Match outgoing payments manually

When you have registered and paid a purchase invoice, and the bank transaction are not automatically matched in Cash and bank, you need to match the transactions manually.

1. In Cash and bank, select the account you made the payment from.
2. Select the bank transaction entry you want to match.
3. Select Match.
4. In the Transaction relates to field, select accounting entry Payment of purchase invoice.
5. Select the purchase invoice that you paid.
6. Select Post to ledger.

There can be different situations in which the paid amount is lower than the total invoice amount. For example, the invoice will be paid via multiple partial payments, or the you were allowed to subtract a part of the invoice amount due to payment discount. In other situations, bank charges are involved, or rounding needs to be applied to account for a small payment difference. You can handle these situations as follows.

1. In Cash and bank, select the account you made the payment from.
2. Select the bank transaction entry you want to match.
3. Select Match.
4. In the Transaction relates to field, select Payment of purchase invoice.
5. Select the purchase invoice that you paid.
6. Since the amount paid differs, the difference must be accounted for.
7. In the field Reason for difference, select the option that applies to the situation.
8. Select Post to ledger.

When you have registered a debit invoice and a credit note from a supplier, you can fully or partially offset them against each other. When offsetting invoices the starting point is always the credit note.

1. Select Purchasing - Supplier invoices.
2. Select the credit note you want to offset.
3. Select Actions - Offset.
4. Select the invoice to offset the credit note against from the list. If there are no invoices in the list, the purchase invoice has probably already been registered as paid.

5. Select Post to ledger.
   

If you have received a credit note from your supplier that you want to use as a partial payment of the original purchase invoice, you register the amount you have paid to your supplier in Cash and bank and then deduct the credit note to complete the payment of the invoice.

1. In Cash and bank, select the account you made the payment from.
2. Select the bank transaction entry you want to match.
3. Select Match.
4. In the Transaction relates to field, select accounting entry Payment of purchase invoice.
5. Select the purchase invoice that you paid.
6. Enter the total amount of the invoice at Paid amount. You now have a positive amount to reconcile.
7. Choose Add another.
8. In the Transaction relates to field, select Payment of purchase credit note.
9. Select the credit note you want to use as a partial payment.
10. Select Post to ledger.

If you have paid more than one purchase invoice in one single payment, Visma eAccounting Pro can't match the bank transaction against the purchase invoices automatically. Instead, you have to match the outgoing payment against the purchase invoices manually.

1. In Cash and bank, select the account you made the payment from.
2. Select the bank transaction entry you want to match.
3. Select Match.
4. In the Transaction relates to field, select accounting entry Payment of purchase invoice.
5. Select Select multiple.
6. Select the purchase invoices that have been paid.
7. Select Post to ledger.

When you have multiple bank transactions that need to be posted to the same ledger account, you can use selections for matching up to 50 transactions at the same time.

1. In Cash and bank, select the account you made the payment from.

   When matching several transactions at once you can only select transactions in your local currency. Transactions in foreign currency will not have a check box next to the date.

2. Select the transactions you want to match by checking the box next to the date at each transaction row.

   By filtering the transactions by date and entering a search word that all transactions have in common, you can select the transactions you want to match with one click in the box at the top of the column next to the date.

3. Select Match all selected on one of the rows.

4. Select the ledger account that should be used for all bank transactions that are included in your selection, and make sure that the VAT code is set correctly.

5. Select Post to ledger.

It is possible to register a payment without a related invoice if you have paid money to a supplier without having an invoice. This could be the case if the you have paid an invoice twice or simply entered the wrong account number when making a payment in the internet bank.

The same logic also applies to customers when they have made a payment not related to an invoice.

1. Go to Cash and bank.
2. Find the bank transaction in the list and select Match.
3. Choose Other withdrawal.
4. Choose Payment to customer or Payment to supplier.
5. Select the Customer/Supplier.
6. Choose Save.
7. Choose Post to ledger.

When you have made a payment that needs to be matched against an imported journal entry, the matching is done manually. This can be the case when a payment has been registered outside of Visma eAccounting Pro and imported . If a matching journal entry cannot be found for the bank transaction, you can match it manually by following the steps below.

1. In Cash and bank, select the account you made the payment from.
2. Select the bank transaction entry you want to match.
3. Select Match.
4. In the Transaction relates to field, select Imported journal entries.
5. Select which imported journal entry you want to match the transaction against.
6. Select Post to ledger.

If you have made a purchase using your company card, you must register the receipt in Visma eAccounting Pro. To do this, you either upload an image of the receipt under Purchasing - Source document images, or you take a photo of your receipt using the Visma Scanner app and send it to Visma eAccounting Pro.

When you register a purchase made by card, you go to Cash and bank and locate the bank transaction in your bank statement or add one. You then create a journal entry relating to Purchase against receipt, which you then match against the bank transaction.

When you have made a purchase or paid an invoice with a private account, a matching transaction will not appear on the company's bank statement. Therefore you will need to register the payment yourself.

The registration differs somewhat, depending on whether it is an invoice that has been paid for or a purchase against receipt. Follow the instructions below .

Register purchase against receipt paid with private account

1. Go to Accounting - Journal entries.
2. Choose New journal entry.
3. Select Linked images and click on the image you want to link.
4. Enter the Date of the purchase and a Description.
5. Enter the purchase amount in credit in account 0640 - Prive stortingen.
6. Then select the accounts relevant for the purchase.
   

7. Select Post to ledger.

Register purchase invoice paid with private account

1. Select Purchasing - Supplier invoices.
2. Register the purchase invoice in the same way as usual. See the topic Register supplier invoice.

3. Select Accounting - Journal entries - New journal entry.
4. Enter the Date of the purchase and a Description.
5. Select ledger account 1500 - Crediteuren.
6. Select the invoice that you want to record payment for in the column Invoice.
7. Add a row with the plus sign.
8. Enter the purchase amount in credit in account 0640 - Prive stortingen.
9. Select Post to ledger.

When you transfer money between the company's bank accounts, the bank transactions can't be automatically matched. You then have to match the transactions manually.

1. In Cash and bank, select the account you received a payment to.
2. Select the bank transaction entry you want to match.
3. Select Match.
4. In the Transaction relates to field, select Transfer between own accounts.
5. Select the other bank account from the list.
6. Select Post to ledger and the transaction will be registered and matched in both bank accounts.