[IMP] accounting: bank reconciliation documentation updated

task-3237825

closes odoo/documentation#5898

Signed-off-by: Xavier Platteau (xpl) <xpl@odoo.com>
Co-authored-by: Dallas Dean <dade@odoo.com>
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Donatienne (dopi) 2023-09-22 13:24:48 +02:00
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Bank reconciliation
===================
Overview
========
**Bank reconciliation** is the process of matching your :doc:`bank transactions <transactions>` with
your business records, such as :doc:`customer invoices <../customer_invoices>`, :doc:`vendor bills
<../vendor_bills>`, and :doc:`payments <../payments>`. Not only is this compulsory for most
businesses, but it also offers several benefits, such as reduced risk of errors in financial
reports, detection of fraudulent activities, and improved cash flow management.
Matching your bank statements with your accounting records can be a tedious task. You need to find the corresponding invoices, compare the amounts and partners' details with those in the bank statement. These steps can take a lot of time. Luckily, with Odoo you can very easily match your invoices or any other payment document with your bank statements.
Two options of the reconciliation process exist in Odoo.
1. We can directly specify the payment on the invoice
2. We can reconcile open invoices with bank statements
Configuration
=============
No special configuration is necessary to record invoices. All we need
to do is to install the accounting app.
.. image:: reconciliation/use01.png
Use cases
=========
Case 1: Payments registration
-----------------------------
We received the proof of payment of our invoice in the amount of 2100 euros issued to
Smith & Co.
We start at our issued Invoice of 2100 euros for Smith & Co. Because the
sold product is a service we demand an immediate payment. Our accountant
only handles bank statements at the end of week, so we have to mark
this invoice as paid immediately in order to indicate that we can start rendering services to our
customer.
Our customer send us a payment confirmation. We can thus register a
payment and mark the invoice as paid.
.. image:: reconciliation/use02.png
By clicking on **register payment,** we are telling Odoo that our
customer has paid the Invoice. We thus have to specify the amount and the
payment method.
.. image:: reconciliation/use03.png
Now we can always find the payment details in the Invoice by clicking on the
:menuselection:`Info --> Open Payment`.
.. image:: reconciliation/use04.png
The invoice has been paid and **the reconciliation has been done
automatically.**
Case 2: Bank statements reconciliations
---------------------------------------
We start at our issued Invoice of 3000 euros for Smith & Co. Let's also
assume that other Invoices are open for different customers.
.. image:: reconciliation/use05.png
We receive our bank statement and find that not only the invoice issued to Smith & Co has
been paid, but the one to Buzz of 92 euros as well.
**Import** or **Create** the bank statements. Please refer to the
documents from the Bank Feeds section.
.. image:: reconciliation/use06.png
On the dashboard, click on **Reconcile # Items**
.. image:: reconciliation/use07.png
If everything was right (correct partner name, right amount) odoo will
do the reconciliations **automatically**.
.. image:: reconciliation/use08.png
If some issues are found, you will need to take **manual actions**.
For example, if the partner is missing from your bank statement, just
fill it in :
.. image:: reconciliation/use09.png
If the payment is done with a down payment, just check if it is all
right and validate all related payments :
.. image:: reconciliation/use10.png
Thanks to the bank :doc:`reconciliation models <reconciliation_models>`, Odoo pre-selects the
matching entries automatically.
.. seealso::
:doc:`bank_synchronization`
- `Odoo Tutorials: Bank reconciliation
<https://www.odoo.com/slides/slide/bank-reconciliation-2724>`_
- :doc:`bank_synchronization`
- :doc:`transactions`
Bank reconciliation view
========================
To access a bank journal's **reconciliation view**, go to your :guilabel:`Accounting Dashboard` and
either:
- click the journal name (e.g., :guilabel:`Bank`) to display all transactions, including those
previously reconciled or
- click the :guilabel:`Reconcile items` button to display all transactions Odoo pre-selected for
reconciliation. You can remove the :guilabel:`Not Matched` filter from the search bar to include
previously reconciled transactions.
.. image:: reconciliation/bank-card.png
:alt: Reaching the bank reconciliation tool from your accounting dashboard
The bank reconciliation view is structured into three distinct sections: transactions, counterpart
entries, and resulting entry.
.. image:: reconciliation/user-interface.png
