When can I match multiple transactions?

This article explains when you can match transactions in the bank match screen within ExpensePlus, as well as what to do when you have multiple transactions that can’t be matched together.

In this article:

Scenario 1: Matching one 'paid out' bank transaction to one or more 'transactions to match’
Scenario 2: Matching multiple 'paid out' bank transactions to one or more 'transactions to match'
Scenario 3: Matching one 'paid in' bank transaction to one or more 'transactions to match'
Scenario 4: Matching multiple 'paid in' bank transactions to one or more 'transactions to match'
Scenario 5: Matching multiple 'paid in' and 'paid out' bank transactions

If the transactions you’re trying to multi-match are payroll transactions, you should read our separate help guide article, How to reconcile payroll payments when the wrong amount was paid.

Scenario 1: Matching one 'paid out' bank transaction to one or more 'transactions to match’

Where you’re trying to match one 'paid out' bank transaction (in the left-hand table) to one or more transactions to match (in the right-hand table), you can match these as long as:

the overall totals of the selected transactions on each table both match,
AND for the transactions selected on the right-hand table, all payee names are the same.

To match the transactions, click all the relevant items. When they turn green, click the tick icon to match them.

ExpensePlus screenshot of the Match transactions screen, highlighting paid out transactions to the same payee, and matching totals

It doesn’t matter what the dates are on the right - ExpensePlus will update the payment dates of selected transactions to match the bank statement date at the point the transactions are matched.

If the payee names of the payments selected on the right-hand table are different, you will need to split the bank transaction (see How do I split a bank transaction?).

You’ll also need to split the bank transaction if the payee names are the same, but one is a payment to a supplier (e.g. invoice) and the other to a payee (e.g. expense claim).

If the transactions you’re trying to match are payroll transactions, you should read our separate help guide article, How to reconcile payroll payments when the wrong amount was paid.

Scenario 2: Matching multiple 'paid out' bank transactions to one or more 'transactions to match'

Where you’re trying to match multiple 'paid out' bank transactions (in the left-hand table) to one or more transactions to match (in the right-hand table), you can match these as long as:

the overall totals of the selected transactions on each table both match
AND all bank transactions selected on the left-hand table are paid-out amounts
AND the payee or supplier name of all of the payments selected on the right-hand table are the same

ExpensePlus screenshot of the Match transactions screen, highlighting multiple transactions paid out on the same date

If the dates of the bank transactions selected on the left-hand table are different, see this support article
If the payee names of the payments selected on the right-hand table are different, you will need to split the bank transaction - see this support article. If you are not familiar with how to reconcile bank transactions, check out this free training session.

You’ll also need to split the bank transaction if the payee names of the selected transactions on the right-hand table are the same, but some are payments to a supplier (e.g. invoice), and some are payments to a payee (e.g. expense claim).

Scenario 3: Matching one 'paid in' bank transaction to one or more 'transactions to match'

Where you’re trying to match one 'paid in' bank transaction (in the left-hand table) to one or more transactions to match (in the right-hand table), you can match these as long as:

the overall totals of the selected transactions on each table both match,
AND if you are trying to match to more than one transaction on the right-hand table, the transactions selected must all be bank deposits.

If you are trying to match to more than one customer invoice on the right-hand table, you will need to do this by clicking directly on the bank transaction on the left-hand table. In the popup that appears, you will then be able to select the transaction type as 'invoice payment ', and select the invoices you wish to allocate this paid-in amount. It's also worth being aware of this support article: How do I match an invoice that has been part paid by a customer?

To match the transactions, click all the relevant items. When they turn green, click the tick icon to match them:

ExpensePlus screenshot of the Match transactions screen, highlighting a single paid in transaction matching multiple transactions to match

It doesn’t matter that the dates of the bank deposits on the right-hand table might not all be the same, or that these match the bank transaction dates.

Scenario 4: Matching multiple 'paid in' bank transactions to one or more 'transactions to match'

Where you’re trying to match multiple 'paid in' bank transactions (in the left-hand table) to one or more transactions to match (in the right-hand table), you can match these as long as:

the overall totals of the selected transactions on each table both match
AND all bank transactions selected on the left-hand table are paid-in amounts
AND if you are trying to match to more than one transaction on the right-hand table, the transactions selected must all be customer invoices

To match the transactions, click all the relevant items. When they turn green, click the tick icon to match them:

SCREENSHOT NEEDED OF TWO BANK TRANSACTIONS (LEFT HAND TABLE) TO TWO BANK DEPOSITS (RIGHT HAND TABLE)

If the dates of the bank transactions selected on the left-hand table are different:

When matching to a bank deposit, you will need to first create seperate bank deposits for each paid-in amount (you can do this within the bank deposit screen). This situation typically only occurs either where multiple seperate bank deposits have been combined incorrectly by the user entering this information into one bank deposit, or where the bank separates out the cash and cheques deposited into two seperate amounts, and these appear on the bank statement on different dates.
When matching to a customer invoice, you will instead need to reconcile each paid-in bank transaction separately, by clicking directly on the bank transaction on the left-hand table. In the popup that appears, you will then be able to select the transaction type as 'invoice payment ', and select the invoices you wish to allocate this paid-in amount. It's also worth being aware of this support article: How do I match an invoice that has been part paid by a customer?

If you are trying to match to more than one customer invoice on the right-hand table, you will need to click directly on the bank transaction on the left-hand table. In the popup that appears, you will then be able to select the transaction type as 'invoice payment ', and select the invoices you wish to allocate this paid-in amount. It's also worth being aware of this support article: How do I match an invoice that has been part paid by a customer?

Scenario 5: Matching multiple 'paid in' and 'paid out' bank transactions

If the bank transactions are a mixture of paid in and paid out, you won’t be able to match them.

If you are not familiar with how to reconcile bank transactions, check out this free training session.

Here are links to some common scenarios that occur and what to do:

Cheque paid in that subsequently bounced- see this support article
Fraudulent payment out that was refunded by the bank - see this support article
Payment to a supplier or payee that was refunded - see this support article

To better understand the Bank Reconciliation module, please view the module overview video here, or view the free bank reconcilation training that we provided.