Matching Cash

Retrieving Outstanding Transactions

To retrieve the outstanding transactions from the Cash Matching page:

1. Navigate to the Cash Matching page.
2. Click Select Account. The Select Account window displays the Cash Entry Accounts grid with the following columns:
• Account Name
• Billing Country
• Billing Address
• Account Number
• Account Type
• Dimensions
3. Select a cash entry account that you want to match. If the account does not belong to a cash matching account group, it will be also used as a transaction account.
4. Click Next.
5. [Optional] If the cash entry account you selected belongs to a cash matching account group, the Transaction Accounts grid is displayed, containing the same columns as the Cash Entry Accounts grid. Select a transaction account that you want to match, and click Next.
6. Select the currency for the match. For multi-account matching, if the selected accounts have different account currencies, you can only specify a document currency for the match.
7. Click Retrieve to close the window and display the outstanding transactions and cash entries for the account or accounts you selected.

Note:

To search for a particular transaction, enter search criteria into the Search box in the header. If the criteria matches one or more transactions, they are displayed in the associated grid.

To retrieve the outstanding transactions from the account detail page:

1. Navigate to the detail page for the account for which you have unmatched cash entries.
2. Click Cash Matching to open the Cash Matching page. If you can't see this button, contact your administrator.

Finding Transactions

To learn more about finding specific transactions in the user interface, see Finding Transactions.

Matching Transactions

The Cash Matching page enables you to match cash entries against outstanding sales or payable invoices, credit notes and journals.

For a simple match, select a combination of two or more associated credit and debit transactions that sum to zero in the Matching Difference. Each time you select a line, its outstanding value is added to the totals according to the type of line. Cash entry lines values are added to the Cash Entries Total and transaction lines are added to the Transaction Total. You can select up to 1,500 lines.

The Match Difference field displays the current difference of value between the Cash Entries Total and the Transaction Total to help you find a matching combination. You do not need to do anything else for a simple match.

available for matching

selected for matching

Part-Payments

For a match that includes a part-payment, when you have selected the transactions you want to match, amend the values in the Paid column in the Transactions grid, until the Match Difference displays zero.

Overpayments

For a match that includes an overpayment, when you have selected the transactions you want to match, amend the values in the Paid column in the Cash Entries grid, until the Match Difference displays zero.

Settlement Discounts

For a match that includes settlement discounts, when you have selected the transactions you want to match, the paid and discount values are updated automatically, according to the currency mode, the discount date and the credit terms Set of terms used to determine due dates and discounts for the goods and services bought or sold. Terms can be set at account level for vendors and/or company level for customers. in force when the document was posted. You can, if you wish, amend the amounts paid and the values of any discounts in the Paid and Discount columns in the Transactions grid, until the Match Total displays zero. If you can't see a Discount column, contact your administrator.

Write Offs

For a match that includes values to write off, when you have selected the transactions you want to match, enter the actual amounts paid and the values of any write-offs into the Paid and Write-off columns respectively in the Other Transactions grid, until the match total displays zero. If you cannot see a Write-off column, contact your administrator.

Currency Write-Offs

If the lines selected during cash matching involve a currency write-off, you can select either a cash entry account or GLA, or a transaction account or GLA, to apply the realized exchange difference. You can select them from the new Currency Write-Off Account/GLA Type field in the Select Journal Details window, which is displayed when one of the following conditions is met:

• The selected cash entry and transaction accounts belong to the same cash matching account group
• The Allow Different Matching GLAs field in the Cash Matching Settings custom setting is selected

Multi-GLA Cash Matching

By default, only matching within a single GLA is possible. However, you can use different GLAs during cash matching by enabling the Allow Different Matching GLAs field in the Cash Matching Settings custom setting. For more information, see Cash Matching Settings.

Matching to a Specific GLA via Auxiliary GLA

Using an auxiliary GLA The general ledger account used when performing cash matching to a specific GLA. The default auxiliary GLA can be set on each accounting company record. during cash matching enables you to match cash entries, payable and sales documents, and journal account lines to a specific GLA. You can specify an auxiliary GLA when committing a match in the Select Journal Details window on the Cash Matching page, or set a default auxiliary GLA on each accounting company record.

For example, you can use an auxiliary GLA to perform cash matching across different accounts by:

• Matching payments made by a parent company for multiple subsidiary companies.
• Matching intercompany transactions to a loan account and net them off periodically if you do not settle each intercompany invoice by cash.
• Using the auxiliary GLA as a foreign currency clearing GLA. This is useful when a customer pays an invoice to a bank account that uses a currency other than the invoice currency.

Example:

To match a cash entry to a specific GLA when there are no related transactions, do the following in the Cash Entry grid:

1. Select the cash entry that you want to match.
2. Clear the value in the Paid column.
3. Enter the amount to be matched to a specific GLA in the Auxiliary GLA column until the match total displays zero. If you cannot see an Auxiliary GLA column, contact your administrator.

If the related transaction cannot be matched directly to this cash entry, but is matched to a specific GLA:

• Both lines will have a status of "Matched"
• The document values will be netted off on the auxiliary GLA

Because of this, you might need to periodically clear the resulting home, dual, or reporting values using the Override Currency Values feature. For more information, see Overriding Currency Values and Rates on a Journal.

Committing a Match

When you reach a Match Difference of 0.00, click Commit Transactions to review and amend the journal details as necessary. To finish, click Commit. See About Cash Matching for more information about what happens when you commit a match.

If successful, details are displayed along with a new cash matching reference in the Matched tab. To retrieve matched transactions or undo match, in the Document field, when you select any line of a group, all the related lines are also selected.

Note:

• You can match up to 1,800 transactions at once. If you try to select more than this, a message is displayed. If you reach 1,800 selected transactions, commit the first set and repeat the process. Each set of matches is allocated its own cash matching reference. Note that when performing multi-GLA matching, you can match up to 1,200 transactions at once.
• This process runs in the background. See Cash Matching Settings for more information.

• To continue matching, click Select Account again.
• To conclude the matching session, choose another tab.