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 ordered steps:
Enter Purchase -> Check Receipt -> Approval (if applicable) -> Make Payment -> Bank Match (shown below in the image taken from the system dashboard):
IMPORTANT: Payments should not be made until a purchase has had its receipt checked and been approved!
Here are some of the most common reasons why payments may not appear on the bank matching screen:
1. The process above hasn't been followed - if you make payments without following the process outlined above then, as well as making your job much harder than it needs to be, you will end up with payments appearing on the payment screen that need paying, along with payments appearing that you've already paid. If you have not marked payments as being paid on the Payments Screen within ExpensePlus, then they will not show on the Bank Matching screen.
To fix this issue, you need to move the purchase and enter it through the process it should have followed to begin with: receipt check -> approval (if applicable) -> mark as paid (since it's already been paid). It will then appear on the bank matching screen in the right-hand table ready to match the corresponding bank transaction against.
If the purchase hasn't been entered at all (but again paid), then, on the bank matching screen, select the payment in the left-hand table, click the '+' button, and in the popup that appears, enter the 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.
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 above steps are still outstanding.
2. The process above has been followed - if the above process 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 usually happens when either the process at the top of the page 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 marking immediately 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 this has happened, 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. If the overpayment is refunded, when it appears on the bank matching screen, select it in the left-hand table, click the '+' button and then select either the 'Supplier Refund' or 'Expense Repayment' option. If the overpayment is an expense claim and you wish instead to deduct the overpayment from the next payment due to that person, you should instead enter an expense claim with a -ve amount, which will then sit on the payments screen in ExpensePlus and automatically be deducted from future reimbursements for that individual. Read this help guide article for more details.
- It looks like you have double paid the payment, but actually, there are two correct payments (that just happen to be identical amounts) e.g. someone went to Costa Coffee and spent £2.50 twice on the same day - If this is the case, then most likely the process for one of the two payments wasn't followed and one of the payments was made without the purchase having been entered and processed through ExpensePlus. If this is the case, then on the bank matching screen, select the payment in the left-hand table, click the '+' button, and in the popup that appears enter the 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.
- You've double uploaded your bank transactions - When uploading bank transactions a popup asks you to confirm that the closing balance amount in ExpensePlus matches your bank statement balance. If you ignored this popup and did accidentally upload this and possibly other transactions more than once, you will need to click the 'view bank statement' option on the Bank Reconciliation screen, and manually go through transactions that appear in ExpensePlus deleting out any duplicate transactions using the 'delete' (dust-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 popup on the payments screen, if you selected the incorrect bank account to that which you actually made the payment from, 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, on the Bank Reconciliation screen click the 'Match Transactions' option* for the account you incorrectly selected, and click the 'edit' button to the right of the payment in the right-hand table on that screen to update the payment account. (*if the 'Match Transaction' option isn't showing, click 'view statement' instead, then click the 'match transactions' option at the top of that screen).