Bank statements and statement lines

A bank statement in xMatix is your copy of what the bank says happened in one of your accounts, and its statement lines are the individual deposits and withdrawals on it. You record them after the bank account master exists and before you reconcile the account: reconciliation pairs each statement line with a posted ledger line on the bank account's GL account.

Overview

Each Bank Statement belongs to one bank account and one statement date. It holds the opening balance and a closing balance, and its Statement Lines tab lists the Bank Statement Line records. Each line is one bank transaction with a transaction date, a description, the bank's reference, and either a deposit or a withdrawal.

Every line carries a Reconciliation Status of Unmatched, Matched or Ignored. New and imported lines start as Unmatched, and they change only through reconciliation or a manual edit.

When to use it

• Each time you receive a statement for a bank account you reconcile in xMatix: monthly at minimum, or weekly or daily for busy accounts.
• When you need to add a single transaction the bank reported that is missing from an imported file.
• When you need to correct a mis-keyed amount, date or reference before you reconcile.

How xMatix handles it

• One statement per account per date. A second statement for the same bank account with the same statement date is refused.
• Statements chain together. If you enter an opening balance, it must equal the closing balance of the account's most recent earlier statement. Otherwise the save is refused.
• The closing balance is calculated. Closing Balance is a calculated field: the opening balance plus the deposits of all the statement's lines, minus their withdrawals.
• A line's amount is signed. Reconciliation works with deposit minus withdrawal. A deposit pairs with a debit on the bank's GL account, and a withdrawal pairs with a credit.
• Lines are not matched when you create them. Entering or importing a line pairs it with nothing. Matching is a separate step in bank reconciliation.

Prerequisites

• An active bank account master. Statements can only be created for active bank accounts. Reconciliation also needs the account to be linked to a GL account.
• The statement from your bank, as a document or a spreadsheet, for the period you are recording.
• Permission to create bank statements and statement lines (see Permissions).

Procedure

Step 1 — Create the statement

Open the bank account, go to its Bank Statements tab and choose New. Fill in:

• Name: a unique name such as the account and period.
• Bank Account: only active bank accounts are offered.
• Statement Date: the as-at date printed on the bank's statement. A future date is refused.
• Opening Balance: the bank's opening figure.

Save. The statement's Status is set to Imported.

Step 2 — Add the statement lines

On the saved statement, open the Statement Lines tab. Add lines in one of two ways:

• One at a time. Choose New and fill in Name, Transaction Date, Deposit or Withdrawal, Reference and Description. The Bank Statement field links the line to its statement.
• In bulk. Choose Import. The Import Bank Statement Lines window opens. Pick a List View, then choose Download Format to get an Excel template whose columns follow that view. Fill in one row per transaction and upload the file. Lines imported from a statement's tab are linked to that statement automatically.

Each new line has the status Unmatched.

Step 3 — Check the balances against the bank

Open the statement's Details tab and compare its Closing Balance with the closing balance printed on the bank's statement. Because the closing balance is calculated from the lines, a difference means a line is missing, duplicated, or has the wrong amount or direction. Fix the lines before you start reconciling.

Step 4 — Correct a line

Open the line, or use Edit on its row in the Statement Lines list. Change the date, amount, reference or description, then save. Correct lines before they are matched, because a confirmed match records the line's signed amount at the moment you confirm it.

Step 5 — Reconcile the lines

Open bank reconciliation for the account and statement. Only lines with status Unmatched get match suggestions. When you confirm a match, xMatix records it and sets the line to Matched. Ignore sets a line to Ignored. However, the reconciliation result still counts an ignored line as unmatched, so use Ignore only to filter out a proven duplicate.

Step 6 — Delete a line or a statement

To remove a line, delete the line record. This needs delete access to Bank Statement Line. Deleting a statement does not delete its lines. Delete the lines first if you want them gone, or they stay in the system with no statement shown.

Fields

Bank Statement Line

Bank Statement

Business rules

• Duplicate statement. Saving a statement whose bank account and statement date match an existing statement is refused with "A bank statement for this bank account and date already exists."
• Opening balance chain. The opening balance is checked against the closing balance of the account's latest statement dated strictly earlier. The check is skipped when the opening balance is blank or there is no earlier statement.
• Future dates. A statement date later than today is refused with "Future-date is not allowed."
• Closing balance. The closing balance is calculated as (Opening Balance) + sum of (Deposit − Withdrawal) over the statement's lines.
• Line status. New lines default to Unmatched. Only confirming a match sets Matched, and only the Ignore button sets Ignored. Nothing sets a line back to Unmatched automatically.
• No checks on line amounts. xMatix does not stop a line from having both a deposit and a withdrawal, or negative amounts. Keep one positive amount per line so the direction is unambiguous.
• Deleting. Deleting a statement does not delete its lines.

Example

On 1 October your finance assistant receives the September statement for the operating current account. It shows an opening balance of 250,000.00 and three transactions:

1. They create the statement OPS-CA 2026-09 with Statement Date 30 September and Opening Balance 250,000.00. That matches the August statement's closing balance, so it saves with status Imported.
2. On Statement Lines they choose Import, download the format, and fill three rows named OPS-CA-2026-09-001 to -003.
3. The Closing Balance now reads 303,150.00 (250,000 + 118,000 − 64,500 − 350). That agrees with the bank's printed closing balance.
4. In bank reconciliation, the receipt and the supplier payment are matched to their posted journals and become Matched. The bank charge has no journal yet, so they post one from the match panel and then match it.

