Import bank statements and match payments

With payment matching you no longer have to post incoming payments one by one: the transactions come automatically from your bank and your payment providers or via a bank statement file, allverto suggests the matching invoice for each transaction, and you confirm. Outgoing payments are matched to supplier invoices in the same way.

You'll find it under Finance → Payment matching – it is the first page in the Finance area.

#Before you start

• Viewing requires the View financial data permission; importing, fetching and matching requires Post payments, match bank statements, send reminders and record supplier invoices (owner, Administration, Accounting).
• Transactions get into payment matching in two ways:
  • Automatically from connected bank accounts (FinTS/HBCI, EBICS, XS2A) and payment providers (PayPal, Mollie, Amazon Pay) – see Connect payment providers and bank accounts.
  • As a file that you download in online banking or from the payment provider:

A file may be no larger than 650 KB – otherwise choose a shorter period. Unzip ZIP archives first and choose the XML file.

#Step by step

1. Get the new transactions:
   • Connected accounts are fetched automatically according to their fetch interval. To fetch manually, use Match → Fetch transactions: … or Fetch all accounts.
   • For a file, click Import, drag the file into the field (or click into it) and confirm. The Format is set to Detect automatically – only set it manually if there are problems. Transactions that have already been imported are skipped – so you can safely import the same file again.
2. The list shows all transactions with the status Open. The Match / suggestion column shows which invoice allverto has recognised and how certain it is (match rate). Older transactions are loaded as you scroll; the footer shows the number of all matches. The search finds transactions by name, purpose, reference, IBAN or amount (e.g. “119.00”) – including ones not yet loaded. You can sort by booking date, amount, name, purpose, status and fee.
3. If transactions have a suggestion of 85 % or more, a green notice with Confirm all reliable ones appears at the top – one click matches them all. You confirm individual ones via right-click → Confirm suggestion. This works for up to 1,000 transactions at once, including ones not yet loaded in the list.
4. Open the remaining transactions with a double-click (or right-click → Match …): check the suggestion or search for the invoice or supplier invoice yourself and click Match. A payment can be split across several invoices; enter cash discounts and fees as well – you can only match once nothing remains.
5. Mark transactions that don't relate to an invoice (e.g. rent) with Ignore.

For connected accounts with the Assign reliable suggestions automatically switch, allverto already does step 3 when fetching.

#How the suggestions come about

allverto compares each transaction with the open items:

• document number in the payment reference,
• amount (also minus cash discount),
• name of the counterparty or a known IBAN.

allverto recognises debits from your own payment runs (see Outgoing payments) by the transfer's Reference (e.g. ZL-2026-00003-1) and by the amount – such suggestions are certain (100 %). When matching, a deducted cash discount is posted as well; the supplier invoice is then Paid and the transfer Matched. If you remove the match, the transfer goes back to Transferred. Supplier invoices are only suggested once they have been posted.

allverto can automatically write off small differences when confirming – set the Payment matching tolerance under Finance → Settings → DATEV & accounts. After new invoices, get fresh suggestions with Match → Recalculate match suggestions.

allverto recognises credits from a collective direct debit by the end-to-end reference and posts them as payment of the respective invoice. Fees supplied by PayPal, Stripe or Amazon Pay (or calculated using the provider's fee rule) are shown separately under Payment fees – the invoice is still paid in full.

#Foreign currency, dunning fees and overpayments

• Foreign currency: a transaction in euros on an invoice in USD, CHF etc. is compared with the euro value of the invoice (invoice rate) – with some leeway for exchange rate changes. In the dialog, the euro value appears below the open amount; you enter the amount in euros. If it is within the leeway, the invoice is fully paid afterwards, and the DATEV export books the exchange difference. A transaction in a foreign currency only matches documents in the same currency.
• Dunning fees and interest: if a customer pays the open amount + dunning fee + interest as requested in the reminder, allverto suggests the invoice including the dunning fee. In the dialog, Dunning fee and interest paid as well appears below the invoice – the invoice is settled with the open amount, fee and interest go separately to the Dunning fees and Default interest accounts (Settings → Finance & DATEV).
• Overpayment: if the transaction is higher than the open amount, tick Keep the overpayment … as customer credit. The remainder then appears as credit under Open items and can be refunded or offset. If the invoice number is in the payment reference, allverto suggests this itself.
• G/L account: parts of a transaction without a document (e.g. bank charges, interest) are booked with Book to G/L account to an account of your choice – with amount and posting text. A transaction without any document can be matched this way too.

If you undo the match, allverto also reverses these postings.

#Filter and correct

• In the toolbar you choose the Status (Open, Matched, Ignored, All) and a specific Bank statement. Via Columns you can show IBAN, Reference and Fee, among others.
• You undo an incorrect match via Remove match. The payment is cancelled on the invoice and the transaction is open again.
• You bring ignored transactions back with Reopen.
• You remove a whole bank statement via the bin icon in the Bank statements list on the right – this is only possible as long as nothing from it has been matched.