How to match invoices to transactions in Farm Focus  

Access the Matching Screen

You can access the Matching screen from the Dashboard and the Needs Action screen.

• The Matching tab is located in the navigation bar and also within the Needs Action banner.

The Matching Screen

• Invoices appear on the left; Bank Transactions appear on the right.

• Invoices that are not fully coded are marked with a blue uncoded token and cannot be selected for matching. Fully code them first.

• The screen mirrors the Needs Action screen, with default date sorting and familiar icons for attached invoices.

• You can adjust sorting using the dropdown arrows next to each heading category.

Matching Options

Direct Matching

• Farm Focus suggests direct matches for you to accept or decline.

• Up to five potential matches are shown at a time.

• Once you accept or decline a match, new direct matches will appear.

• You can exit the process at any time.

General Matching

• Matching can start from either the Invoice or Bank Transaction side.

• If you select an Invoice first, transactions will sort to show the most applicable match.

• If you select a Bank Transaction first, invoices will sort based on relevance.

• Unselecting the first item will unselect all items.

• You can match:

  • Multiple transactions to one invoice

  • Multiple invoices to one transaction

  • You cannot match multiple invoices to multiple transactions.

• The first selected item is highlighted in blue and becomes the main item.

• Once ready, the Match button will highlight. Click Match to move selected items to the Completed screen.

Navigating the Matching Screen

1. Displays the number of selected bank transactions or invoices.

2. Shows the total dollar amount of selected transactions/invoices.

3. Use the search function to find specific invoices or transactions. Press Enter to activate the search.

4. Select all transactions when processing batch payments by searching using the batch number.

5. The matching assist button highlights errors and provides hints (e.g., if the invoice date is after the payment date).

6. Click the three dots for more options:

   • View details – displays invoice/transaction details.

   • Go to Invoice / Go to Transaction – opens the original invoice or transaction.

   • View Invoice – shows a read-only view.

7. Uncoded invoices are visible but cannot be selected until fully coded. You can code invoices directly from this screen.

Other Functions

• Partially Paid Invoices: If an invoice is partially paid, it remains in the Needs Action screen until fully paid and matched.

Unmatching a Transaction

If a mistake is made, you can unmatch transactions:

• Go to the Completed screen and select Unmatch.

• If an invoice is partially paid:

  • Click the three dots next to the invoice.

  • Select View Invoice.

  • Click on the matched transaction, then Unmatch and Save.

Link and Match

Scenario: You purchase an item in-store (e.g., $100 gumboots), and it appears on your invoice, but the bank transaction amount is $100 less than the invoice.

• The invoice remains in Needs Action as Partially Paid.

• Record a Money In invoice for the same amount, mirroring the original invoice’s details.

• In the Matching screen, select both invoices, and the Link and Match button will appear.

• Click Link and Match to move the invoice to the Completed screen.

Matching in the Needs Action Screen

Using the Matching screen is recommended, but you can also match from the Needs Action screen.

From the Transaction Side

1. Select the Bank Transaction. The most likely invoice appears at the top.

2. Select the matching invoice. If fully paid, the To Pay amount will be $0.00.

3. Click Match.

4. Click Save or Save & Next to continue.

From the Invoice Side

• Select the Invoice (must be fully coded for the Match option to appear).

• Click Match.

• Select the matching Bank Transaction. If fully paid, the To Pay amount will be $0.00.

• Click Match. 

• Click save

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NOTE: 

If an invoice has already been locked into a prior GST return and you’ve matched a transaction to it that hasn’t been through GST, please contact our team.

We can unmatch the transaction for you from our end.