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Assigning Payments to Entries

Payment settlement, that is, the association between entries and payments, can take place in various ways: automatic settlement using a unique criterion and through data comparison when retrieving bank data, automatic settlement on bank statement items, or manual individual settlement. Consequently, managing settlements may involve the following tasks:

Settlement or payment matching?

Make sure not to confuse settlement with payment matching.

Settlement
Settlement is the mechanism for effectively associating payments with entries using entry items.
Payment matching
Payment matching is the operation that compares bank statement items or payments with entries using customizable matching configurations. After successful matching, JustOn Cash Management can complete the actual settlement.

Retrieving Bank Data

Note

Make sure that the Bank Statements tab is displayed (see Adapting Navigation Bar), and that the button Retrieve is available on the Bank Statement list view (see Enabling Bank Statement Download).

You can retrieve banking transactions from the bank accounts subject to a specific EBICS bank account credential in the status Active for a specific period.

  1. Open the Bank Statements tab.
  2. Click Retrieve.

  3. Select the relevant EBICS bank account credential and define the period for which you want to retrieve the transactions.

    JustOn Cash Management can retrieve banking data up to the day before the current date.

    pay_app_account_retrieve
    Configuring bank statement retrieval

  4. Click Next.

    This retrieves the banking transactions for the bank accounts subject to the selected EBICS bank account credential and the specified period from the bank. As part of the data retrieval, JustOn Cash Management automatically associates existing payment records (as related to entries) and refund records with matching bank statement items according to an end-to-end ID and retrieved bank statement items (and corresponding new payment records) with matching entries through data comparison.

    pay_app_account_retrieve_done
    Bank statement retrieval confirmation

    Clicking Finish returns you to the downloaded bank statements on the Bank Statements tab.

  5. Review the matching and settlement results.

    For details, see Reviewing Automatic Settlement Results.

Info

As part of the data retrieval, JustOn Cash Management automatically associates

  • existing payment records (as related to entries) and refund records with matching bank statement items (from the original bank account and according to the end-to-end ID), or
  • retrieved bank statement items (and corresponding new payment records) with matching entries through data comparison based on active matching configurations.
Matching and settlement results

Settlement operations can produce various results – as kept in the field Matching Result on payments and bank statement items. According to the outcome, users may need to take additional action.

Matching Result Description
Account matched JustOn Cash Management has found a matching account, but has not completed the settlement. A user must proceed to manually settle the payment.
Entry matched JustOn Cash Management has found a matching entry, but has not completed the settlement. A user must proceed to manually settle the payment.
Manually settled A user has settled the payment manually.
Payment Id matched JustOn Cash Management has found a matching payment based on a unique ID but the current transaction involves an amount with a reversed sign. Usually, this indicates a chargeback.
Settled by Payment Id JustOn Cash Management has completed the settlement based on a matching unique ID.
Settled by automatic match JustOn Cash Management has completed the settlement through data comparison based on active matching configurations.
Unmatched JustOn Cash Management has not found any matching data. A user must review the matching configurations and repeat the automatic settlement, or proceed to manually settle the payment.
Unmatched, multiple results JustOn Cash Management has found multiple possible matches for different accounts or business entities. A user must review the matching configurations and repeat the automatic settlement, or proceed to manually settle the payment.

With the matching results Unmatched or Unmatched, multiple results, the processing log (as saved in the Payment field Matching Records) may indicate troubleshooting information.

  • The message No matching results found indicates that none of the available matching configurations can extract data to be processed from the available bank statement items. That is, the (regular expression-based) input string filter provided as parser configuration does not retrieve data for the intended comparison from the Reference field of the bank statement item. In this case, review the input string filter as part of the matching configuration. You can use tools like, for example, regex101 to define and test your regular expressions.
  • An applied matching configuration may return "number-of-results" : 0 for an entry match or account match. This indicates that the input string filter has extracted usable data from the bank statement item, but the data comparison with entries or accounts does not produce a result. In this case, review the processing log in the Payment field Matching Records. The recorded comparison data may indicate why the comparison has not found matching entries or accounts. If you are not able to find and correct the error, do not hesitate to contact JustOn Support.

Starting Automatic Settlement on Bank Statement Items

Some use cases may require to trigger the automatic settlement manually – for example, if your business imports banking data via CSV files, creating bank statements and bank statement items without bank integration.

