CountServa · CountServa: Accounting and ERP Manual
Banking and Bank Reconciliation
VYROX Wiki · Updated 23 September 2026 · https://www.vyrox.com/wiki/countserva-banking-and-reconciliation
Banking in CountServa keeps a book balance for every bank and cash account, and Bank Reconciliation proves that balance agrees with your bank statement. You can import statements with the AI Accountant, let CountServa auto-match lines to your receipts and payments, book routine lines with bank rules, then lock each reconciled month. It is used by bookkeepers, accountants and owners who close the books each month.
Before You Start
You need the Banking right. Bank rules sit under Settings, so creating them needs access to that menu.
Locking a month is normally done by the owner or accountant.
Add a Bank or Cash Account
Go to Banking > Bank Accounts and press New Bank Account.
Enter an Account Name you will recognise when recording money in and out, such as "Maybank Current".
Enter the Bank Name and Account No. for reference.
Leave the GL Code blank to let CountServa pick the next free bank code.
Press Create Bank Account.
The Bank Accounts page shows each account's Current Balance (what your books say), Statement Balance, number of Unmatched lines and the date it is Locked To. Press Reconcile on a row to go straight to its reconciliation.
Money In, Money Out and Transfers
From Banking > Bank Accounts you can also press:
New Money In for money received that is not an invoice payment, such as interest.
New Money Out for spending that has no bill, such as a bank charge.
New Transfer to move money between your own accounts, for example from the bank to petty cash. Choose the From account and To Bank, the Date and Amount (RM).
Go to Banking > Bank Statements and press Import with AI.
Upload the PDF or photo of your statement.
The AI Accountant reads the lines, opening balance and closing balance into a new statement for you to check.
Enter a Statement Manually
Press New Statement.
Choose the Bank Account, Period From, Period To, Opening Balance and Closing Balance.
Open the statement and press Add Line for each line, entering the Date, Description and Money In or Money Out.
The statement list can be filtered by account and shows each statement's Period, Opening, Closing, Lines and Status, such as Fully Matched or Unassigned. View Original File and Download Original File open the uploaded statement.
Match Statement Lines
Open the statement. If it shows Account not assigned, choose the account and press Assign Bank Account.
Press Re-run Auto-Match. CountServa pairs each line with a receipt, payment or transfer in that account.
For a line not matched, press Match, choose the entry and press Match to Selected Entry.
For a bank charge, interest or other item not yet in your books, press Book, choose the account and press Book Line. Tick Create a rule from this line to handle the same line automatically next time. Un-book reverses it.
Press Ignore for a line that should not be matched, and Un-ignore to bring it back. Unmatch removes a wrong match.
A statement with every line settled shows Fully Matched.
Bank Rules
Bank rules book routine lines automatically, such as monthly bank fees.
Go to Settings > Bank Rules and press New Rule.
Enter a Name and the Match Text found in the statement description.
Choose the Match Type (Contains or Regex), the Direction (Money In, Money Out or Any), the Contra Account and an optional Contact.
Set the Priority. Lower numbers are checked first.
Keep Active ticked and press Create Rule.
On a statement, press Auto-Book by Rules, check the proposed contra account for each line, and press Confirm & Book.
Reconcile and Lock a Month
Go to Banking > Bank Reconciliation.
Pick the account. Each month shows Money In, Money Out, the Book Balance and whether it is Matching, Locked, Not Locked or has No Statement.
Open a month to work its lines. Press Run Auto-Match, then Match, Book or Ignore anything Still Unmatched.
When the month matches, press Lock This Month.
On the reconciliation screen, enter the Statement Date and Bank Statement Closing Balance, tick each transaction that appears on the statement, check the Difference is zero and press Complete Reconciliation.
Locked months are listed under Locked Reconciliations. Open one to download the Bank Reconciliation Statement (PDF) or Export CSV for your auditor.
Frequently Asked Questions
Why Is My Book Balance Different From the Bank?
Usually because of cheques not yet cleared, deposits in transit, or bank charges not yet recorded. Match or book each statement line and the difference disappears.
Can I Import Statements From Any Malaysian Bank?
The AI import reads PDF and image statements. Always check the opening and closing balances after import, and fix any statement marked Unbalanced.
What Does Auto-Match Look At?
It compares the amount, date, direction and any reference in the bank description with the receipts, payments and transfers already in the account.
Can I Delete an Imported Statement?
Yes, press Delete Statement if it was imported by mistake. Matches on its lines are removed with it.
How Do I Move Cash From the Bank to Petty Cash?
Press New Transfer on Banking > Bank Accounts. A transfer is not income or expense, so it does not affect your profit.