Reconciliation matches

A reconciliation match is the record xMatix keeps each time a bank statement line is paired with a posted ledger entry, and it is the audit trail of your bank reconciliation. Matches are created in the Bank Reconciliation workspace, either when you select Reconcile or automatically by a matching rule. This page explains what a match holds, how to review matches, and how to correct one that is wrong.

Overview

Each match pairs one Bank Statement Line with one Journal Line on the bank account's GL account. It also records the Bank Account, the line's Amount, the Matched Date, whether it was made automatically (Is Auto Matched) and the company (Partner Account).

You do not normally create or edit matches yourself. The workspace writes them, and they control two things:

• Which ledger entries are suggested. A journal line that already has a match for a bank account is never suggested again for another statement line of that account.
• What View match shows. When you open a matched statement line in the workspace, the Already Matched panel lists one card per match, each linking to its source document and marked Matched or Auto-matched.

The Reconciliation Status of the statement line (Unmatched, Matched or Ignored) is a separate field on the line. Confirming a match sets it to Matched, but nothing changes it back when a match is deleted.

When to use it

• To audit a reconciliation: see which statement lines were matched automatically and which by hand.
• To check which ledger entry a statement line was matched to, outside the workspace.
• To correct a statement line that was matched to the wrong entry (see Procedure).

How xMatix handles it

• One match per ticked entry. When you tick several ledger entries for one statement line and select Reconcile, xMatix writes one match for each entry, and every one of them carries the statement line's full amount.
• Automatic matches. When an account's matching rule has auto-match switched on and leaves one clear winner, xMatix writes the match as soon as you open the statement line in the workspace, with Is Auto Matched set to Yes.
• Values are copied once. Bank account, amount and partner account are taken from the statement line and its statement when the match is confirmed. Editing the statement line later does not update the match.
• No reverse side effects. Editing or deleting a match does not change the statement line's Reconciliation Status, and creating one by hand does not set the line to Matched. Only the workspace does that.
• Matches protect what they point at. A statement line or journal line that a match points at cannot be deleted until the match is deleted.
• Not imported. Data sync never imports reconciliation matches from another system, because a match only means something against this system's own statement lines and journal lines.

Prerequisites

• Matches exist only for bank accounts you have reconciled in the Bank Reconciliation workspace.
• To open the list you need read access to Reconciliation Match on your security profile (see Permissions).

Procedure

Step 1 — Open the list of matches

Reconciliation matches are not on the Banking menu. Open the app launcher, search for Reconciliation Match, and select it. The All Reconciliation Match view lists every match with the columns Name, Amount, Matched Date, Is Auto Matched and Created. Search works on Name, so filter or sort by Matched Date or Is Auto Matched to narrow the list.

The quickest way to see the matches of a single statement line is still the workspace: select the matched line, or its View match action.

Step 2 — Review a match

Select a match to open it. The header shows Matched Date, Is Auto Matched and Amount, with Edit and Delete buttons. The Match Insights card repeats the amount, matched date, auto-match flag, statement line and journal line. On the Details tab:

• Match Information — Amount, Matched Date, Is Auto Matched and Owner.
• Linked Records — Bank Account, Bank Statement Line, Journal Line and Partner Account. Select a link to open that record.
• System Information (collapsed) — who created and last changed the record, and when.

Step 3 — Correct a line matched to the wrong entry

The workspace has no unmatch button. If your organisation's correction process allows it, an administrator can undo a match as follows:

1. Find the wrong match, using the statement line's View match panel or the list from Step 1, and open it. Check the Bank Statement Line and Journal Line before you continue.
2. Select Delete and confirm. The journal line is now free to be suggested again.
3. Open the statement line (from its bank statement's Statement Lines tab). Set Reconciliation Status to Unmatched and save. Until you do, the workspace still counts the line as matched, offers it no suggestions, and View match shows "This statement line is marked matched, but no matched document is recorded for it."
4. Return to the Bank Reconciliation workspace, open the line and match it to the correct entry.

If the line was matched to several entries and only one is wrong, delete only that match. The line keeps its other matches and stays Matched. Do not set it to Unmatched in this case.

Fields

Business rules

• A journal line with a match for a bank account is excluded from all later suggestions for that account.
• Confirming a match sets the statement line's Reconciliation Status to Matched. Deleting the match does not set it back.
• The amount is the statement line's full signed amount, never a part of it.
• Bank account and partner account come from the statement line and its statement, not from user input.
• A statement line or journal line cannot be deleted while a match points at it.
• The workspace's Unmatched count reads the statement lines' Reconciliation Status, not the matches.

Example

A finance user notices that a withdrawal of 18,400.00 on the October statement was matched to the wrong supplier payment. Both payments were for the same amount, two days apart.

