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Daily Bank Reconciliation

Background Info

The bookkeeper tracks incoming and outgoing payments to make sure the information in our booking system (bexio) is accurate and timely.

There are three types of transactions:

  1. payments that come from purchase invoices

  2. payments that come from standing orders, without a purchase invoice, such as

    1. credit card payment
    2. bank fees
    3. rent
    4. debt repayment

  3. cash inflows that come from paid client invoices

Revolut

Revolut does not have an automatic interface with bexio. However, we do not have any sales invoices that run through Revolut. Else, we would have to use a process that is similar to BV.

Process Details

  • Owner: bookkeeper
  • Participants: none
  • Frequency: Daily
  • Trigger: Date
  • Input: bank transactions
  • Output: booking in bexio
  • Involved Systems: Mailbox, bexio

Pre-Condition

  1. none

Process ZH

ZKB

ZKB

bexio has a direct interface to ZKB. This will sync daily, in the background / automatically. You don't need to fetch the transactions anymore.

  1. When a payment shows in Bexio banking, click on "Reconcile
    reconcile-payments-bexio-banking.png

  2. If the payment relates to a purchase invoice, match it directly

  3. Else select Make manual entry

  4. Enter the respective account

  5. Add a description

  6. Upload the scan and select it in the attachments

  7. verify VAT (registered per account), for CC, you can leave it empty

  8. click on "Reconcile now"

  9. If available, put the paper invoice into the folder AG
    reconcile-payments-bexio.png

Specific Instructions Regular Bank Payments without Purchase Invoice

Bank Description Account Receipt? Name Description Manual Entry VAT
Gebühr Kontoführung 6940 No Bankspesen Gebühr Kontoführung No
Miete Büro 6000 No Miete - Nebenkosten Miete 2024-04 (Note: paid in advance) VM81
Visa ZKB (Viseca Credit Card) 2190 Yes Belastung aus Lastschrift mit Widerspruch: Auftrags-Nr. Z240873085027 Credit Card Visa 2024-03 No
Belastungen Dauerauftrag: Auftrags-Nr. Z241838788624 Rückzahlung Kredit von Power Partners AG an ipub GmbH 2400 No Rückzahlung Darlehen Rückzahlung Darlehen No
Salary 1095 No Lohn Transferkonto Salär Jules 2024-10 No
MwSt 1175 No Abrechnungskonto MwSt Gutschrift MwSt No
AXA 2270 No Axa berufliche Vorsorge Axa berufliche Vorsorge No

FX ZKB.EUR -> ZKB.CHF

  1. Ignore the automatic bank reconciliation

  2. Go to Accounting > Manual Entry

  3. Enter the accounts

  4. enter the EUR amount

  5. enter the CHF amount (or the exchange rate)

daily-bank-reconciliation-fx.png

Process WF

  1. Log into Fintro

  2. Check which incoming payments have come in and note the invoice reference

  3. Log into bexio and go to Sales > Invoices

  4. For each incoming payment, find the corresponding sales invoice by reference or by client name

  5. Go to Incoming payments & credit notes

  6. Click on New incoming payment

  7. Enter the Date

  8. Enter the Amount

  9. Click Save

accounts-receivables-enter-payment.png

Special Cases

  1. Some counterparties (e.g. Sonical), pay multiple invoices with a single payment. In this case, you need to check if the sum matches, und split the amounts.

  2. The client pays only a partial amount:

    1. Go to the account-manager to discuss the situation. Did the client make an error? Is he not happy and only paid partially to make a statement? Did he forget to pay the VAT? etc.
    2. If the client made an error, you can send the invoice again. Bexio will show the open amount (TODO: check if this is true).