Kolleno uses the name and the bank details on a payment to identify the customer that paid. This customer is the payer. The Payer settings tab helps Kolleno identify the payer when the bank changes the name, or when a customer pays you through a payment platform.
AI matching uses these settings. Reconciliation rules also use them, except a rule that names specific customers. The settings apply to all bank accounts of your company.
Open the Payer settings tab
Go to Reconciliation and open a bank account.
Click the gear icon and choose Reconciliation rules.
Click the Payer settings tab.
If you can open the reconciliation rules, you can also open this tab.
Normalize payer names
This setting is on by default. Kolleno learns the bank account names of your customers from the payments that you match. If a payer name is not exactly equal to a learned name, Kolleno compares the names again without case, spaces, punctuation and legal-form words such as Ltd or Inc. Then ACME LIMITED can match Acme Ltd.
If you turn it off, Kolleno uses only exact names.
Advanced settings
Use these settings if your bank cuts payer names short, or if customers pay you through a payment platform. Each setting is off until you set it. Click Advanced to see them. When a setting has a value, Advanced stays open.
Truncated payer names
Some banks cut long payer names at a fixed length.
Truncation length: the length at which your bank cuts a payer name, from 4 to 100 characters. Kolleno compares a name of exactly this length with the start of your customer names. For example, with 19, NORTHWIND TRADING C can match Northwind Trading Company. Leave it empty to turn it off.
Strip trailing digits: when a name fills the truncation length, Kolleno tries again without the digits at its end.
Payment platforms
When a customer pays through a platform, the payment shows the name of the platform, not the customer.
Payment platforms: the names or entry descriptions of these platforms. Type a name and press Enter. For a payment from a platform, Kolleno does not use the counterparty name. It also does not learn the bank details, because they belong to the platform.
Platform payer field: the key in the bank data that holds the name of the real payer.
Platform payer pattern: optional. A regular expression that finds the payer name in that field. The first group is the payer name. For example,
ON BEHALF OF (.+)finds Acme Ltd in ON BEHALF OF Acme Ltd. Set the payer field first.
Save your changes
Click Save settings. A change applies from the next matching run. It does not change matches that already exist.
If a value is not correct, the error shows under its field. For example, a truncation length of 2 shows Enter a whole number from 4 to 100, or leave it empty.
If a shortened or normalized name fits more than one customer, Kolleno does not choose one. The payment goes to review, and you choose the customer.