CountServa · CountServa: Accounting and ERP Manual
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.
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.
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.
| 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. |
If nothing is found, the window says so. Close it and use Book if the money has not been recorded yet.
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.
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.
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.
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.
A possible invoice is only a candidate of the same amount and nearby date. Confirm it is the right document, then match it yourself.
The payer quoted a number that is not in your books. It may be a missing invoice, so investigate before booking the money elsewhere.
Auto-match only looks 7 days either side. Cheques often clear later, so match them by hand with Match.
No. The method is a label. The account you select on the receipt or payment decides the posting.