Reconciling bank statements

Reconciling bank statements

After you import a bank statement into eymanage, you can reconcile it with invoices/children on eymanage. 
  1. Go to eymanage > Payments & Reconciliation in the sidebar.
  2. In the Reconcile tab you can see details of all the statement lines imported to the system. Click on More details to view how the fields have been assigned.
  3. Previously, we used to match details of the statement to specific invoices based on invoice amount. However, with recent improvements we've changed it so that we prioritise matching to a child, rather than an invoice. The system will compare statement lines with information on the child profile (Child Name, Child URN, Parent Name, Tax-Free Childcare Code, Voucher Code, and DD Reference) to automatically assign a child to the bank statement.
  4. Once a statement is uploaded, there are three potential results:
    1. If the system finds one exact match for the bank statement, the right hand field will appear green and the Child Name will be filled in automatically.
    2. If the system finds multiple matches it will be coloured orange. The most likely option will be automatically filled in, but you will also be given  Suggestions in a drop-down window, which you can review and select instead.
    3. If the system does not find a clear match, the right hand field will be coloured grey and no child will be selected. In this case, you will either have to choose one from one of the suggestions, if they are available, or use Advanced Search to find the correct child (see below).
  5. If the Payment Mode has not been filled in automatically, select the correct one from the drop-down menu.
  6. Click OK to reconcile the statement.
  7. If the child has multiple unpaid invoices, and the setting Allocate payments to unpaid invoices/payment on account automatically (oldest invoice first) except children with following payment terms is enabled in Payment Settings, the reconciled payment will be automatically allocated to oldest unpaid invoice first. Otherwise, it will appear on the child's Invoices screen as an unallocated payment. If there is overpayment, it will be added as credit.
Using Advanced Search
You can reconcile a statement with an invoice manually by clicking on Advanced Search for the line you want to reconcile. This may be useful if the system can't detect a suitable match automatically, or if the child's payment terms don't allow invoices to be allocated automatically. Note that using this method will reconcile statements to an invoice, not a child.
  1. Go to eymanage > Payments & Reconciliation in the sidebar.
  2. Click on the Reconcile tab.
  3. Click on Advanced Search next to a statement line. 
  4. In the pop-up, search for an invoice by typing in the Child Name, Child URN, Tax-Free Childcare Code, Voucher Code, Parent Name, DD Reference or the invoice amount into the search bars, then click .
  5. Invoices that match the search results will appear in the table.
  6. Select the invoices you want to match with this statement by checking the boxes.
  7. You can also reconcile them to Payments on account and/or Deposit payments by typing the amounts into the corresponding fields.
  8. If the Payment Mode has not been filled in automatically, select it from the drop-down menu at the bottom.
  9. Click Reconcile. 

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