Lumary AH - This article describes the process for manually matching transactions that were not auto-matched within the bank statement.
There will be times where we are unable to directly match a transaction to the related invoice, this could be when:
- the transaction is from a plan managers who pay in bulk for multiple invoices and a remittance is needed to match that transaction to its related invoices, or
- when you have already recorded a payment for the transaction received, such as a Medipass payment.
In these cases, you will need to manually match a transaction either an invoice/s, existing payment/s. In some cases you’ll first need to match the transaction to the debtor, and then the invoice/s and/or payment/s related to them.
- Go to the Bank Statement.
- Click on the Requires Matching tab, this is where you are presented with all the transactions that require manual matching.
This article explains how to:
- match a debtor to a transaction
- match a payment or invoice to a transaction
- modify matches on a transaction, and
- set a transaction to matched.
It also includes an explanation of manual matching outcomes.
Match a debtor to a transaction
If there is No Debtor matched:
- When no debtor could be automatically determined, you will need to link the appropriate debtor to the transaction.
- Use the provided lookup fields to either find a Debtor Account (a third party business being billed, NDIA, Plan Managers, Insurers etc.) or Debtor Contact (an individual Client, Parent etc) to assign to the transaction. Only one field should be populated per transaction
- Click Update Debtor to confirm your selection.
Match a payment or invoice to a transaction
If there is No Invoice or Payment matched:
- Any Unpaid Invoices and any Payments not linked to existing transactions to select from will be listed.
- To select Invoices or Payments to assign to the transaction - use the checkbox to the left of the invoice or payment.
- On selecting the Invoices or Payments, an Allocated amount field will become available on the right of the row, this field will indicate how much of the transaction to allocate to the invoice or payment, this will default to the value of the invoice or payment.
- Save Matches - Once you are ready to save the matches, click the Save Matches button.
Modify matches on a transaction
To modify a match or remove a match:
- Use the Pencil button to put the Match back into an editable state where the allocated figure can be modified.
- Use the Bin button to delete the match and return the Invoice or payment to a state that can be matched to another transaction.
- Once you are ready to save the matches, click the Save Matches button.
Set transaction to matched
- Click the Set Transaction to Matched button to close off the transaction and update its status to Matched, meaning it will be ready for approval.
Manual matching notes
- Any remaining amounts not matched on the transaction will be assigned to the debtor as credit to be assigned to future invoices manually.
- The transaction should now disappear from the list of transactions requiring matching.
- Once all Items are matched, you can now validate and verify those matches and auto-matches and approve them.