:alt: The user interface of the reconciliation view of a bank journal.
Transactions
The transactions section on the left shows all bank transactions, with the newest displayed
first. Click a transaction to select it.
Counterpart entries
The counterpart entries section on the bottom right displays the options to match the selected
bank transaction. Multiple tabs are available, including
:ref:`reconciliation/existing-entries`, :ref:`reconciliation/batch-payments`,
:ref:`reconciliation/manual-operations`, and :guilabel:`Discuss`, which contains the chatter for
the selected bank transaction.
Resulting entry
The resulting entry section on the top right displays the selected bank transaction matched with
the counterpart entries and includes any remaining debits or credits. In this section, you can
validate the reconciliation or mark it as :guilabel:`To Check`. Any :ref:`reconciliation model
buttons <reconciliation_models_button>` are also available in the resulting entry section.
Reconcile transactions
======================
Transactions can be matched automatically with the use of :doc:`reconciliation models
<reconciliation_models>`, or they can be matched with :ref:`existing entries
<reconciliation/existing-entries>`, :ref:`batch payments <reconciliation/batch-payments>`,
:ref:`manual operations <reconciliation/manual-operations>`, and :ref:`reconciliation model buttons
<reconciliation_models_button>`.
#. Select a transaction among unmatched bank transactions.
#. Define the counterpart. There are several options for defining a counterpart, including
:ref:`matching existing entries <reconciliation/existing-entries>`, :ref:`manual operations
<reconciliation/manual-operations>`, :ref:`batch payments <reconciliation/batch-payments>`, and
:ref:`reconciliation model buttons <reconciliation_models_button>`.
#. If the resulting entry isn't fully balanced, balance it by adding another existing counterpart
entry or writing it off with a :ref:`manual operation <reconciliation/manual-operations>`.
#. Click the :guilabel:`Validate` button to confirm the reconciliation and move to the next
transaction.
.. tip::
If you aren't sure how to reconcile a particular transaction and would like to deal with it
later, use the :guilabel:`To Check` button instead. All transactions marked as :guilabel:`To
Check` can be displayed using the :guilabel:`To Check` filter.
.. note::
Bank transactions are posted on the **journal's suspense account** until reconciliation. At this
point, reconciliation modifies the transaction journal entry by replacing the bank suspense
account with the corresponding receivable, payable, or outstanding account.
.. _reconciliation/existing-entries:
Match existing entries
----------------------
This tab contains matching entries Odoo automatically pre-selects according to the reconciliation
models. The entry order is based on :ref:`reconciliation models <reconciliation_models_suggestion>`,
with suggested entries appearing first.
.. tip::
The search bar within the :guilabel:`Match Existing Entries` tab allows you to search for
specific journal items.
.. _reconciliation/batch-payments:
Batch payments
--------------
`Batch payments <payments/batch-payments>`_ allow you to group different payments to ease
reconciliation. Use the :guilabel:`Batch Payments` tab to find batch payments for customers and
vendors. Similarly to the :guilabel:`Match Existing Entries` tab, the :guilabel:`Batch Payments` tab
has a search bar that allows you to search for specific batch payments.
.. _reconciliation/manual-operations:
Manual operations
-----------------
If there isn't an existing entry to match the selected transaction, you may instead wish to
reconcile the transaction manually by choosing the correct account and amount. Then, complete any
of the relevant optional fields.
.. tip::
You can use the :guilabel:`fully paid` option to reconcile a payment, even in cases where only a
partial payment is received. A new line appears in the resulting entry section to reflect the
open balance registered on the Account Receivable by default. You can choose another
account by clicking on the new line in the resulting entry section and selecting the
:guilabel:`Account` to record the open balance.
.. image:: reconciliation/fully-paid.png
:alt: Click on fully paid to manually set an invoice as entirely paid.
Reconciliation model buttons
----------------------------
Use a :ref:`reconciliation model button <reconciliation_models_button>` for manual operations that
are frequently used. These custom buttons allow you to quickly reconcile bank transactions manually
and can also be used in combination with existing entries.

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.. seealso::
- :doc:`bank/reconciliation`
.. _payments/batch-payments:
Batch payment
-------------