When Kolleno scans a remittance file, it reads each line of the file and tries to match it to an invoice or credit note. Line review lets you check every line, fix the ones Kolleno could not match, and add records the file did not list. When all the lines are resolved, the remittance is ready to match to its bank payment.
In this article, a line is a row in the remittance file. A record is an invoice or credit note in Kolleno.
Where to find it
Go to Reconciliation in the sidebar and open a bank account.
On the Match tab, switch from Bank payments to Remittances.
Choose a remittance from the list on the left. Its lines open on the right, on the Suggested match tab.
The three remittance tabs
The remittance list is split into three tabs. Each shows the number of remittances it holds.
To review: at least one line still needs a match. New uploads arrive here.
Ready: every line is matched or excluded. The remittance is ready to match to a bank payment.
Matched: the remittance is matched to a bank payment. Its lines are read-only.
When you resolve the last line of a remittance, its card moves to Ready. The card and its lines stay open until you change tab, so you can check your work.
Read the summary
The top of the pane shows the file name, the date, how many lines are matched (for example 1/2 lines matched) and the file total.
While a line is unresolved, an amber banner shows how many lines need a match and the amount still unresolved.
When every line is resolved, a green banner shows that all lines are matched and the amount ready to match.
The File preview tab shows a warning icon while any line is unresolved.
Below the lines table, the Balance check shows three figures:
Remittance total: the total of the file.
Unresolved lines: the amount of the lines that still need a match.
Amount to be applied: the remittance total minus the unresolved lines. This is the amount that will be applied when you match the remittance.
Read the lines table
The table lists each line with its Reference, Status, Matched to record and Amount. Lines that still need a match are highlighted in yellow. Use Search lines to find a line, and Show all lines to see a long file in full.
A line can have one of these statuses:
Matched: the line is matched to a record.
Part matched: a record covers only part of the line. The rest of the amount still needs a match.
Not found: Kolleno found no record for the reference.
Partial: Kolleno could read only part of the reference.
Unreadable: Kolleno could not read the line.
Ambiguous: the reference fits more than one record.
Already paid: the record the line points to is already paid.
Excluded: you excluded the line, so it takes no part in the match.
Match a line
On a line that needs a match, click Find match. The Find match panel opens.
Check the line at the top of the panel: its reference, amount and date. Click View in file to see the line in the original file.
Under Suggested records, review the records Kolleno suggests for this line. Each one shows why it was suggested: Exact amount, Exact reference or Similar reference. A suggestion that belongs to a different customer from the remittance is marked Other customer.
If the record you need is not suggested, search by reference, customer or amount. The search covers the records of all your customers. To search only the customer of the remittance, tick Only followed by the customer's name. You can also narrow the results with the filters next to the search field.
Select a record, then click Review match.
Confirm the match
The Confirm match step compares the line with the record you selected: reference, amount, customer and date. Values that agree are shown in green. Values that differ are highlighted in yellow, so you can check them before you confirm.
Under After this match, Kolleno shows how the number of lines to resolve and the unresolved amount will change. If the record does not cover the whole line, it also shows the Rest of this line.
Click Confirm match to save it, or Back to choose another record. The line, the summary, the banner and the tab counts update straight away.
When the amounts differ
If the line and the record have different amounts, Kolleno applies the lower of the two. If the line is larger, the rest of its amount stays unresolved and the line shows Part matched. Click Find match on that line again to match the rest to another record.
Change or remove a match
To match a line to a different record, click Change on the line and pick the new record in the Find match panel.
To take a record off a line, use the remove icon next to the record in the Matched to column. The amount goes back to the line as unresolved.
Exclude a line
Exclude a line that should not be part of the match, for example a line that does not refer to an invoice or credit note. Open the line with Find match and click Exclude line. An excluded line counts as resolved but does not count towards the lines to match.
To bring an excluded line back, click Restore on the line.
Add a record the file missed
If the file pays a record that Kolleno did not find as a line, add it by hand.
Click Add record above the lines table.
Search for the invoice or credit note by reference, customer or amount, and select it.
Check the Amount. It starts at the available balance of the record, shown under the field, and cannot be higher than that balance.
Click Add record.
The record appears as a new line in the table. To remove a line you added by hand, use the delete icon on that line. Lines read from the file cannot be removed, only excluded.
Match the Ready remittance to the bank payment
A remittance in Ready is matched to its bank payment on the Bank payments side of the Match tab.
Switch to Bank payments and select the bank transaction.
Click Select remittance and choose the remittance.
Click Match.
The Match button stays unavailable until every line of the remittance is resolved. Hover over it to see why. For more on this step, see How to match one payment to multiple invoices using remittance.
Good to know
Once a remittance is matched, its lines are read-only.
Re-scanning a remittance from its card reads the file again. If you added or changed matches by hand, Kolleno warns you first, because the re-scan clears them.
A remittance scanned before line review was available for your account shows the earlier view. Re-scan it from its card to review it line by line.
The File preview tab highlights each line in the original file. See Reading the highlights on a remittance file preview.