1. In the workspace, the user selects the line's View match action. The panel shows one document, payment PAY-0412, marked Matched. The correct payment is PAY-0415.
2. A finance administrator opens the app launcher, searches for Reconciliation Match, and finds the match with Amount −18,400.00 and the expected Matched Date. Under Linked Records, the Journal Line belongs to PAY-0412.
3. The administrator selects Delete and confirms.
4. On the October statement's Statement Lines tab, the administrator sets the line's Reconciliation Status to Unmatched and saves.
5. Back in the workspace, the line appears under Unmatched. Both PAY-0412 and PAY-0415 are now suggested. The user ticks PAY-0415 and selects Reconcile. PAY-0412 remains available for its own statement line.

Training

Practice exercise

In a sandbox, after completing the practice exercise on Reconciling a bank account:

1. Open the app launcher, search for Reconciliation Match, and find the match you just made. Confirm that Is Auto Matched is No and that Amount is −1,200.00.
2. Delete the match. Open the statement line in the workspace again.
3. Set the line's Reconciliation Status to Unmatched and reopen it in the workspace.

Expected result: after step 2, View match says "This statement line is marked matched, but no matched document is recorded for it." After step 3, the payment is suggested again and you can reconcile the line.

Quick reference

• A match pairs one statement line with one journal line; the workspace creates it.
• Find matches by searching Reconciliation Match in the app launcher.
• Is Auto Matched Yes means a matching rule confirmed it.
• Every match carries the statement line's full signed amount.
• Deleting a match frees the journal line but leaves the statement line Matched.
• To redo a match: delete it, set the line to Unmatched, then reconcile again.
• Never create matches with New; use the workspace.

Permissions

• Seeing matches. The list and the workspace's View match panel both read Reconciliation Match records. The shipped SystemAdmin, StandardUser, SalesManager and SalesExecutive profiles have full access. A user on another profile needs a Reconciliation Match permission, or the panel cannot list the matched documents.
• Changing matches. The Edit and Delete actions are granted to SystemAdmin, StandardUser and SalesExecutive, and New to SystemAdmin and StandardUser. Because deleting a match changes what the workspace suggests, consider removing Edit, Delete and New from profiles that only need to reconcile. Confirming matches in the workspace is controlled by the Confirm Matches action on Bank Reconciliation, not by this permission.
• Set permissions in Setup → Access Control → Profiles. See Security profiles.

Configuration

There is nothing to configure on the match itself. What creates matches is configured elsewhere:

• Matching rules decide which entries are suggested and whether a clear winner is matched automatically. See Bank reconciliation matching rules.
• Bank accounts must be linked to a Bank-type GL account to be reconciled. See Bank accounts.
• Integrations. Never delete and re-import statement lines to fix integration keys: existing matches point at the current lines, and the delete is refused while they do.

Common problems

"This statement line is marked matched, but no matched document is recorded for it."

The line's match was deleted (or never written) but its Reconciliation Status is still Matched. Set the line's Reconciliation Status to Unmatched and match it again in the workspace.

"Could not load the matched documents: …"

The workspace could not read the matches or the documents they point at. Check that your security profile has read access to Reconciliation Match and to the matched documents, and ask an administrator to add what is missing.

After deleting a match, the payment is still not suggested

Check, in order: the statement line's Reconciliation Status is Unmatched; no other match for this bank account has the same Journal Line; and the account's matching rules accept the payment's amount, date and reference. See Bank reconciliation matching rules.

I cannot delete a bank statement line

A reconciliation match still points at it. Delete the match first, then the line.

A new match I created with New did not change anything

A hand-made match does not set the statement line to Matched, and the form has no Name field. Delete it and match the line in the workspace instead.

Common questions

Why is there no unmatch button in the workspace?

The workspace only creates matches. To undo one, an administrator deletes the match record and sets the statement line's Reconciliation Status back to Unmatched, as described in Step 3. Because this changes reconciliation history, do it only under your organisation's correction process, and check the linked journal line before deleting. Deleting the match alone is not enough: the line stays Matched and gets no new suggestions until its status is reset.

Why do two matches for one statement line show the same full amount?

Each ticked entry becomes its own match, and each match records the statement line's full signed amount, not the share covered by that entry. Adding up match amounts therefore overstates a line matched to several entries. Read the journal lines' own amounts instead, which is what the View match panel shows on each document card.

Is Matched Date the date of the bank transaction?

No. It is the date the match was confirmed, recorded in UTC. The transaction date is on the statement line, and the posting date is on the journal. Use Matched Date to see when reconciliation work was done, for example to review automatic matches made after a matching rule changed.

Related topics

• Reconciling a bank account
• Bank reconciliation matching rules
• Bank statements and statement lines
• Reconciliation worksheets and reconciling lines
• Reconciliation Match — entity reference