Training

Practice exercise

In a sandbox, create a bank statement for a test bank account dated the last day of last month, with an opening balance equal to the previous statement's closing balance (or any figure if it is the first statement). Import three lines using Download Format: two withdrawals and one deposit, each with a unique name. Expected result: the statement saves with status Imported, the three lines appear on Statement Lines with status Unmatched, and the Closing Balance equals the opening balance plus the deposit minus the two withdrawals. Then try saving a second statement for the same account and date. It should be refused.

Quick reference

• One statement per bank account per statement date. No future dates.
• The opening balance must equal the previous statement's closing balance.
• Closing Balance is calculated from the lines. Compare it with the bank's figure.
• Every line name must be unique across all statements.
• Use either Deposit or Withdrawal on a line, as a positive number.
• New lines are Unmatched. Matching happens in bank reconciliation.
• Ignored lines still count as unmatched in the reconciliation result.
• Deleting a statement leaves its lines behind. Delete the lines first.

Permissions

Access is controlled by the entity permissions for Bank Statement and Bank Statement Line on each security profile, plus the action permissions for each button: New, Import, Edit, Delete and Clone. In the shipped profiles, System Admin and Standard User have full access to both entities and can run every statement and statement-line action, including New and Import. To restrict who can load statements, withhold the New and Import action permissions on Bank Statement Line from the profile.

The Ignore button in bank reconciliation saves the line directly, so it needs edit access to Bank Statement Line.

Configuration

• Bank account masters. Statements can only be created for active bank accounts, and reconciliation needs a linked GL account. Both are set on the bank account (see Banking).
• Import template. The columns of the Download Format template come from the list view chosen in the import window. With the shipped ALL Bank Statement Line view, the template contains Name, Reference, TransactionDate, Deposit, Withdrawal and ReconciliationStatus. To change the template, change the columns of that view or offer another view (see Importing data).
• Security profiles. Grant or withhold the actions listed under Permissions.
• Matching behaviour. How lines are paired with ledger entries — rules, tolerances and auto-match — is configured on bank reconciliation, not on the statement (see Reconciling a bank account).

Common problems

"A bank statement for this bank account and date already exists."

There is already a statement for that account with the same statement date. Open it and add your lines there, or correct the date if you picked the wrong one.

"Opening balance … does not match the previous statement's closing balance …"

The opening balance you entered differs from the closing balance of the latest earlier statement for the account. Usually that earlier statement has a missing or mis-keyed line, so its calculated closing balance is wrong. Fix the earlier statement's lines first, then save this one. Correcting or back-dating one statement can block saving a later one for the same reason.

"Future-date is not allowed."

The statement date is later than today. Use the as-at date printed on the bank's statement.

My import fails on some rows

Check the Name column first. Each line name must be unique across all statement lines, so reusing names from an earlier month (for example 001, 002) collides. Prefix them with the statement.

A line does not get any match suggestions

Suggestions are offered only for lines with status Unmatched. A line that is Matched or Ignored gets none. If the line is Unmatched, see Common problems in bank reconciliation.

I deleted a wrong match but the line still says Matched

Deleting a reconciliation match does not change the line's status back. Edit the line and set Reconciliation Status to Unmatched so that it gets suggestions again, following your approved correction process.

Lines still appear after I deleted their statement

Deleting a statement does not delete its lines. Find them in the bank statement line list and delete them separately.

Common questions

Can I type the statement's closing balance myself?

The closing balance is a calculated field: the opening balance plus the deposits of the statement's lines minus their withdrawals. Rather than typing the bank's figure, enter all the lines and compare the calculated closing balance with the one printed on the bank's statement. If the two agree, the lines are complete and correct, and reconciliation's check that the statement adds up will pass. If they differ, look for a missing, duplicated or reversed line before you start matching.

Does the statement's Status change when I reconcile?

No. A statement's status is set to Imported when it is created and does not change after that. To see progress, look at the Reconciliation Status of the individual lines (Unmatched, Matched or Ignored) or open the account in bank reconciliation. The reconciliation result reports the bank-to-book difference and counts unmatched items on both sides. The account is reconciled only when every statement line has a confirmed match and the difference is zero.

What does Ignore actually do?

Ignore sets the line's Reconciliation Status to Ignored, so the line drops out of the Unmatched filter and no longer gets suggestions. It does not create a match. The reconciliation result still counts the line as unmatched, so an ignored line keeps the account from showing as fully reconciled. Use it for a line you have proven is a duplicate, never for a bank charge or a timing difference that needs an entry in the books.

Can I use a negative amount instead of the Withdrawal column?

Use the Withdrawal column. xMatix calculates a line's signed amount as deposit minus withdrawal, and matching relies on that sign to pair deposits with debits and withdrawals with credits. xMatix does not reject a negative deposit, but a line with a negative deposit and a line with a positive withdrawal both come out as money out. Mixing the two conventions makes the statement hard to check against the bank's printout, so keep to one positive amount in the right column.

Related topics

• Banking
• Reconciling a bank account
• Importing data
• Security profiles
• Bank Statement Line — entity reference
• Bank Statement — entity reference