Your bank and your books, perfectly aligned

Reconciling with Officaid is simple and hassle-free. Once your bank transactions are uploaded, you can match them with your invoices, expenses, and other records directly from the Reconcile tab. Officaid even suggests matches for you, so you can work through your transactions quickly.

Before You Begin

Make sure you have completed the following:

• Created a payment account with reconciliation enabled
• Uploaded your bank statement transactions

Understanding the Reconcile Tab

The Reconcile tab is where the matching happens. At the top, you will see two balances:

• Balance in Officaid - The total balance based on your recorded transactions in Officaid
• Statement balance (reconciled) - The balance from your uploaded bank statement

When these balances do not match, Officaid displays a "Balances are not matching" message. This is normal and expected before you start reconciling. It simply means there are transactions that have not been matched yet.

You will also see two buttons:

• See Missing Transactions - View unmatched invoices, expenses, payables, and other income that may explain the difference
• Upload Transactions - Add more bank statement transactions if needed

How Matching Works

Below the balance summary, you will see your bank statement transactions on the left side. Each transaction shows the date, description, and the amount spent or received.

On the right side, Officaid displays matching options. The interface is split into four tabs:

• Match Record - Match with a single Officaid record
• Multi-Select - Match with multiple Officaid records
• Classify - Categorise income or expenses that do not have a matching record
• Remarks - Add notes about the transaction

Use the Previous and Next buttons to navigate between transactions.

Match Record

This is the most common way to reconcile. When Officaid finds a record that matches the bank transaction by amount and date, it will suggest it automatically.

You will see a badge showing the number of potential matches. If a match looks correct, simply click Accept to confirm it. The transaction will be marked as reconciled.

Multi-Select

Sometimes a single bank transaction corresponds to multiple records in Officaid. For example, a customer might pay several invoices in one transfer, or you might pay multiple expenses together.

The Multi-Select tab lets you select multiple records that add up to the bank transaction amount. As you select records, Officaid calculates the difference in real time:

• Transaction Amount - The amount from your bank statement
• Selected Amount - The total of the records you have selected
• Difference - The remaining amount to match

When your selections balance correctly, the difference shows as 0.00 in green. If the selected amount exceeds the transaction, the difference appears in red as a warning.

Once balanced, click Accept to reconcile all selected records with the bank transaction.

Classify

Not every bank transaction has a matching record in Officaid. Bank charges, interest income, or other miscellaneous transactions might appear on your statement without a corresponding entry.

Instead of navigating to the Income or Expenses module to create a record first, you can classify these transactions directly from the Reconcile tab:

1. 1 Click on the Classify tab
2. 2 Select a Category from the dropdown (e.g., Bank Rebates, Interest Income, Internal Transfer)
3. 3 Add any remarks if needed
4. 4 Click Add to create the record and reconcile the transaction

This keeps everything in one place, so you do not have to switch between modules while reconciling.

Remarks

The Remarks tab lets you add notes about a specific transaction. This is useful for keeping track of details or flagging items for future reference.

Remarks are saved with the transaction and can be reviewed later when you need context about a particular entry.

Clearing Reconciliation

Once a transaction is reconciled, it becomes locked to protect the integrity of your records. You can view the transaction details, but you cannot edit or delete it without clearing the reconciliation first.

To clear a reconciliation:

1. 1 Go to the Transactions tab and click on the reconciled transaction
2. 2 On the right side, you will see the Reconciled Record panel showing which record it is matched with
3. 3 Click Clear Reconciliation to remove the match
4. 4 The transaction will return to an unreconciled state and can be edited or deleted

Why Reconciliation Locks Records

Locking reconciled records is intentional and serves an important purpose. When a transaction is reconciled, it confirms that your Officaid record matches your bank statement. Allowing changes without clearing reconciliation first could:

• Create discrepancies between your records and your bank statement
• Make it difficult to trace changes during audits
• Result in incorrect financial reports

Always review your transactions carefully before accepting a match. While Officaid allows you to clear reconciliation when needed, it is best to get it right the first time.

Tips for Efficient Reconciliation

• Reconcile regularly - Monthly or weekly reconciliation prevents transactions from piling up and makes discrepancies easier to spot.
• Record transactions promptly - The more up-to-date your Officaid records, the more matches will be suggested automatically.
• Use Classify for bank fees - Bank charges and interest are common items that appear on statements without matching records. Use Classify to handle them quickly.
• Check the difference before accepting - When using Multi-Select, always confirm the difference is zero before clicking Accept.
• Add remarks for unusual items - If a transaction looks unusual or needs follow-up, add a remark so you remember the context later.

Frequently Asked Questions

What's Next?

Now that you know how to reconcile, explore these related guides:

• Handling Discrepancies - What to do when records do not match
• Viewing Reconciliation History - Review past reconciliations
• What is Debit and Credit - Understand how transactions affect your accounts