Cash Matching allows you to match outstanding transactions for a selected account
In this context, accounts are organizations or people that you conduct business with, such as customers or vendors. Account is a standard Salesforce object. FinancialForce accounts can be any Account Record Type.. Typically, you might match a cash receipt against one or more sales invoices on the account. FinancialForce Accounting must be in single-company mode State in which the current user has only one current company selected. Data entry is enabled..
Simple matches
For example, you have received and posted a payment from a customer for $100. The cash matching page for that customer shows this cash entry A record of money received from, or refunded to, your customers, often in the form of cash or a check. Also used to record payments to and refunds from vendors. and three invoices for $10, $30 and $60 respectively.
To create a match, select the cash entry line and all three invoice lines.
All transaction account lines are given a status of "Matched" and will no longer be available for matching.
Part-payments
For example, you have received and posted a payment from a customer for $90. The cash matching page for that customer shows this cash entry and an invoice for $100.
To record a part-payment, select the cash entry and enter –90.00 into the Paid column on the invoice line.
The cash entry line is given a status of "Matched", but the invoice line remains at "Available". Its outstanding value is reduced to $10.
Overpayments
For example, you have received and posted a payment from a customer for $110. The cash matching page for that customer shows this cash entry and three invoices for $10, $30 and $60 respectively.
To record an overpayment, enter –100.00 into the Paid column of the cash entry line and select the three invoices.
The invoice line items are given a status of "Matched", but the cash entry line remains at "Available". Its outstanding value is reduced to $10.
Settlement discounts
For example, you have received and posted a payment from a customer for $95 within the agreed period for a 5% settlement discount. The cash matching page for that customer shows this cash entry and an invoice for $100.
To record a settlement discount, enter the Discount Date then select the cash entry line and the invoice line. The paid and discount values are updated automatically based on the currency mode, the discount date and the credit terms Set of terms used to determine due dates and discounts for the goods and services bought or sold. Terms can be set at account level for vendors and/or company level for customers. in force when the invoice was posted.
Make sure that the correct values of 95.00 and 5.00 are displayed on the invoice line in the Paid and Discount columns respectively. You can amend the values in both columns, but you must reach a match total of zero in order to commit the match. ( If you can't see a Discount column, contact your administrator.)
The value of the discount is posted as a cash matching journal line item to a settlement discount general ledger account. The default general ledger account is specified on the company record, but you can amend this default on the cash matching page.
All transaction account lines are given a status of "Matched" and will no longer be available for matching.
Write-offs
For example, you have received and posted a payment from a customer for $99. The cash matching page for that customer shows this cash entry and an invoice for $100. You want to write off the balance.
To record a write-off, select the cash entry and then enter 99.00 and 1.00 into the Paid and Write-off columns respectively on the invoice line. When you reach a match total of zero, you can commit the match. (If you can't see a Write-off column, contact your administrator.)
The value of the write-off is posted as a cash matching journal line item to a write-off general ledger account.
All transaction account lines are given a status of "Matched" and will no longer be available for matching.
Write-offs for sales invoices and billing document invoices can also be completed as a background process, with write-offs being completed in bulk. For more information, see the Accounts Receivable Write-Off Process topic.
Currency write-offs
The application automatically generates a currency write-off journal when there is a difference in the exchange rate between the date an invoice was created and when payment was received from the customer. The invoice and the payment are each converted from the document currency to account, home and dual currency on the date they are created. If the exchange rate has changed, then the payment will be converted at a different rate.
The exchange rate differences are posted as cash matching journal line items to a currency write-off account.
Intercompany accounts
If the selected account is an intercompany account, and if there are discounts, write-offs or currency write-offs involved, the application will create a cash matching journal with its GLA control accounts retrieved from the related intercompany definition. If the appropriate intercompany definition does not exist or is incorrectly configured, you will receive an error message. The intercompany account can't be the one that represents the current company The company in which you are working. This is represented by the company queue to which you, and new instances of objects you create, are assigned..
