Reconciling payroll and remittance payments keeps your accounting aligned with the actual movements in your bank account. This helps you avoid errors and duplicate collections or payments.
If you need more detail on how the reconciliation tool works, see Bank reconciliation in Holded.
Payroll payment reconciliation
Go to Treasury › Reconciliation.
In the Bank account filter, select the account where the payment is.
In the transactions list on the left, check the corresponding transaction (for example, "April payroll" of -€3,000). Pending and partial transactions are shown by default.
In the documents list on the right, filter by Payrolls. The payrolls from Purchases › Payrolls that are pending payment appear.
Check the corresponding payroll.
Click Reconcile, at the bottom right.
When you reconcile, the payroll changes to Paid and the payment and its journal entry are generated.
Remittance payment reconciliation
When the bank executes a remittance, there are two ways to record it in Holded. Use only one of the two. If you use both, you'll record the same collection twice.
Method | When to use it | Remittance status when finished |
Reconcile the transaction with the remittance (recommended) | Your bank account is connected to Holded | Collected or Paid, automatically |
Manually mark the remittance as Collected or Paid | You won't reconcile the transaction with the remittance | Collected or Paid |
First, make sure you've created the remittance in Treasury › Remittances.
Option 1: Reconcile the transaction with the remittance
Go to Treasury › Reconciliation.
In the Bank account filter, select the account where the transaction is.
In the transactions list on the left, check the corresponding transaction (for example, "April remittance" of +€5,205). Pending and partial transactions are shown by default.
In the documents list on the right, filter by Remittances.
Check the remittance you want to reconcile.
Click Reconcile, at the bottom right.
When you reconcile, Holded records a collection (or payment) on each invoice in the remittance, with the bank transaction's date. The remittance changes to Collected or Paid by itself when the reconciled amount covers everything outstanding.
☝🏼 If the bank deposits the remittance in several payments, you can reconcile the same remittance with several transactions. The remittance changes to Collected when the last one is reconciled.
Option 2: Manually mark the remittance as Collected or Paid
Go to Treasury › Remittances.
Open the remittance's ⋮ menu, hover over Change status and choose Collected (or Paid).
Read the confirmation and confirm it.
Holded records a collection (or payment) on each invoice for its remitted amount, with its journal entry. The collection date is the remittance's single date or each invoice's due date.
⚠️ If an invoice was already fully or partially collected, Holded still records the collection on it and it will end up over-collected. Check invoices with partial payments first.
Afterwards, if you want to reconcile the bank transaction, reconcile it against the collections (or payments) generated by the remittance, not against the remittance:
In the reconciliation tool, check the corresponding transaction.
In the documents list, filter by Collections or Payments, depending on the remittance type.
Check the corresponding collections or payments and click Reconcile.
Undoing a remittance's registration
If you change a Collected or Paid remittance to another status, or delete it, Holded deletes exactly the collections or payments the remittance registered, and their journal entries. The invoices' other collections are kept. If the remittance was reconciled, the bank transaction goes back to pending reconciliation, or partially reconciled.
☝🏼 If any collection in the remittance falls in a closed period (for example, a VAT quarter that has already been filed), you won't be able to undo it. Reopen the period and try again.
Journal entries when reconciling a remittance
When you reconcile a remittance, or when it moves to Completed status, choose how many journal entries are generated:
One entry per remittance document: each invoice or receipt in the remittance keeps its own entry. Recommended if you need document-by-document traceability.
A single entry for the whole remittance: all the documents in the remittance are grouped into one entry with one line per document. Your journal stays cleaner.
You can configure it at Settings > Accounting > Preferences.
☝🏼 This setting only affects remittances. It applies when you reconcile them and also at the moment they move to Completed status. Reconciliations of a transaction with individual documents don't change.
☝🏼 With the second option turned on:
If you manually mark as Collected a remittance set to Due date of each invoice, the collection date will be the day you mark it.
When reconciling with the second option turned on, if the transaction had nothing reconciled, a single collection is created with the transaction's date. If it already had something reconciled, one collection per invoice is created.
If you move the remittance out of Collected or delete it, the whole single collection and its journal entry are deleted, including the line for the pending account.
Error: the assigned ledger account does not exist
Before recording the collections, Holded checks that all the necessary ledger accounts exist. If one is missing, no collection is created and the remittance doesn't change status. The message tells you which account is missing and for which contact.
The most common cause is a contact with no ledger account assigned. Check it in Contacts › More › Edit › Accounting. If you want to continue without assigning one, click Continue and Holded will use the general customer account (430) or supplier account (400).
More causes in Common errors when working with remittances.
☝🏼 Remember that you can filter the reconciled transactions in the bank statement and click on one to see the documents it was reconciled with.