How to match an invoice to a completed transaction

Why is this important?

Sometimes, you might code a transaction instead of matching it to the corresponding invoice. This leaves the invoice in the Needs Action screen, which can cause reporting errors and confusion at the end of the financial year. Historical invoices that have been paid must be matched to the bank transaction or deleted to avoid duplicates in reports.

TIP: If you are on a Payment or Cash GST basis, follow the advice below. If you are on an Invoice or Accrual GST basis, please call our Customer Success team on 0800 888 080 (NZ) or 1800 351 781 (Australia).

Option 1: Transaction not in a finalised GST return

Step 1: Check the invoice

1. Go to the Needs Action screen and ensure the invoice is fully coded.

Step 2: Locate the bank transaction

1. Go to Actuals > Completed.

2. Change the view to Transactions (not Coded Lines).

3. Locate and click on the transaction.

Step 3: Edit the bank transaction

1. Go to the three vertical dots and select Delete line.

   • Alternative: Select the tick box on the left-hand side to choose all lines and then select Delete.

2. Click Save.

The transaction will move back to the Needs Action screen.

NOTE: As the invoice has already been coded, you must delete all coded lines in the corresponding transaction before matching the invoice.

Step 4: Match the transaction to the invoice

1. In the Needs Action screen, locate the bank transaction of interest (right-hand side of the screen).

2. Locate and tick the invoice you want to match. It should be at the top.

3. The Match button will be highlighted. Click Match.

4. Click Save or Save and Next to move to the next transaction on the list.

The invoice and transaction have now been merged and will appear in the Completed screen.

Option 2: Transaction in a finalised GST return

Step 1: Attach a saved invoice

If the invoice is saved on your computer and the transaction coding is correct:

1. Go to Actuals > Completed.

2. Change the view to Transactions.

3. Locate and open the transaction.

   • Alternative: Hover over the three vertical dots and select View Transaction.

4. Click the paperclip icon in the top right-hand corner.

5. Use Drag and Drop or Browse to attach the file.

Step 2: Download and attach an unsaved invoice

If the invoice is not saved on your computer:

1. Go to the Needs Action screen and open the invoice.

2. Click the paperclip icon and open the electronic invoice.

3. Click Download and save it to your computer.

4. Follow the same steps as above to attach the file to the transaction in the Completed screen.

Step 3: Delete the duplicate invoice

1. Return to the Needs Action screen.

2. Locate the invoice and hover to display three vertical dots.

3. Click Delete.

Tips and Best Practices

• TIP: Once you have attached your invoice and supporting documents to the transaction in the Completed screen, always delete the invoice from the Needs Action screen to prevent duplicates in reports.

• TIP: If you have set up a transaction coding rule for a transaction with a corresponding invoice, remove these rules to avoid coding the transaction instead of matching it.