When a rule finds the invoices for a payment, one of three things happens. This article explains where to find the result, and why a rule sometimes asks you to finish the match yourself.
Posted automatically, or waiting for you?
The Auto-apply setting on the rule decides what happens when the payment and invoices add up (exactly, or with an adjustment):
Auto-apply | What happens | Where to find it |
On | Kolleno matches the payment and posts it to NetSuite straight away. | Reconciliation history. The rule's name shows under Reconciled by. |
Off | Kolleno prepares the match and waits for you to approve it. | Review & reconcile. Check it, then click Reconcile to NetSuite, or Remove & redo if it's wrong. |
We recommend starting with Auto-apply off. Once you've seen the rule get it right for a week or two, switch it on.
When a rule asks you to finish the match
Sometimes a rule finds the right invoices but isn't confident enough to complete the match on its own. It still saves you time: the invoices it found appear at the top of Match → Suggested match for that payment, labelled Rule Match. Select them and match as usual.
This happens when:
The amounts don't add up, and none of the rule's adjustments covers the difference. See Handle differences with adjustments.
More than one option fits. Several invoices could each be the one, or two different groups of invoices both add up, so a person needs to choose.
The invoices belong to more than one customer, or to a different customer from the one Kolleno thinks paid. This only applies when the rule is set to Any customer.
A more specific rule disagrees. A rule set up for particular customers would match the payment to someone else, so Kolleno lets you decide. See Order your rules with priority.
The invoice was found by a close guess (Fuzzy reference) rather than an exact invoice number. See Choose a match strategy.
A GL account isn't mapped for the adjustment the rule wants to post. See Handle differences with adjustments.
Get a task when a rule needs you
Turn on Raise a task when this rule sends a line to review under Rule setting, and Kolleno will let you know whenever the rule needs you. You'll get a task called Rule sent a bank transaction to review that explains why, for example no adjustment row fits a residual of -12.50 (the payment was £12.50 short, and no adjustment covered it).
You get one task per payment, at most.
No task is created if the payment has already been matched.