Committing a match
- Creates a new cash matching history History of all activities that take place during the payment, discounting, or writing off of a payable transaction line. record for each line in the match.
- Assigns a unique matching reference to each of these history records.
- Updates the outstanding amounts in home, dual, account and document currency for each of the account transaction lines.
- Updates the match status of each of the transaction account lines, as appropriate. If the transaction was generated by posting a sales or payable invoice or credit note, the payment details are also updated on the originating document.
- Creates a new cash matching journal for any discounts and write-offs entered and any currency write-off journals generated by the match. These journals update the general ledger and must be posted to an open period An accounting period to which a user can save documents and post transactions..
Undoing a Match
An Undo Match retrieves cash matching history History of all activities that take place during the payment, discounting, or writing off of a payable transaction line. records for the selected account. If a cash matching history record includes an undo matching reference, indicating that it has been unmatched before, it is not retrieved.
The original document reference and the matching date/reference are displayed to help you choose the relevant lines.
Committing an undo match
- Creates a new "Undo" cash matching history record for each selected line.
- Assigns a unique matching reference to each of these history records.
- Adds an undo matching reference to each of the original cash matching history records to indicate that they have been undone.
- Updates the other currency values for each of the new history records.
- Updates the outstanding amounts in home, dual, account and document currency for each of the account transaction lines.
- Updates the match status of each of the account transaction lines, as appropriate.
- Creates a new cash matching journal which is the exact reverse of the journal created by the original match. The journal reverses out the original postings to the specified general ledger accounts.
Fully matching an invoice to a credit note
If you fully match a sales invoice to a sales credit note, or a payable invoice to a payable credit note, the Match Type field on the invoice's transaction header is set to "Credited" to indicate that the invoice has been fully credited. You can also view this "Credited" status on the invoice's detail page. If you later undo the match, the "Credited" status is cleared.
The Match Type column can be included in the Transaction list view so that you can easily pick out transactions that have been fully credited. It can also be included in an account's Cash Matching Histories list view.
Match Statuses
A transaction line item can be in one of the following match statuses:
| Match Status | Description |
|---|---|
| Available | Line is available for matching. |
| Matched | Line has been matched. |
| Not Matchable | Line is unsuitable for matching. An example of this is the tax line from an invoice. |
| Proposed | Line has been included in a payment proposal. It is not available for manual matching nor is it available for inclusion in subsequent payment proposals. |
When the match status or outstanding value of a transaction account line is updated, the following related values are also updated:
- The account line summary on the transaction.
- The payment details on the related document.
Document Matching Scenarios
The following table lists a number of document matching scenarios and indicates which are currently supported in cash matching and background matching.
These scenarios apply to both sales documents and billing documents.
|
Document Matching Scenario |
Supported By: |
|
|---|---|---|
|
Cash Matching |
Background Matching |
|
| Invoice - Credit Note | Yes | Yes - in Lightning |
| Invoice - Cash Refund |
Invalid The Commit button is disabled. |
Invalid |
| Invoice - Cash Receipt | Yes | Yes |
| Credit Note - Cash Refund | Yes | Yes |
| Credit Note - Cash Receipt |
Invalid The Commit button is disabled. |
Invalid |
| Cash Refund - Cash Receipt | Yes | Yes - in Lightning. |
| Invoice - Credit Note - Cash Receipt | Yes |
Yes - In Lightning. |
| Invoice - Credit Note - Cash Refund | Yes |
Yes - In Lightning. |
| Invoice - Cash Receipt - Cash Refund | Yes |
Yes - In Lightning. |
| Credit Note - Cash Receipt - Cash Refund | Yes |
Yes - In Lightning. |
| Invoice - Credit Note - Cash Receipt - Cash Refund | Yes |
Yes In Visualforce, the Invoice is matched to the Cash Receipt. In Visualforce, the Credit Note is matched to the Cash Refund. |