Reconcile manually

Automatic reconciliation and suggestions handle most cases, but not all. When a movement didn't reconcile on its own and doesn't show up on the suggestions board with the right candidate, you link it by hand: you pick the movement and the document (sales invoice, purchase or expense) that caused it.

When you need it#

• No useful suggestion. Aikount didn't find a candidate with enough confidence and the board doesn't propose the right document.
• The document arrived later. You uploaded the purchase invoice or issued the sale after the bank movement.
• A non-obvious match. The amount or date don't line up exactly (a grouped payment, a payment with a surcharge, an unclear reference).
• Fixing a link. You want to redo a reconciliation that wasn't correct.

How to do it#

1. Go to the bank movements of the relevant treasury and find the pending movement.
2. Locate the document that caused it: the paid sales invoice, the purchase invoice or the paid expense.
3. Link the two. The movement is reconciled just as if the system had done it.

Before linking by hand, make sure the document exists in Aikount. If you haven't uploaded the purchase invoice yet, create it first —the agent reads it by OCR— and then reconcile.

Good practice#

• Trust the identity, not just the amount. Check supplier or customer and date, not only that the figure matches: two movements of the same amount can be different things.
• Don't duplicate the invoice to make it balance. If the bank amount doesn't fit the document, the fix is to understand the difference (a fee, a withholding, a grouped payment), not to create a second invoice. Duplicating a purchase corrupts expenses, input VAT and reconciliation itself.
• Grouped payments. A single deposit can cover several invoices; link them all to the same movement instead of forcing just one.

When the bank brings more than is owed#

You never reconcile more than the invoice still has outstanding. If the movement is bigger, when confirming you choose what to do with the surplus:

• Leave it on the movement to link it later to another invoice.
• Keep it as a balance in favour of the customer or supplier. It goes to their own account (430 Customers or 400 Suppliers): a customer who overpaid keeps a balance in their favour, to be refunded or deducted from a later invoice. It is not an advance: a real advance (account 438) carries VAT at collection and requires issuing an advance invoice.
• Send it to another account of your choice (for example, a fee or a rounding difference).

Undoing a reconciliation#

Undoing it sets the movement back to pending. If the collection or payment was created by the reconciliation itself, it is deleted together with its journal entry and the invoice becomes outstanding again. If the movement had been linked to a collection or payment you recorded by hand, that collection or payment and its journal entry are kept: only the link to the bank is removed.

Special cases#

The Stripe payout is the most common manual case, because the bank receives a net amount that never matches gross sales. Aikount breaks it down automatically; see The Stripe payout case. To understand when each mode kicks in —automatic, suggested or manual— see How reconciliation works.