Bank reconciliation

Bank reconciliation proves that what is in your books matches what the bank says. You upload the bank’s statement, OneBooks suggests a match for every line, you confirm or create the missing entries, and you lock the period once the closing balances agree.

Before you start

• The bank account exists under 1210 Bank — see Cash and bank accounts.
• You have the statement as CSV or Excel with a date, a description and either a single amount column or separate debit and credit columns. Most bank exports work unchanged.
• Accountant mode, with the bankRecon.manage permission.

1. Open the hub

Accounting → Bank Reconciliation lists your cash and bank accounts with the number of statements, drafts and the last reconciled date.

Select an account to see its statements.

2. Upload a statement

1. Select Upload statement, drop the file or browse for it, then Parse Statement.
2. Check Step 2 · Verify column mapping: OneBooks detects the date, description, reference, debit/credit or amount and balance columns from the headers. Correct any column that is Not mapped or wrong; the preview updates.
3. Enter the statement date, the period it covers and the opening and closing balances printed on the statement.
4. Select Save.

Overlapping periods on the same account are rejected — delete the earlier draft or change the period.

3. Match the lines

The statement page lists every bank line with its status: Unmatched, Matched, Ignored or Created.

For each line:

• Accept a suggestion — OneBooks proposes payments, supplier payments and journal entries with the same amount around the same date. Select the suggestion to match it.
• Match manually — pick any unmatched payment or entry.
• Create — for a line with nothing in the books yet: a customer payment (choose the customer and invoice), a supplier payment (supplier and bill) or a journal entry with a counterpart account such as Bank charges or Interest income. The entry is posted and matched in one step.
• Ignore — for lines that do not belong in the books (an internal transfer already recorded elsewhere).
• Unmatch — undo any of the above.

4. Reconcile

When the matched total plus the opening balance equals the closing balance, select Reconcile & Lock. The statement’s status becomes Reconciled and the account’s last reconciled date and balance update. Unreconcile reopens it if you find a mistake later.

Rules that keep the books honest

• A payment or entry can be matched to only one statement line.
• Matching never changes the amount of a document — if the bank amount differs, create a separate entry for the difference (for example bank charges).
• Archived or reversed entries are never offered as matches.

Related

Payments received

Supplier payments

Journal entries