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Match paid supplier bills to a bank statement ​

When to use it ​

Eligible matching bills are recorded as paid after statement processing.

Before you start ​

  • Open Farmer Expenses from the module menu. Your account must have access to this screen and permission for the action you want to complete.
  • Use a genuine statement that confirms payments already made. Have the finance team check the intended upload because it updates payment records.

What this changes ​

Eligible matching bills are recorded as paid after statement processing. A queued message means processing was requested, not that every bill has been matched.

Supplier expense review shows bill/payment information. Importing a bank statement can match transfers to supplier bills and record payment results.

Steps ​

  1. Open Finance → Farmer Expenses and select Reconcile from Statement.
  2. Read Reconcile bills from bank statement. This marks matching bills as paid; it does not send a new payment.
  3. Choose the correct bank statement CSV, no larger than 10 MB. Check the account, period, payment references, and amounts before uploading.
  4. Select Upload & Reconcile and read the queued message. Processing continues in the background.
  5. Select Refresh reconciliation results to check updated bills and totals. Review the affected bills and their payment references before assuming every statement row matched.

Screenshot placeholder: Farmer Expenses: match paid supplier bills to a bank statement.

Screenshot to add: Farmer Expenses: match paid supplier bills to a bank statement. Capture filename: images/match-paid-supplier-bills-to-a-bank-statement.png.

Restrictions ​

You need supplier-bill approval permission. The file needs Transaction Date, Transaction ID, Transaction Type, Transaction Details, Payment Purpose, and Debit Amount columns. Matching uses Transfer Out rows with a supplier bill reference in Payment Purpose and a matching payable amount. Already-paid or cancelled bills are skipped. Ask the finance team to investigate unmatched rows; do not alter bank evidence to force a match.

If something went wrong ​

  1. Match the bill reference, supplier, payable amount and transfer evidence. A scheduled bill and a paid bill are different states.
  2. After an uncertain statement upload, check which bills show recorded payment before uploading again. Keep the original file and exact upload result.
  3. For an unmatched or incorrectly matched transfer, give Finance the statement row, bill reference, amount and bank reference. The upload screen does not provide a complete per-row undo or outcome report.
  4. Do not change bank evidence or record another transfer to force a match. Have Finance agree any correction to a bill incorrectly marked paid before another upload.

What the correction changes ​

A successful statement match updates the supplier bill’s recorded payment result. It does not send a new payment, and this screen has no general undo for an incorrect match.

What still needs follow-up ​

Actual bank transfers and bill records must be reconciled separately. A payment match does not change receipt quantities or fix incorrect supplier payment details.

Check the correction ​

Compare the bill’s paid amount/status and bank reference with the actual statement. Have Finance account for unmatched rows and confirm no transfer or bill was counted twice.