Bank reconciliation allows you to link your bank movements with documents in Holded, ensuring that your accounting always reflects the financial reality of your business. From Treasury > Accounts, you can reconcile:
Movements with existing documents, such as sales or purchase invoices, remittances, payroll, and payments or collections already recorded.
Movements with new records, generating invoices, tickets, payments or accounting entries on the fly.
Remember that when reconciling a movement against a document generated in Holded, the accounting entry corresponding to the payment or collection is automatically created.
☝🏼 Make sure you have your bank connected to Holded or have imported your bank statement before you start reconciling.
1. Reconcile transactions with existing documents
If a document is already registered in Holded, you can link it with a bank transaction by following these steps:
Go to Treasury > Accounts.
Select the account where the movement is located.
Click on Reconcile in the upper right corner.
☝🏼The reconciliation will use the accounting account you have set up for that bank account. You can change it if you need to. Learn how here.
On the left, in the list of transactions, check the box for the transaction you want to reconcile (use the Status and Date filters to facilitate the search).
On the right, in the list of documents, check the box for the corresponding document (invoice, remittance, payroll, payment, etc.). To find it quickly, you can use the filters Document type and Date or the search engine.
☝🏼 Reconcile the movements with the documents if they are in pending or expired status; Otherwise, reconcile them with the collection or payment generated on the platform.
Click on Reconcile in the lower right corner.
Where are the conciliated movements going? To view them, simply change the filter from “Pending” to “Reconciled” in the top left corner.
2. Reconcile transactions with new documents
If the document does not yet exist in Holded, you can create it when reconciling:
2.1. With a new document (invoice, purchase, etc.)
Go to Treasury > Accounts, and select the corresponding account.
Click on Reconcile in the upper right corner.
Ve a Tesorería > Cuentas, y selecciona la cuenta correspondiente.Click on Reconcile in the upper right corner.
In the list of movements, on the left, check the box of the transaction you want to reconcile (use the Status and Date filters to facilitate the search).
On the right, click on New document at the bottom of the list of documents.
At the top, choose the type of document (invoice, ticket, purchase, purchase ticket).
Fill in the fields and click on Create and reconcile.
When you reconcile a bank transaction this way, the new document is automatically created in Holded and linked to that transaction.
2.2. With a transfer, payment, or accounting entry
Go to Treasury > Accounts, and select the corresponding account.
Click on Reconcile in the upper right corner.
On the left, in the list of transactions, check the box for the transaction you want to reconcile (use the Status and Date filters to facilitate the search).
On the right, in the document list, click Transfer at the bottom.
Choose between:
Transfer: use this option to transfer the amount to a specific accounting account.
For example, if you have transferred money from your bank account to the cash box, this option allows you to correctly reflect this movement in your accounting. Thus, you avoid it appearing as an income or expense when in fact it is only an internal transfer.
Payment: if the movement corresponds to a payment to a supplier, this option links it correctly, recording the transaction with its corresponding contact and amount.
For example, if you paid an invoice from a supplier and that payment appears on your bank statement, by reconciling it as "Payment" you record that this money has gone out to settle a debt with a specific supplier.
Accounting Entry: This option allows you to record the movement more personally when it does not fit in the other cases. It is used when you need to distribute money among several accounting accounts, such as when a bank transaction reflects several expenses simultaneously.
For example, if you paid with your company card for a purchase that includes both office supplies and professional services, you can split the amount and assign it to the correct categories with an accounting entry.
To do this, you specify the affected accounting accounts and the debit (where the money goes) and credit (where the money comes from) amounts, ensuring that the accounting matches correctly.
Complete the fields and click Transfer and reconcile, or Create and reconcile, as appropriate.
With these steps, you can keep accurate control of your accounting and prepare your business to automate reconciliation in the future.