Bank and cash

Set up payment accounts, see balances, reconcile bank transactions and keep the cash book.

Available in the plans: Business Pro

Under Bank & cash you manage every account money flows through: bank accounts, the cash box, credit cards and payment providers. Each card shows the balance according to the books and leads to the account's payments, to Bank reconciliation and, for a cash box, to the Cash book.

Set up a payment account

1. Click New payment account.
2. In the field Type, choose for example Bank account or Cash. The type cannot be changed later.
3. Enter a Name. For a bank account the IBAN is required; BIC and Bank are optional.
4. Leave Ledger account empty if KontoVexa should create a suitable sub-account itself, or choose an existing account.
5. Click Save.

The IBAN is masked on the card. Show shows it in full; every reveal is recorded in the audit log. When editing, leave the IBAN field empty to keep the stored IBAN.

Reconcile bank transactions

After you import a bank statement, KontoVexa looks for matching open items, rules and transfers between your own accounts for every transaction. On the card of the bank account, click Bank reconciliation.

1. The list first shows only the open transactions (To reconcile). Narrow it down by status, text or period if needed.
2. Select a transaction. Its suggestions appear next to it with a score and the reasons, for example "Amount equals the open amount".
3. Click Accept on the right suggestion, or Reject on a wrong one. If there is a difference, first choose under Treat the difference as for example Skonto (discount) or Bank fee.
4. If no suggestion fits, search under Search open items by partner, number or amount, tick the items and click Reconcile with the selected items.
5. If the transaction belongs to no document, choose under Classify as… for example Bank fee or Transfer between own accounts (Geldtransit) and click Apply.

Every reconciliation creates a posted payment with the booking date as payment date. The green high-confidence button accepts all unambiguous suggestions without a difference in one step. Refresh suggestions recalculates the suggestions, for example after you have entered more invoices.

• Record as a new expense only creates a draft under Expenses; nothing is posted until you post the expense there.
• Revenue without invoice posts incoming money without an invoice, such as interest, a subsidy or insurance compensation: choose the kind of revenue and answer its question. Without a bank statement, record such revenue under Incoming payments.
• Ignore asks for a reason. The transaction stays in the statement but has no accounting effect.
• Always when… (create rule) opens a new matching rule pre-filled from this transaction.
• Undo reverses the payment that was created and sets the transaction back to New. If the transaction was linked to a payment that already existed, only the link is removed.

Transaction statuses

The cash book

On the card of a cash box, Cash book opens all cash receipts and disbursements in date order, with the balance at the end of each day.

1. Choose the period with From and To.
2. Export the cash book with CSV or print it as a PDF with Print / PDF.

Good to know

• The balance on the card is the balance of the ledger account in the books, not your bank's balance. If they differ, usually statements are still missing or transactions are not reconciled yet.
• For bank accounts, the card shows the date of the Last statement and how many transactions are still to be reconciled.
• Clicking the account name or Payments shows the payments of this account only, with its balance.
• Creating and editing payment accounts, reconciling and creating rules are separate permissions. Only the accountant may undo a reconciliation in a closed period.
• In the simplified mode, a phone shows the reconciliation as Check statement: one transaction after the other with a yes/no question. Show the full list opens the complete view.