For a step-by-step demonstration, watch our short video guide:
Step 1: Select the payment
View your Bank Transactions list.
Choose the payment you want to match.
Once selected, you will see a list of suggested matches generated by Kolleno. Each suggestion shows why it is recommended (for example, when the payment amount equals the invoice balance).
Step 2: Select the invoice to match this payment with.
Once bank transaction is selected, you will see a list of suggested matches generated by Kolleno. Each suggestion shows why it is recommended (for example, when the payment amount equals the invoice balance).
If the correct invoice does not appear in the suggested list, you can search manually:
Use Find Match and search by customer name or reference number or you can apply any filter available to narrow down your search.
Select the correct invoice.
Step 3: Review the selected invoice
Assuming no adjustments are needed, navigate to “view your selected transactions” and review the selected invoice.
Check the Amount to Apply field carefully — this is the amount that will be pushed and applied to NetSuite. By default, its pre-populated by the unmatched amount that you have on this invoice.
Step 4: Confirm balance check
This sections helps to confirm that the payment and invoice amounts align correctly.
Ensure that:
The Total of matched items = Amount to be applied to the invoice(s)
If the aim is to reduce the invoice balance in full, both must be equal the Invoices unmatched amount, leaving no difference.
Remember that “Amount to be applied to the invoice(s)” is the sum of amounts that you choose to apply to the invoice(s) in the “View your selected transactions” section.
Step 5: Complete the match
Click Match to create the link between the payment and invoice.
A pop-up will confirm what will be pushed to NetSuite (e.g., a customer payment applied to a specific invoice).
Note: At this stage, the match is saved in Kolleno but not yet reconciled to NetSuite. This provides a second safety check.
Step 6: Reconcile to NetSuite
You will now see your match in the “Review & Reconcile” section. You can always check the matched transaction details, remove & redo it if required.
Once confirmed, click Reconcile to NetSuite
The transaction will then be pushed to NetSuite, finalising the match.
You have now successfully matched a single payment to a single invoice. You would be able to see how the invoice amount was reduced to 0 and find the payment record created in the history tab.
