Why is a payment not showing on the right-hand table of the bank matching screen?

Purchases should be processed through ExpensePlus in the following order which is the recommended ExpensePlus process flow:

Enter Purchases -> Manage Receipts -> Approve Expenditure (if applicable) -> Action Payments -> Bank Match Transactions

This article gives some possible reasons why a payment is not showing on the right-hand table of the bank matching screen.

If the process flow has not been followed

If you make payments without following the recommended ExpensePlus process flow, this will make your life harder and it is not how ExpensePlus was designed to be used.

Payment not marked as paid or not authorised

If you do not mark payments as being paid on the Payments Screen within ExpensePlus, then they will not show on the Bank Matching screen.

To learn more see the Payments Module Overview.

Therefore if you can't see an payment you are wanting to bank match, check if it is still on the payments screen waiting to be marked as paid or authorised.

Purchase was not entered at all

If the purchase hasn't been entered at all (but has been paid), then you can create the purchase directly from the bank matching screen.

Select the payment in the left-hand table, click the + button, and in the popup that appears, choose a purchase type (e.g. Expense Payment), and enter the relevant details.

This will enter and bank match the transaction in a single action. The purchase will still require a receipt (and if applicable approval too), but will automatically be marked as paid.

Check your purchases

To check whether a purchase has been entered, use the Search Purchases screen to search by supplier, payee, date range, amount range, etc.

If you click on a transaction, the 'Status' symbols in the top right corner of the purchase will enable you to know which of the steps in the process flow are complete and which are still outstanding.

The symbols show if a purchase has had receipt check, approval, payment and bank matching.

If the process flow has been followed

If the recommended process flow has been followed but the payment is still not showing, then one of the following is likely to have happened:

You've double-paid the payment

This can just be human error. But it usually happens when either:

• the process flow isn't followed and you're trying to keep track of which payments have been made and which haven't in your head, OR
• you are making payments without immediately marking them as paid on the payment screen in ExpensePlus and you forget you've already made a payment when later returning to the payments screen and pay the amount again.

If you have double-paid, the payment you are looking for on the right-hand side of the bank matching screen will have already been matched against another bank transaction.

If this is the case, then you need to select the transaction on the left-hand table on the bank matching screen, click the + button and enter this duplicate purchase. This will enter and bank match the transaction in a single action. The purchase will still require a receipt (and if applicable approval too), but will automatically be marked as paid.

To fix the duplicate payment:

• see this article if it was an expense payment to a payee
• see this article if it was a payment to a supplier

The purchase has been matched to a different transaction of the same amount

Sometimes it looks like you have double paid the payment, but actually, there are two correct payments that just happen to be identical amounts.

Often the bank description and date help you identify which bank transaction to allocate to which payment, even if the amounts are the same.

If you have matched the wrong payment, you should first unmatch the incorrectly matched transaction.

Then re-match the correct transactions to each other.

You've double-uploaded your bank transactions

If you are uploading bank transactions from your bank statement, a pop-up asks you to confirm that the closing balance in ExpensePlus matches your bank statement balance.

If you ignored this pop-up and did accidentally upload this transaction and possibly other transactions more than once, you will need to click the View Statement option on the Bank Reconciliation screen.

You should then manually go through your transactions that appear in ExpensePlus, deleting out any duplicate transactions using the 'delete' (bin) button to the right of these transactions.

If transactions are already matched, you will need to first unmatch them (using the unmatch button to the right of the transaction), before then clicking the delete button.

When you marked the transaction as paid, you selected the wrong account

In the confirmation pop-up on the payments screen, if you selected the incorrect bank account, then this payment will be sitting on the bank matching screen for that account (rather than the account you are trying to bank match).

If this is the case, to find the wrongly allocated payment, go through through your bank accounts on the Bank Reconciliation by clicking on the columnm on the right, either on  Match Transactions  or if it says 'View Bank Match Screen'.

Once you have found the payment you are looking for, click the edit button (pencil icon) to the right of the payment in the right-hand table on that screen to update the payment account.

In the pop-up that appears, in the section called 'Update Bank Account', select the correct bank account from the drop-down menu and click confirm.

To better understand the Bank Reconciliation module, please view the module overview video here.