When Kolleno processes a remittance file, it reads the references out of the document and checks each one against your invoices. The File preview tab shows you the original file with those references highlighted, so you can see where each match came from and which references Kolleno could not place.
Where to find it
Go to Reconciliation in the sidebar.
Select Remittances.
Pick a remittance from the list on the left. The file preview is available once the remittance has finished processing.
Open the File preview tab above the panel on the right.
What the colours mean
A colour key sits directly above the preview whenever Kolleno has identified references in the file. Each square shows the colour used for one state:
Identified — already paid (green): the reference was matched to an invoice in Kolleno that is already paid. This is not an error, it is shown so you can review it before deciding what to do with the payment.
Identified (blue): the reference was matched to an invoice in Kolleno that is still outstanding. These are the matches you would normally act on.
Not found in Kolleno (red): Kolleno read the reference out of the file but could not find a matching invoice. Worth checking for a typo in the remittance, an invoice that has not synced yet, or a reference that belongs to another entity.
The key always lists all three states, whether or not each one appears in the file you are looking at, so the same colours always mean the same thing.
PDF remittances
On a PDF, each identified reference is marked with a coloured outline around the text it was read from. The outline is drawn without any fill, so the underlying text stays fully legible. Hover over an outline to see the reference and its state.
The toolbar above the page gives you:
Previous page and Next page, with the current page number — shown for files with more than one page.
Zoom out and Zoom in, with the current zoom level.
Download file, which saves the original document.
Spreadsheet and CSV remittances
For .xlsx, .xls and .csv files, the whole row containing an identified reference is tinted in the state's colour rather than outlined, because an outline would clash with the cell grid. Hover over a highlighted row to see its state. The first sheet of the workbook is shown, with the file name and a Download file action in the toolbar.
Good to know
The colour key only appears when Kolleno has identified at least one reference in the file.
File types other than PDF, Excel and CSV cannot be previewed in the tab. You will see a short message with a Download file action so you can open the original instead.
If a preview fails to load, use Reload in the message shown to try again.
The same colour states are used for the matching work itself — see the Suggested match tab for the matched invoices behind the highlights.
For how Kolleno decides which invoices a remittance points to, see How suggested matches are determined and How invoices are automatically suggested when a remittance is received via email.
To apply one payment across several invoices from a remittance, see How to match one payment to multiple invoices using remittance.