As part of the settlement process, JustOn Cash Management associates

  • bank statement items with matching payment records (as related to entries) and refund records according to an end-to-end ID, or
  • bank statement items (and corresponding new payment records) with matching entries through data comparison based on active matching configurations.

Automatic settlement is possible for bank statement items that either do not have related payments or whose related payments are not associated with entries (via entry items).

Note

Make sure that

To trigger the automatic settlement process:

  1. Open the Bank Statement Items tab.

  2. Filter the list view or select the bank statement items to be processed.

    Continuing without selection includes all listed bank statement items.

  3. Click Settle Automatically.

    This displays the number of bank statement items to be processed.

    pay_app_bsi_match

  4. Click Next.

    This starts the automatic settlement process. The page shows the job progress and log messages.

    pay_app_bsi_match_progress

    Clicking Finish returns you to the Bank Statement Items tab.

  5. Review the matching and settlement results.

    For details, see Reviewing Automatic Settlement Results.

Reviewing Automatic Settlement Results

Automatic settlement operations can produce various results – as kept in the field Matching Result on payments as produced from bank statement items. According to the outcome, users may need to take additional action.

To review the result of automatic settlement operations:

  1. Open the Payments tab, and select the list view Unassigned Payments or Unassigned Payouts.

    This displays the payments that have not been automatically assigned to entries.

  2. Open the payment to review.

  3. Review the value in the field Matching Result, and determine the next steps.

    Matching Result Description Next Steps
    Account matched JustOn Cash Management has found a matching account, but has not completed the settlement. Proceed to manually settle the payment.
    Unmatched JustOn Cash Management has not found any matching data. Review the matching configurations and repeat the automatic settlement, or proceed to manually settle the payment.
    Unmatched, multiple results JustOn Cash Management has found multiple possible matches for different accounts or business entities. Review the matching configurations and repeat the automatic settlement, or proceed to manually settle the payment.

    With the matching results Unmatched or Unmatched, multiple results, the processing log (as saved in the Payment field Matching Records) may indicate troubleshooting information.

    • The message No matching results found indicates that none of the available matching configurations can extract data to be processed from the available bank statement items. That is, the (regular expression-based) input string filter provided as parser configuration does not retrieve data for the intended comparison from the Reference field of the bank statement item. In this case, review the input string filter as part of the matching configuration. You can use tools like, for example, regex101 to define and test your regular expressions.
    • An applied matching configuration may return "number-of-results" : 0 for an entry match or account match. This indicates that the input string filter has extracted usable data from the bank statement item, but the data comparison with entries or accounts does not produce a result. In this case, review the processing log in the Payment field Matching Records. The recorded comparison data may indicate why the comparison has not found matching entries or accounts. If you are not able to find and correct the error, do not hesitate to contact JustOn Support.

    For other matching and settlement results and their meaning, see Matching and Settlement Results.

Manually Settling Individual Entries

The manual settlement process allows users to

  • Associate unassigned payments to an account and to open entries, or
  • Re-associate payments to different open entries.

Info

Payments must be in the status Collected or Final for them to be associated to entries.

The Settle Manually button will only be visible on the Highlights panel if the payment is in status Collected or Final.

Payments that have already been processed by the automatic settlement with payment matching but not assigned to entries are set to the matching result Unmatched.

JustOn Cash Management creates a payment record for each bank statement item when downloading bank data. The list views Unassigned Payments and Unassigned Payouts give direct access to the payments that have not been automatically assigned to entries and therefore need to be settled manually.

  1. Open the relevant payment.

  2. Click Settle Manually.

    This opens the Edit Assignments dialog. The dialog displays a chart that shows the current use of the payment amount and allows users to

    • modify the associated account
    • assign one or multiple entries
    • modify the amounts to assign to the selected entries

  3. Optionally, select or modify the account.

    Use this option to re-assign a payment to a different account.

    Changing the account deletes any current entry assignments.

    Note that a payment can only get assigned to entries belonging to the same account. Hence, changing the account removes current assignments and selecting an entry will automatically set the account if it was not set before.

  4. Click Assign Entry.

  5. Select the target entry.

    The dialog shows the open entries of the currently selected account.

  6. Optionally, specify the amount to assign.

    This may be required when distributing one payment to multiple entries.

  7. Click Apply.

    This saves the assignment data.

  8. Click Save, then Confirm.

    This completes the settlement operation, associating the current payment with the selected entry, closes the dialog and returns you to the payment.