🔗 Document Matching
Document matching means assigning a payment from a cash register or bank document (the "Money" module), which we will refer to as paying documents, to:
received and issued invoices,
other receivables,
other payables,
which we will further refer to as documents being paid.
🔄 Document Relationships
When documents are matched, a mutual link is created between the paying document and the document being paid.
This link can be verified at any time using the Links button.
The program always works only with documents that:
have not been cancelled,
are not fully paid,
are eligible for matching.
Document search logic:
for expense documents, the system searches for documents that need to be paid
→ received invoices and other payablesfor income documents, the system searches for documents where a payment is expected
→ issued invoices and other receivables
Based on the match, the relevant account from the document being paid is transferred to the contra account of the paying document.
⚠️ Internal documents cannot be matched — they are used for accounting purposes only!
🧩 Document Matching Options
There are several ways to match documents:
When Entering Individual Paying Documents
The Match button on the document's top toolbar is used for matching.
If the document is already matched, the button changes to Unmatch.
Ways to Fill In the Paying Document
a) Enter Only the Issue Date
After clicking the Match button, the "Select Receivable/Payable for Payment Matching" dialog will appear.
the dialog can be resized freely,
columns can be sorted using the button to the left of the print icon,
select the appropriate document and confirm with the Select button.
in the next window, confirm or enter a different document amount.
The "Link with Receivable/Payable" dialog will then appear:
left side → details from the document being paid,
right side → details from the paying document.
Response options:
OK
you can confirm with Link → the documents will be matched
in the table:
paying document → Matched
document being paid → Paid
Find Invoice
returns to the document selection
Cancel / No
matching will not be performed
b) Enter Only the Variable Symbol
The simplest and most sufficient method.
if the variable symbol uniquely matches, the link dialog is displayed immediately,
if it does not exist or is a duplicate, the selection dialog opens.
The subsequent steps are the same as in the previous method.
c) Enter Only a Value in the "CZK/Currency" Tab
Always used when:
the amount on the paying document ≠ the amount on the document being paid.
After clicking Match:
the program will navigate to the matching amount,
a different document can also be selected.
If the amount is higher:
an overpayment arises
options:
Full payment, post the difference — an internal document will be created; suitable for posting a small difference that will not be used further or returned to the customer.
Full payment, ignore the difference — the invoice will be fully paid and the difference can be applied to another invoice. Such a paying document, part of which is already matched, can be used to pay another document by clicking the Match button again.
This time, a different dialog will appear:
Using the Add Link button, you can subsequently pay another invoice. Remove Link will unmatch the payment assigned in the previous step.
Full payment, post the overpayment — you will be prompted to select a document type for the other payable; the overpayment can be used further or returned to the customer.
Overpayments are tied only to paying documents.
If the amount is lower:
a partial payment arises
options:
Partial payment — the document will be marked as partially paid; the invoice can subsequently be matched with one or more additional payments.
Post the difference — recommended for minor differences that you do not wish to pursue further. The difference will be automatically posted to an internal document — into a separate preconfigured document type for posting the remaining payment balance. The document can be reviewed via the Links button. The document will be marked as matched and the invoice as Paid.
Ignore the difference — use this when you do not want to post the difference. The invoice status will be set to Paid.
📊 Matching in the Paying Documents Table View
Here, the document matching button is located within the bulk Services button. After expanding it, the "Create Payment Link" function is available for matching. If the document is already matched, this function changes to "Remove Payment Link".
Particularly useful:
when automatically importing bank statements,
when matching documents retroactively.
The advantage is that individual documents do not need to be opened in order to match them. These documents typically already have all values filled in.
The same rules apply as for manual matching.
In addition, the program verifies that:
the company on the paying document and the document being paid is the same.
💵 Cash Payment When Entering Documents
All invoices, receivables, and payables can be paid in cash directly when they are created or from the table view of those documents. For this purpose, the "Cash Payment" function is available under the bulk button. After confirming it, you must select a cash register from the list of cash registers where the automatically created document will be saved.
In the displayed dialog, you must fill in:
amount to pay — must not exceed the value of the document being paid
payment date — the current date is offered automatically and can be changed.
the Print the generated document option — if this checkbox is selected, a cash receipt document will be automatically generated with a print option.
The currency of both the paying document and the document being paid must match.
In this case as well, the matched paying document will have the "Matched" field checked in the table view. In the table view of the document being paid, the "Payment Status" column will display either "Paid" or "Partially Paid".
Special VAT mode (Slovakia):
for a fully paid invoice, the dialog will not appear,
for a partially paid invoice, only adding a new payment is possible.
⚙️ Automatic Matching
In the "Bank" and "Cash Register" modules, the Automatic Payment Link Creation function is available under the Services button.
This function is used for automatically matching bank or cash register documents with:
The goal is to link payments to the corresponding documents as quickly as possible, without the need for manual matching.
How Automatic Matching Works
After confirming the Automatic Payment Link Creation option:
the system attempts to automatically match the available documents,
the screen displays information about the number of matched documents,
in the "How Paid" column, an informational note is added to the document, for example:
"Automatically by variable symbol"
"Automatically by amount"
The user thus has an immediate overview of how the matching was performed.
