with the payment reference.
Type the description of the invoice to display the invoice with the description.
Type the invoice number to display the invoice with the invoice number.
Type your reference number to display the transactions with your reference number.
Type or select the bank account to display the transactions with the bank account.
Select the Amount check box to enable the search for the invoices with varying amounts. This check box is enabled only if a transaction in the Cash / bank section is selected. Once the Amount check box is selected, it enables the +/- field where you can type any variation that you want so that it is possible to search for the invoices that vary from the amount of the cash flow transaction. For example, if “0.05” is typed and a cash flow amount of “400.00” is selected, the system will search for the amounts between 399.95 and 400.05.
Click this to do an extensive search by using the contents of Description to find the matching invoices.
Click this to search for the invoices based on the defined criteria.
Select the Our ref. option to define the our reference number, Your ref. option to define the your reference number, or Order No. option to define the order number.
Type the our reference number to display the transactions with the our reference number.
Note: This field is displayed only if the Our ref. option is selected.
Click this to search for the invoices based on the creditor or debtor account.
Note: This icon is displayed only if the Our ref. option is selected.
Type the your reference number to display the transactions with the your reference number.
Note: This field is displayed only if the Your ref. option is selected.
Type the order number to display the transactions with the order number.
Type the payment reference number to display the transactions with the payment reference number.
Type the run number to display the transactions with the run number. This is the batch number that is generated by the bank when processing installments to be paid or collected using an export file or printed documents (cheques, letters of credit, cash vouchers, and others). The run number is only assigned and applicable for installments.
Type or select the date or date range. All transactions that fall within this date or date range will then be available.
Group the invoices or installments by:
By default, None is selected.
Type the description of the invoice to display the transactions with the description.
This section displays all the transactions that match the search criteria.
This section displays all the invoices that match the search criteria.
Click this to update the results according to the defined criteria.
Click this to void the selected invoices. This button will not be enabled if a transaction is selected at the same time. All voided invoices can be viewed in the void register at System ? Finance ? Register ? Void. For more information, see Viewing voided entries.
Note: This button is displayed only if the Unmatched option at Show is selected.
Click this to automatically match the cash flow transaction with the invoice(s). Once the transactions are matched, they are automatically removed from the screen and what remains are the unmatched entries. However, if the system is unable to automatically match the cash flow transaction with the invoice(s), you must manually do the matching by clicking Match/Process.
Click this to display the debtor or creditor card. For more information, see Viewing creditor cards or Viewing debtor cards.
Click this to display the Internal use screen. This button is only available for cash out payments. For more information, see Viewing internal inventory.
Click this to display further details of the selected invoice or view the selected cash flow entry in the entry screen.
Click this to view the complete transaction which is part of the selected line based on the internal reference number. For more information, see Viewing transactions.
Click this to remove the matched invoices from the cash flow transactions. This is especially beneficial if you have made a mistake while matching. If it is a VAT term, and the VAT return has not been generated, you need to enter a password before you can perform the unmatch function.
Note: This button is displayed only if the All option at Show is selected.
Click this to remove the allocated debtor or creditor account, and reallocate another debtor or creditor account. If reallocation is done, you need to reselect the transaction, and match it to the new debtor or creditor invoice(s).
Click this to match and process the invoice(s). For more information, see Processing matched invoices.
Click this to exit.