If your team matches the same kinds of payments by hand every week, a reconciliation rule can do it for you. For example:
a customer who always quotes the invoice number in their payment reference;
a customer whose bank always takes a small fee, so the payment is a few pounds short;
a customer who pays several invoices in one go.
You tell Kolleno how to recognise these payments and which invoices they belong to. Kolleno then matches them as they arrive and, if you want, posts the match to NetSuite without anyone having to check it.
Without rules, Kolleno still suggests matches for every payment. Rules simply take the repetitive ones off your plate.
How a rule works
Every rule answers four simple questions:
Question | Where you set it | Example |
Which payments should this rule handle? | Conditions | Payer name contains "ACME" |
Which invoices do those payments pay? | Match strategy | The invoice whose number is in the payment reference |
What if the amount is slightly off? | Adjustments | Book up to £10 as a bank fee |
Should Kolleno post the match on its own? | Auto-apply | Off while you test the rule, on once you trust it |
Where to start
Most teams get the best results by starting small:
Pick one predictable customer, ideally one that pays often and quotes the invoice number.
Create one rule for them with the Exact reference strategy. See Create a matching rule.
Leave Auto-apply off, so every match waits for you to approve it.
Test the rule before saving, and run it over your past unmatched payments. See Test a rule and apply it to past transactions.
Check its matches for a week or two. When they're consistently right, switch Auto-apply on and move on to your next customer.
Not sure which rules to create? Kolleno can look at the payments your team has matched by hand and suggest rules for you. See Suggest Reconciliation Rules From Your Past Matches.
When rules run
You don't need to start rules yourself. They run automatically:
When new payments arrive from your bank feed.
When you open a payment in the Match tab.
When you save a rule with Also apply to past unmatched transactions ticked. This catches up on payments you already have.
What happens when a rule finds invoices
There are three possible outcomes:
Matched and posted. The amounts add up and Auto-apply is on. Kolleno posts the match to NetSuite. You'll find it in Reconciliation history, with the rule's name under Reconciled by.
Matched, waiting for you. The amounts add up but Auto-apply is off. The match waits in Review & reconcile for you to approve.
Suggested. The amounts don't quite add up, or Kolleno isn't sure. Nothing is matched, but the invoices the rule found appear at the top of Match → Suggested match, labelled Rule Match, so you can finish it in a couple of clicks.
To find out why a rule left a payment for you, see What happens when a rule matches.
Find the Reconciliation rules page
In the sidebar, go to Reconciliation and open any bank account.
Click the gear icon above the Match, Review & reconcile and Reconciliation history tabs.
Choose Reconciliation rules.
You'll see all your company's rules, whichever bank account you opened the page from. The Matching rules tab lists the rules you've created. The AI Suggestions tab shows rules Kolleno suggests for you.
For each rule, the list shows:
Name: the rule's name and description.
Priority: the order rules are checked in. Lower numbers go first.
Scope: the bank accounts and customers the rule covers, or Company-wide.
Fires on: the payments the rule looks for.
Amount: the payment amounts it applies to, or Any.
Match / Adjust: how it finds invoices and what it does with them.
Status: Active or Inactive. Click it to switch the rule on or off.
Good to know
Rules only handle money coming in. Outgoing payments are never matched by a rule.
Rules only match open invoices in the same currency as the payment.
You need the Reconciliation Access Permission to use rules.
Reconciliation rules are switched on per company. If you don't see Reconciliation rules in the gear menu, contact Kolleno Support (support@kolleno.com).