Matching transactions in bexio
Our Banking section offers you the possibility of matching up your bank transactions (credits & debits) with your accounting transactions. You can match your invoices, your supplier invoices, your expenses and your salary payments with the appropriate accounting transactions in bexio.
The main advantage is that you have a complete overview of your finances and are able to maintain error-free accounting. Thus you always have your finances under control and avoid the need to make tedious manual comparisons.
Please watch our video, which will tell you everything you need to know about matching up bank transactions.
The video is only available in German. Thanks for your understanding.
Matching bank transactions in detail
- How do I access my banking transactions?
- How do I match up my invoices (accounts receivable)?
- How do I match up my supplier invoices (accounts payable)?
- How do I book expenses (accounts payable)?
- What should I do if no matching transaction exists in bexio?
- What is a customer transaction?
- How can I cancel a transaction match?
- How can I ignore a transaction?
If you have already linked your UBS online banking account to bexio, you will find your open banking transactions in the Banking section of bexio and you can immediately begin matching the transactions.
If you want to upload the bank data to bexio manually, you first need to export an MT940 file from your online banking service. You can find more information here.
Next, upload the file to bexio.
Now click on "Reconcile transactions” and you'll be taken to bexio’s bank transaction matching page.
On the left-hand side, you will see your banking transactions, and on the right, your bexio transactions.
In the left column, you will see receivables from customers (positive amounts), and on the right, the bexio transactions. If the
- and ESR reference number
are identical, we will match the payment automatically. After you have checked bexio’s suggestion and you are happy that everything is in order, all you have to do is click the "Reconcile now” button and the invoice will be set to “paid” in bexio, with the appropriate date.
If a payment cannot be clearly matched, you can use the search box to find the appropriate customer and see all their open invoices, or search for an invoice number. Select the appropriate invoice and make the match. Only invoices with the status “Open & Partial” are shown.
When a customer makes a payment which covers several invoices, you can split the amount to match all the appropriate invoices. Please note that the total amount in both columns must be identical in order to match the transactions.
This screenshot shows you how to split the amount:
In the left column you will see debits for the money you transferred (negative amounts), and on the right, the bexio transactions. If the
- and ESR reference number
are identical, we will automatically suggest a match. If you are happy with the match, all you have to do is click "Reconcile now". This function works on the same principle as for accounts receivable.
When you click "Reconcile now”, the supplier invoice will be set to “paid”, with the appropriate date.
If the automatic recognition is unsuccessful, you can use the search box to find suppliers and see all their open invoices, or search for an invoice number: then you can select and match them. Only supplier invoices with the status “Open & Partially Paid” are shown. All other invoices are not listed.
Expenses can also be matched. Click on the "Expenditure” tab and search for a contact, a description or an amount and we will provide a list of possible expenses. As described above, make the match by selecting the corresponding expense and clicking the "Reconcile now" button.
In this case, we recommend that you enter the transaction manually so that it is included in your accounting system and your financial accounting is complete and accurate.
Click on the “Manual post" tab. This input mask differs only slightly from the mask that can be found on the tab "Accounting" -> "Journal” Select the appropriate account and enter a description (if necessary). Then select the VAT rate and click on “Reconcile now"
If you have a credit or debit that needs to be allocated to a customer although no such document has been recorded in bexio, you can also create a so-called "Client post”. The difference to a manual transaction is that using a "Contact" is mandatory and that the booking is allocated to this contact.
Afterwards, this booking will appear in the detailed view of the contact, on the "Finances” tab, and also in the Journal.
Transaction matches can be cancelled, in case you accidentally match the wrong transactions, for example.
To do this, navigate to the "Banking" section and click on "Show Banking transactions"
When you have found the appropriate transaction, click on "Actions” and then on "Undo reconciliation".
The accounting transaction is resolved by means of an offsetting entry. Payments that were marked as “paid” are also undone. The transaction goes back into the list of transactions and given the status "Unreconciled”so that you can re-match it.
If you ignore a transaction, it remains unmatched and is not recorded in your accounting system. If you are not sure how to deal with a transaction or on which account to book a transaction, please ask your financial advisor, temporarily ignore the transaction and then book it at a later time.
In the list of banking transactions, the status of this line will now be "ignored”. If you click "Actions”, you can undo the status and make the booking again.