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Using Document Match to match bank transactions and documents
Using Document Match to match bank transactions and documents

With Document Match in Corpay One you can match transactions on your bank statement with documents to make sure transactions are documented.

Mads avatar
Written by Mads
Updated over a week ago

By importing your bank account statement as a .CSV file, Corpay One lets you easily match transactions listed on your bank account with bills or receipts in Corpay One to help you prepare for bank reconciliation.

You can also upload a missing document or appoint the responsible co-worker to acquire and upload the document.

And if the corresponding document has simply gone missing, you can either ignore the transaction altogether or add it to Inbox to help you keep an overview of the missing document.

All documents will be synced to your accounting platform thanks to Corpay One's integrations, hereby ensuring consistency between your bank account and your accounting platform.

How to submit a bank account statement

1. First, navigate to Advanced > Document Match in the left-side menu, and click Import to start importing a bank statement:

2. You must now click Choose file to locate the desired .CSV file on your computer, and then click Import in the browser to confirm the import:

3. After selecting the desired file, you will be shown a preview of the data taken from the file:

  • If you like, you can select a payment source for all transactions by using the dropdown menu at the top.

You must now map each column in the .CSV file with a parameter in Corpay One: date, amount, description and currency. In addition, you can check the box Has Header Row to tell Corpay One that the first row in the .CSV file contains the header of each column and not data.

When you have made sure that everything is good, click Import to start the import itself.

  • FYI: If relevant, click the pencil icon next to Amount to change whether your .CSV file uses a comma decimal separator or a period decimal separator.

How to match transactions with documents

1. After importing a bank account statement, Corpay One tries to match all transactions in the statement with bills and receipts already existing in Corpay One. You will automatically see an overview of the results of this when the .CSV file has been imported:

  • Corpay One analyzes information such as amount, date, and vendor name to automatically attempt to match transactions with documents.

2. In this example, none of the transactions were matched. Therefore, all transactions are now visible in Advanced > Document Match in the Unmatched tab as Unmatched transactions:

  • Had Corpay One been able to match any of the transactions, they would be visible in the Matched tab.

3. You now have four options to process the unmatched transactions, shown in the right side of each transaction under the Quick actions header: Attach document, Manually match, Generate document and Ignore transaction:

Attach document

Clicking on this icon will give you three options:

โ€‹Assign coworker
This option lets you assign a coworker to upload a document for the transaction. After assigning a coworker, the coworker will see the transaction in their own account under Advanced > Document Match > Assigned and will have to decide how to obtain a document for that transaction:

Attach document
This option lets you upload a document for the transation from your computer. You also have the option to select whether to upload a receipt or a bill. This will change the transaction's status to Matched and move it to the Matched tab.

Create workflow

This option lets you create a workflow that can perform automatic actions for future bank transactions. Specifically, you can create workflows that either 1) automatically assigns a coworker to upload a document for a transaction or 2) automatically generates a receipt for a transaction, so you and your coworkers won't have to do it manually.

  • FYI! If you create a workflow to handle bank statements, the workflow can be found together with your other workflows in Workflow.

Manually match

Clicking on this icon will enable you to match an existing document in Corpay One with the transaction. This opens a window where you can select from existing documents in Corpay One. When you have selected a document, the transaction's status will change to Matched, and the transaction will be moved to the Matched tab.

Add to Inbox

Click this icon if a transaction is missing a document. Corpay One will instead add the transaction without a document to your company's Inbox to help you maintain overview of transactions missing a document. Clicking the icon will open a new window in which you must confirm the amount, date, and vendor of the transaction. You can also add a note to the transaction that will be visible in Inbox. After adding the transaction, its status will change to Matched, and you will be able to find it as an entry among your documents in Inbox.

Ignore transaction

Click here if you do not want to match any document with the transaction. You must then provide a reason for processing this transaction without a document. This will change the transaction's status to Matched and move it to the Matched tab.

  • Do you want to restore an ignored transaction? First, locate the transaction in the Matched tab, and click the transaction's status No document. This opens a new window where you can read the reason why the transaction was ignored. Click Delete to restore the transaction and send it to the Unmatched tab:

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