CountServa
Bank Statement Match Scores and Payment Methods
Bank statement match scores in CountServa are the labels the system puts on each unmatched bank statement line to tell you how well it can be explained by your books, from Invoice Quoted (the payer quoted a real document number) to No Document (nothing explains it). They help you decide whether to match a line, book it, raise a document or investigate. This guide also lists the payment methods you can record on receipts, payments, refunds and at the till. It is used by bookkeepers doing monthly bank reconciliation and by accountants checking that all sales are recorded.
Before You Start
- Import or enter your bank statement lines first under Banking > Bank Statements. See Banking and Bank Reconciliation.
- You need the Banking module rights to match or book lines.
Where the Scores Appear
- Go to Banking > Bank Reconciliation and choose the bank account.
- Open a statement month.
- Look at the Source column of any line without a green tick.
The same grading drives the Bank Completeness report under Reports > All Reports, which lists statement lines your books cannot yet explain, plus payouts with no Payment Voucher.
The Match Labels
In the Bank Completeness report, lines are sorted riskiest first, in the order below, then by amount.
| Label | What It Means | What to Do |
|---|---|---|
| No Document | Nothing in your books matches this line and no bank rule recognises it. Highest risk. | Decide what it is, then raise the document or book it. |
| Invoice Does Not Exist | The narration quotes a document number that was never issued in these books. | Investigate before raising anything. It may be a typo by the payer or a real gap. |
| Recognised Payer | A bank rule recognises the narration and names the account it belongs to. | Usually Book it to that account. Gateway payouts, commission, rent and own-account transfers need booking, not a document. |
| Possible Invoice | No number was quoted, but a document of the same amount within 7 days of the date exists. | Check the candidate before raising a new document. |
| Invoice Quoted | The payer quoted a document number that exists in your books. | Match the line to it rather than raising anything new. |
A label is an assessment, not a decision. The line stays unmatched until you act on it.
Act on a Line
| Action | Use It When |
|---|---|
| Match | The money is already in your books as a receipt, payment, claim or journal. Matching creates or changes nothing. |
| Book | The money is not recorded yet and belongs to an account, for example bank charges or interest. |
| Apply to / Issue | The customer or supplier has an open document, or you need to issue one for money already received. |
| Ignore | The line needs no entry. It is set aside and shows Ignored. |
Match a Line by Hand
- Press Match on the line.
- CountServa lists unmatched entries in your books for this bank account with exactly the same amount, dated within a window around the line.
- Choose the entry this line settles. Bank Reference Matches marks an entry whose reference agrees.
- Press Match to Selected Entry.
If nothing is found, the window says so. Close it and use Book if the money has not been recorded yet.
Run Auto-Match
On the statement month, press Run Auto-Match. CountServa pairs lines with entries of the same amount (to the sen) dated within 7 days of the statement date. Anything not paired stays for you to review.
When the month is fully reconciled, press Lock This Month, then View Audit Statement for the reconciliation record.
Payment Methods
On Receipts, Payments and Refunds
The Method field on receipts, payment vouchers and refunds offers:
| Method | Typical Use |
|---|---|
| Bank Transfer | DuitNow, IBG, Instant Transfer or FPX. The default on refunds. |
| Cash | Notes and coins. |
| Cheque | Cheques issued or received. |
| Card | Credit or debit card. |
| Other | Anything else. |
The method is descriptive. The bank or cash account you pick decides where the money posts.
Your Own Payment Methods List
Under Settings > Lists & Masters, the Payment Methods list holds your company's named methods. New companies start with Cash (default), Bank Transfer, Cheque, Credit/Debit Card and E-Wallet. Each entry has a Name and a Type: Cash, Bank Transfer, Cheque, Card, E-Wallet or Other. You can add, rename, set a default or deactivate entries.
At the POS Till
The till always offers Cash and Bank Transfer, plus On Account once a named customer is attached to the sale. Card, E-wallet, Fiuu and Gift Card appear when the terminal has the matching clearing account, and Member Credit and Member Points appear when a member is attached. See Fiuu Online Payments, POS Tenders and the Discounts Report.
Frequently Asked Questions
Why Is a Line Marked Possible Invoice but Not Matched?
A possible invoice is only a candidate of the same amount and nearby date. Confirm it is the right document, then match it yourself.
What Does Invoice Does Not Exist Mean for My Audit?
The payer quoted a number that is not in your books. It may be a missing invoice, so investigate before booking the money elsewhere.
Why Did Auto-Match Miss a Cheque?
Auto-match only looks 7 days either side. Cheques often clear later, so match them by hand with Match.
Does Choosing Card as the Method Post to a Card Account?
No. The method is a label. The account you select on the receipt or payment decides the posting.