Task guide
Payer matching and suspense
See who most likely paid each line on the bank statement and why, record it in one step, and hold money nobody can identify in suspense until it is identified or sent back.
Money arrives on the bank statement before anybody has said what it is. Docavra reads each line for who paid and what for, and proposes the answer with its reasons. Nothing is recorded until a person chooses, and money that cannot be tied to anybody is held in suspense, never put on a client's ledger by guess.
Who paid it
- Open the account's Matching page and find the money-in line on the bank side.
- From the line's actions, choose Who paid this.
- The proposals are listed best first. Each says how likely it is and why: the reference names a bill or funds request, the amount equals its balance, the line carries a mobile money number or account remembered for the payer, or names their matter.
- Choose Record from this payer. The receipt is posted as cleared and matched to the line in one step, split between the bills and the matters the proposal names.
Leave Remember the payer's numbers ticked and the account and mobile money numbers on the line point at that payer next time. A number remembered for two parties points at neither: the line asks you to choose.
When nothing fits, choose Record as a receipt to record it from the payer you know, or Move to suspense.
Recording many lines at once
Tick the money-in lines on the bank side and choose Record likely payers. Each line whose best proposal is likely is recorded from it; the rest are left for you, with the reason.
A firm may also let exact matches through by themselves. With Accept exact matches by themselves on under Settings, Ledger, a line into an office account that names one bill and pays exactly its balance is recorded as the statement is imported, as the person who imported it. Client account lines are never recorded by themselves.
Suspense
Money nobody can identify is held in suspense, matched to its bank line so the bank still reconciles.
- On a client account it is client money held for no client yet. It counts in the client account's control: the bank equals the client ledgers, the office money held and suspense.
- On an office account it is unidentified office money.
Client account, Suspense lists every item with its age and who follows it up: by default the client account partner. On an item:
- Add a note for every call, letter and bank trace.
- Identify it once somebody knows who paid: choose the payer and what the money pays. It leaves suspense for the ledgers and bills its parts name.
- Send it back to whoever paid it. It is a voucher like any payment out: approved by somebody else and signed as the account's mandate asks. Once paid, the item is sent back.
- Treat as unclaimed past the firm's period, with the reason. It stays held until it is identified or sent back.
An item waiting past the review period (seven days by default) is told to its owner; past the escalation period (thirty days) to the client account partner. The firm's lawyer sets both under Settings, Ledger.
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