Match and Categorise Transactions

Once your bank feeds are fetched or imported, you can match these bank statements with existing transactions in Zoho ERP or categorise them to keep your accounts accurate. This simplifies the bank reconciliation process.

Match Transactions

Matching transactions is the process in which you match a bank statement with a transaction created in your Zoho ERP organisation.

To match a transaction:

Log in to your Zoho ERP organisation.
Go to the Banking under Accounting Module from the left sidebar.
Select the bank for which you want to match the transactions.
Go to the Uncategorised Transactions tab in the account details page.
Click View By and filter uncategorised transactions from the latest bank statements, if needed.

Pro Tip: If an uncategorised transaction matches an existing transaction in Zoho ERP, a Match Found label will appear next to it.

If an uncategorised transaction has a Match Found label:

Click Match next to the transaction.
Review the details and confirm the match.

If an uncategorised transaction does not have a Match Found label:

Click the uncategorised transaction.
Review the list of possible matches in the right pane.
Click Select next to one or more matching transactions.
Once the selected amount matches the bank transaction amount and click Match.

Once matched, the Uncategorised transactions will now under Matched Transactions.

To view all the matched transactions:

Click the dropdown next to All Transactions and select Matched to view all matched transactions.

Adding Adjustments while Matching

Sometimes, the bank transaction amount may not exactly match the amount in your Zoho ERP organisation. In such cases, you can create an adjustment transaction and match it along with the original transaction.

Scenario: When you receive payments through a payment gateway, the gateway charges a transaction fee. Because of this fee, the payment amount deducted from the bank will not be equal to the original bill amount. In such cases, you can record the transaction fee as a separate transaction and then match the payment.

To adjust amount by creating a transaction while matching:

Click Select next to the transaction you want to match.
Click Create New Transaction at the bottom of the pane.
In the window that appears, enter the necessary details:

Field	Description
Apply To	Choose whether the adjustment applies to a Deposit or Withdrawal.
Date	Select the date the adjustment was made.
Account	Select the account to which the amount is credited or debited.
Amount	Enter the adjustment amount. The remaining balance is shown below.
Reference #	Enter the reference number, if available.

Click Save.

The new transaction will appear along with the selected transactions.

Once the total matches the bank transaction amount, click Match.

Note: Click Delete Transaction if you want to remove the newly created adjustment.

To filter transactions:

Click the Filter icon next to Possible Matches and enter the necessary details:

Field	Description
Amount Range	Enter the amount range to search within.
Date Range	Select the date range of the transaction.
Vendor/Customer	Choose the related vendor or customer.
Type	Select the transaction type.

Click Search.

The transactions that meet the conditions set in the filter will be displayed in the Possible Matches section.

Click Select next to the matching transaction and complete the match.

Pro Tip: If the uncategorised transaction is a deposit, check Include Withdrawals in the filter to also see withdrawals when matching. If the uncategorised transaction is a withdrawal, check Include Deposits in the filter to also see deposits when matching.

Match Deposits with Withdrawals

Similar to matching regular transactions, you can also match deposits with withdrawals in Zoho ERP to reconcile payments and expenses that are linked.

Scenario: Patricia sells goods to John and also receives services from him. She creates an Invoice of 8,000 for the goods and a Bill of 3,000 for the services. John pays her 5,000 for the Invoice, which becomes a Deposit. Patricia can match this Deposit with the 3,000 Withdrawal Bill to reconcile the transactions.

To match a deposit with a withdrawal:

Select the uncategorised transaction that is a Deposit.
In the right pane, click the Filter icon next to Possible Matches.
Fill in the required details in the filter and check Include Withdrawals.
Click Search.

The filter list will now display withdrawals along with other transactions.

Now, click Select next to the withdrawal transactions you want to match.
Once the total of the selected withdrawals equals the deposit amount, click Match.

Match Withdrawals with Deposits

Similarly, you can also match withdrawals with deposits, which is useful for reconciling payments that involve refunds, or partial payments.

Scenario: Charles purchases office furniture for 8,000 and receives a cashback of 500, which is recorded as Other Income(Deposit). The bank statement shows an uncategorised Withdrawal of 7,500. Charles can match this Withdrawal with the Deposit of 500 and the Bill of 8,000.

To match a withdrawal with a deposit:

Select an uncategorised transaction that is a withdrawal.
Click the Filter icon next to Possible Matches in the pane that appears.
Fill in the required details in the filter and check Include Deposits.
Click Search.

The filter will display deposits along with other transactions.

Now, click Select next to the deposits you want to match with the withdrawal.
Click Match once the total selected amount equals the uncategorised transaction amount.

Match Multiple Bank Statements

You can match multiple bank statements with one or more transactions in your organisation at once.

To match multiple bank statements:

Log in to your Zoho ERP organisation.
Go to the Banking under Accounting Module from the left sidebar.
Select the bank for which you want to match multiple bank statements.
Enable the Multi-select & Match toggle to allow matching multiple bank statements with your organisation’s transactions.
Click Select next to the transactions you want to match.

The consolidated statement list will appear in a banner. in which, you can:

After View all statements or hide them by clicking Show All / Hide All.
Unselect individual transactions by clicking the Delete icon.
Unselect all transactions at once by clicking Clear Selection.
Once you have selected the statements, click Click here to re-fetch the matching transactions.

The best possible matches will be displayed.

Now, select the Zoho ERP transactions you want to match by clicking Select.
Click Match to complete the process.

Categorise Transactions

If an uncategorised transaction doesn’t have a matching transaction in your Zoho ERP organisation, or if you don’t want to select one from the possible matches, you can create a new transaction and associate it with the bank statement.

To categorise transactions manually:

Log in to your Zoho ERP organisation.
Go to the Banking under Accounting Module from the left sidebar.
Select the bank for which you want to categorise the transactions.

For transactions with a Recognized tag:

Click Categorise next to the transaction.
In the pane that appears, verify the auto-populated details based on the transaction rule.
Click Save.

For transactions without a Recognized tag:

Click Categorise next to the transaction.
Fill in the required details in the pane that appears.
Click Save.

To view categorised transactions:

Click the dropdown next to All Transactions and select Categorised to manually categorised transactions.

You can also manually categorise selected bank transactions:

Go to the Categorise Manually tab.
Enter the required details and click Match.

Unmatch a Matched or Categorised Transaction

You can unmatch or uncategorise transactions in Zoho ERP to correct errors or make changes to the already matched or categorised bank statement.

To unmatch a transaction:

Log in to your Zoho ERP organisation.
Go to the Banking under Accounting Module from the left sidebar.
Select the bank for which you want to unmatch the transactions.
Go to the All Transactions tab in the account details page.
Select the transaction you want to unmatch and click Unmatch.

The bank statements will move back to the Uncategorised and Manually Added state.

Uncategorise a Transaction

To uncategorise a transaction:

Log in to your Zoho ERP organisation.
Go to the Banking under Accounting Module from the left sidebar.
Select the bank for which you want to uncategorise the transactions.
Go to the All Transactions tab in the account details page.
Select the transaction you want to uncategorise and click Uncategorise.

The bank statements will move back to the Uncategorised state and the transaction will be deleted from your organisation.