⚠️ WARNING!
If the bank contains multiple unmatched bank transactions with the:
same variable symbol
same amount
➡ automatic matching with the document will not be performed.
In such cases, the system cannot unambiguously determine the correct link.
⚠️ WARNING! If you attempt to match a partially paid document using automatic matching:
➡ automatic matching with the document will not proceed.
Partial payments must be handled manually or through an alternative process.
Configuring the Matching Scope (Accounting Period)
The Automatic Payment Link Creation service (including the advanced variant) restricts matching of invoice payments to the selected accounting period:
current accounting period
current and previous period
all periods
The configuration also includes an option to post the difference if a discrepancy arises between documents.
Automatic Matching and the API
The restriction can also be applied via the API using automatic matching parameterization.
In the advanced automatic matching variant, the period can be controlled using an advanced parameter:
paramParovaniUhradOmezeniObdobiDrgn
Possible parameter values:
aktualniaktualni-predchozi– default value for the applicationvsechna– default value for the API
🧾 Credit Note Matching
Credit notes are invoices that have "Credit Note" selected in the "Type" field of the document type.
In the invoice table view, these documents are displayed with a minus sign so it is immediately clear that they are credit notes.
If you pay a credit note in cash using the Services button, the system:
automatically creates a cash register document with a minus sign,
simultaneously matches the credit note and the cash register document.
If you pay a credit note via bank transfer, the process is different.
During automatic bank statement import, the following is created:
for an issued credit note → an outgoing bank document,
for a received credit note → an incoming bank document.
To be able to manually match these bank documents with credit notes, the following adjustments must be made:
change the transaction type
(expense → income, or income → expense),simultaneously change the sign of the amount
(the amount must be negative).
Reversing the transaction type and amount on the payment during automatic credit note matching is optional.
This behavior can be configured using a checkbox in the menu:
Settings → Modules → Money
🧮 Matching with a Proforma Invoice
Matching with a proforma invoice works in practice in the same way as standard document matching.
The only difference occurs when the paying document is issued for a higher amount than the proforma invoice being paid.
In this case, the following applies:
A proforma invoice is not an accounting document,
therefore the dialog with the following options is not displayed:
Full payment, post the difference
Full payment, ignore the difference
the difference cannot be posted against a document that is not subject to accounting.
After matching these documents, the following status is reflected in the views:
for the proforma invoice, the "Payment Status" column in the table view will display "Paid",
for the paying document, the "Matched" field will remain unchecked,
until the resulting difference is assigned to another document being paid.
🌍 Matching a Foreign Currency Invoice with Local Currency
The program allows matching of documents issued in a foreign currency (e.g. EUR) even when they are paid in CZK or in another currency in which the accounting is maintained.
The process follows this logic:
first, the paying document (bank or cash register) must be created,
then this document must be matched with the invoice,
the matching process itself is similar to the standard procedure described above.
The only difference is that the system will notify the user of the currency discrepancy between the documents.
After confirming the dialog:
you will be prompted to enter a valid exchange rate,
the exchange rate used when converting the invoice will be offered automatically,
you can:
confirm this rate, or
replace it with a different, more current rate.
The subsequent steps are the same as described in the previous sections.
⚠️ WARNING!
Partial payments must be matched in ascending order, starting from the oldest payment.
❌ Removing a Document Match Link
Just as a payment can be assigned to a document being paid, users must have the ability to remove this link at any time. The program offers this option in several ways depending on where the action is performed.
Removing the Link for Individual Paying Documents
For a fully matched document, the Unmatch button is available on the form's top toolbar.
Clicking it will remove the link without any further prompts.
If multiple documents being paid were linked to a single paying document, all links will be removed simultaneously.
After the action is completed, the user is notified via a separate dialog that the match has been removed.
Removing the Link in the Paying Documents Table View
The bulk Services button is available on the top toolbar of the table view.
If a fully matched document is selected, the following option appears:
"Remove Payment Link"
If the document is only partially matched and part of the payment is still awaiting assignment, the following option appears:
"Add/Remove Payment Link"
Confirming the removal of the payment will result in:
removal of the specific link, or
removal of all existing links (depending on the situation).
In this case as well, the user is notified via a separate dialog upon successful completion of the action.
❓ Frequently Asked Questions (FAQ)
Why wasn't my document matched automatically?
Automatic matching will not proceed in the following cases, for example:
the bank contains multiple unmatched transactions with the same variable symbol and amount,
it is a partial payment of a document,
documents are issued in a different accounting period than is permitted in the automatic matching settings,
it involves a proforma invoice for which the resulting difference cannot be resolved.
In such situations, matching must be performed manually.
2. Can documents in different currencies be matched?
Yes. The program allows matching of documents issued in a foreign currency with payments in the local currency.
During matching, you will be notified of the currency discrepancy and prompted to confirm or adjust the exchange rate to be used for the conversion.
When matching multiple foreign currency invoices, or when payment is made in a foreign currency different from the invoice currency, please use our guide to matching foreign currency invoices.