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.

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.

Follow these steps to match an outgoing payment in foreign currency against a purchase 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 Edit bank transaction and make sure that the box Foreign payment requirements is checked and that foreign currency, amount and bank fee has been entered.
4. Select Match.
5. In the Transaction relates to field, select Payment of purchase invoice.
6. Select the purchase invoice that you paid.
7. Select Post to ledger.

When you have more than one bank transaction relating to the same accounting transaction, you can match them all at once by creating one journal entry in the accounting.

1. In Cash and bank, select the account you made the payment from.
2. Select the transactions you want to match by checking the box next to the date at each transaction row.

3. Select Match all selected on one of the rows.
4. In the Transaction relates to field, select what kind of accounting transaction the payment concerns.
5. Proceed with the matching the same way you would do with a single transaction.

6. Select 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 Bookkeeping & Invoicing and imported via a SIE file. 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 Bookkeeping & Invoicing. 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 Spiris Scanner app and send it to Bookkeeping & Invoicing.

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, the transaction will not be found on 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 or watch a movie about it (in Swedish).

Register purchase against receipt paid with private account - sole proprietorship

When you register a purchase against receipt you start by scanning or photographing the receipt and uploading it to Bookkeeping & Invoicing via the app Spiris Scanner.

1. Select Purchasing - Source document images.

2. Click on the image you want to link.

3. Select Type - Purchase receipt. If the images were transferred from one of the apps, the image type may be pre-selected.

If the images were transferred from one of the apps, the image type may be pre-selected.

4. At Select a bank account choose Paid with private account.
5. Make a choice in the list Specify outlay type.
6. Enter the required information.
7. Select Post to ledger.

Register purchase invoice paid with private account

1. Select Purchasing - Supplier invoices.
2. Register the purchase invoice.
3. Select Purchasing - Purchase invoices - Unpaid purchase invoices.
4. Click on the purchase invoice that you want to register as paid with private account from the list.
5. Select Record payment.
6. Select Pay from account - Paid with private account, and enter the amount and payment date.
7. Select Post to ledger.

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 or watch a movie about it.

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 2893 - Skulder till närstående personer, kortfristig del.
6. Then select the accounts relevant for the purchase.
   

If you for example have purchased software you could use 2641 - Debiterad ingående moms and 5420 - Programvaror.

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 manually.

3. Select Accounting - Journal entries - New journal entry.
4. Enter the Date of the purchase and a Description.
5. Select ledger account 2440 - Leverantörsskulder.
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 2893 - Skulder till närstående personer, kortfristig del.
9. Select Post to ledger.

1. In Cash and bank, select the account from which a fee was deducted.
2. Select the bank transaction entry you want to match.
3. Select Match.
4. In the Transaction relates to field, select Other withdrawal.
5. Specify the outlay type as Bank costs.
6. 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.

You match the bank transaction for the salary payout in different ways depending on whether you use the Payroll solution in Bookkeeping & Invoicing or if you work with a separate payroll system or without one.

In order to match the payroll run, it needs to be posted.

Do this when using Own salary/Payroll in Bookkeeping & Invoicing

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

If a match is automatically selected for you, you can skip straight to step 6 and post the transaction to the ledger.

2. Select the bank transaction entry you want to match.
3. Select Match.
4. In the Transaction relates to field, select Employee payout.
5. Select a payslip or pay run from the list.
6. Select Post to ledger.

Do this when working without a payroll software

Before you follow the steps below go to Settings - Accounting templates and make sure the templates for different types of payouts are active. If they are not found in the list tic the box for Show inactive items, then edit each template to activate it.

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 Other withdrawal.
5. In the Specify outlay type field, select the payout accounting template that fits the employee category you have made a payout to.
6. Enter the amounts for the different ledger accounts.

7. Select Post to ledger.

Do this when you have imported a SIE file from a separate payroll software

When you have run the payroll routine in your payroll system you import the journal entry to Bookkeeping & Invoicing. Read more about how to Import accounting data (SI or SE file).

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 Imported journal entries.
5. Select which imported journal entry you want to match the transaction against.
6. Select Post to ledger.