Bank

Under Accounting → Bank you import bank statements and match each transaction to an invoice or an incoming receipt. This creates the payment on the document and with it the journal entry, without your having to record the payment a second time by hand.

The key points firstCopy link to heading

• An imported transaction posts nothing. It simply waits in the ‘To do’ list.
• Matching only suggests. It never matches by itself, not even on a confident hit. Only your click on ‘Match and book payment’ creates the payment.
• A match cannot be deleted, only reversed. This is a reversal entry of the payment with today’s date; the match stays in the transaction’s history.

Set upCopy link to heading

1. Under Bank accounts, create your business account (name, IBAN; BIC is optional). Name and IBAN are stored encrypted in the database.
2. Choose the bank account’s Ledger account (an account of the type ‘Bank’, for example 1200 or 1210). All payments and entries for this bank account are posted to this account. Without it, the payment account ‘Bank transfer’ from Settings → Organization → Accounts and mapping applies. If you have several bank accounts, give each its own ledger account; then each account in the journal agrees with its bank statement. A payment remembers its account; a later change to the bank account does not move old payments, their reversal entries or the catch-up posting. The date of the payment is the booking date of the transaction.

Import a bank statementCopy link to heading

Download a statement in online banking and choose Upload bank statement. Leadmode recognises the format itself:

PDF bank statements cannot be imported. Pending transactions are skipped and arrive with the next statement, once they are booked.

Leadmode checks the following:

• Does the file match the account? If it names a different IBAN or a different currency, nothing is imported.
• Not the same file twice. The original is kept encrypted.
• Overlapping statements are not a problem. A transaction that Leadmode already knows (date, amount, counterparty, reference and purpose) is not created again. Two identical transfers on the same day remain two transactions.
• Similar transactions (same date and same amount, but written differently, for example from another file format) are reported by Leadmode so that you check them before matching. It is best to stick to one file format per account.
• Unreadable lines are named with their line number; nothing is invented.

Match transactionsCopy link to heading

By default, the list shows what is still to do. A click on a transaction opens it.

Suggestions. Leadmode compares the payment purpose with invoice and receipt numbers (for suppliers also with their invoice number), the amount with the open amount, the counterparty’s name and, for suppliers, the IBAN. This produces an indication of confidence: Very likely, Likely or Possible. The amount alone is never enough for a suggestion. If the purpose names several documents whose open amounts add up exactly to the transaction, there is a joint suggestion.

By hand. Find the invoice or receipt using the search and tick it. You can change the amounts:

• Part payment: Match less than the document has open; the rest stays open.
• Collective payment: Distribute one transaction across several documents. The sum must not exceed the transaction; what is left over stays open on the transaction (‘Partly matched’).
• Opposite direction: If money comes in although you paid a supplier, that is a refund, and vice versa. It is only possible within the payments recorded.

The currency of the transaction must match the document.

What is created. For each document, a payment by bank with the transaction’s booking date, for invoices including dunning consequences (a paid invoice no longer receives a reminder) and the journal entry. If something fails, for example because the month is locked or an account is missing in the mapping, nothing is posted and you see the reason.

Book directly, without a documentCopy link to heading

Some transactions belong to no invoice and no receipt: bank charges, interest, private withdrawals and deposits, the payment to the tax office, transfers between accounts. On the transaction, choose Book directly, without document, then the Offset account, if needed a Tax key (input VAT for money out, output VAT for money in; the tax is calculated out of the amount) and a Project as cost centre. A posting record is created: for money out, offset account to bank; for money in, bank to offset account. The journal shows only ‘Bank transaction of DD.MM.YYYY’, never a name or payment purpose; your note stays encrypted on the transaction.

• Receivables and payables accounts are not available to choose from, because they are served through invoices and receipts. Match such transactions there.
• You can split a transaction, for example book one part directly and match the rest to a document.
• Bookkeeping must be running (booking start set), and the month must not be locked.
• Reversing works as with any match, with a reversal entry dated today.

Link existing payment (imported, paid invoices)Copy link to heading

For imported legacy invoices, the payment already exists; the bank statement only comes later. ‘Match and book payment’ would then pay a second time. Leadmode rejects that (a paid invoice accepts no further payment) and offers Link, no new payment instead:

• The transaction shows the note ‘This payment already exists’ if amount, direction and currency match an existing payment. Invoice number in the payment purpose, date and name increase the confidence.
• Link connects transaction and payment. No new payment and no entry is created; remaining claim and payment amount stay unchanged.
• Link existing payments (at the top of the bank area) links many transactions at once. The preview shows only unambiguous, very confident hits (exact amount, invoice number in the purpose, matching date); ambiguous ones are left for individual review. Only Link carries it out, and repeating it creates nothing twice.
• Reverse only removes the link. The payment remains; there is no reversal entry.
• A payment is attached to only one transaction at a time; you link part payments and refunds individually.

Resolved without a matchCopy link to heading

If a transaction is not to be posted anywhere (for example because it falls before the booking start or your tax advisor records it differently), you take it with Resolve without a match and a reason (at least five characters). This posts nothing. With ‘Reopen’ you bring it back.

ReverseCopy link to heading

You reverse a wrong match on the transaction with Reverse, with a reason. The payment gets a reversal entry dated today, and the transaction is open again. Because the reversal entry carries today’s date, this also works if the month of the original payment is already locked. If the payment has meanwhile already been reversed in the document, Leadmode only closes the match.

LimitsCopy link to heading

• There is no connection to the bank itself (PSD2, automatic retrieval). You upload statements.
• The column names of CSV files differ from bank to bank. If Leadmode does not recognise a file, the message says what is missing; an MT940 or CAMT.053 export is more reliable.