Cash and banking connects financial accounts, payment activity, provider-payment bills, and the general ledger. Reconciliation confirms that posted accounting activity matches the external statement; it is not a place to create duplicate transactions to force balances to agree.



 

📚 Resources Needed

 

✅ Before You Start

  • Confirm the correct legal entity and financial account.
  • Confirm the statement start and ending dates and ending balance.
  • Review open provider payment bills in Bills & expenses before creating a payment run.
  • Search the Payment register for the trace, check number, amount, or date before recording missing activity.

⚠️ Never create a second bill or payment simply because the Provider Portal does not show Paid yet. First verify the existing accounting bill, payment, proof, and $0.00 open balance.

 

🚀 Tips & Tricks

  • Use Bank & card feeds to review imported activity, Payment register to trace posted payments, and Reconcile to compare a statement.
  • Record transfers with Transfer so both accounts are updated.
  • Use the actual bank trace, check number, or transfer ID.
  • Reconcile in statement order and investigate differences rather than adding an unexplained balancing entry.

 

📘 Part 1 — Review Cash and Banking

  1. Open Cash & banking and select the correct bank, cash, or credit-card account.
  2. Review the displayed accounting balance and available external balance when a feed is connected.
  3. Open Bank & card feeds for imported activity or Payment register for posted payments.
  4. Filter by amount, date, vendor, provider, or reference. Confirm each expected transaction exists once.
  5. For a transfer between Besa accounts, use Transfer. For a deposit grouping received funds, use Bank deposit. For card payoff, use Pay credit card.
  6. Open a transaction to confirm source, GL impact, reference, and proof before changing anything.

Accounting Portal navigation showing Cash and banking

 

📘 Part 2 — Complete a Provider Payment Run

  1. In Bills & expenses, review the Provider payment run card. Confirm provider count and total against Pending / Recorded payments in Provider Portal.
  2. Select Create Yang payment run only after every included provider, service week, and amount has been reviewed.
  3. Use the private payment-confirmation link for the current run. Confirm entity, Sunday–Saturday week, provider count, bill reference, and total.
  4. Send each provider payment through the approved bank or payment service. The confirmation page records proof; it does not move money.
  5. For each provider, enter Payment date and Transfer reference and upload proof showing payee, amount, date, and trace/check/transfer ID.
  6. Confirm the run once after every provider is correct.
  7. Verify each accounting bill shows Paid with an open balance of $0.00, Payment history shows the reference, and proof opens.
  8. Return to Provider Portal and confirm the corresponding provider/week shows Paid / Recorded.

 

📘 Part 3 — Reconcile the Financial Account

  1. Open Cash & banking → Reconcile for the correct account.
  2. Enter or confirm the statement ending date and ending balance.
  3. Compare each statement transaction to the portal. Match date, amount, payee, and reference.
  4. Investigate any missing, duplicated, or incorrectly categorized activity. Open the source transaction before correcting it.
  5. Confirm the difference is $0.00. Do not complete reconciliation while an unexplained difference remains.
  6. Finish the reconciliation and confirm the account shows the expected reconciled period.

 

📊 Provider Payment Reconciliation Guide

Provider StatusAccounting StateMeaningAction
Draft / Not readyNo bill expectedPayment still being reviewed.Correct encounters or amount in Provider.
Pending / ReadyQueuedReviewed but not yet recorded in Accounting.Send from Provider when approved.
Pending / RecordedOpen bill existsAccounting is waiting for payment confirmation.Complete payment, reference, and proof.
Paid / RecordedBill paid; $0.00 open balanceBoth systems should be complete.No action unless reconciliation finds a mismatch.
Sync errorBill missing or rejectedAccounting did not accept or confirm the bill.Correct the error and Retry; do not create a duplicate bill.

 

⚠️ Exceptions and Corrections

The Provider Portal does not change to Paid

Confirm the accounting bill is Paid, the open balance is $0.00, the reference is present, and proof opens. Refresh Provider Payments once. If it still does not reconcile, submit Support with provider, week, bill number, payment reference, and a non-sensitive screenshot.

The bank statement includes a transaction not in the portal

Search all relevant registers and references. Determine whether it is a transfer, bill payment, expense, customer receipt, or bank fee. Enter it once using the correct workflow and attach proof.

A confirmed payment is incorrect

Confirmed payments are part of the audit trail. Void or reverse the incorrect transaction and record the approved correction. Do not overwrite or delete the original.

 

🛠 Troubleshooting

  • If the account balance is unexpected, confirm entity, account, date range, and unreconciled items.
  • If a proof file will not open, verify the saved attachment before completing reconciliation.
  • If reconciliation difference is not $0.00, sort by amount and date and check transfers and duplicate entries first.
  • If Provider and Accounting disagree, treat Accounting as the posted financial record and reconcile the existing Provider payment to it through Support.

 

✅ Completion Check

  • Every expected bank transaction appears once.
  • Provider payment bills, references, proof, and $0.00 balances are complete.
  • Provider Portal and Accounting statuses agree.
  • The reconciliation difference is $0.00.
  • Corrections preserve the audit trail.

 

If you have any questions, something does not match what you see, or you need more information, please reach out to Support.