How to: Map Text on Recurring Payments to Accounts for Automatic Reconciliation
In the Text-to-Account Mapping window, which you open from the Payment Reconciliation Journal window, you can set up mappings between text on payments and specific debit, credit, and balancing accounts so that such payments are posted to the specified accounts when you post the payment reconciliation journal.
The topic also applies to when you use the Map Text to Account function from an incoming document record to assist in converting electronic documents received from external services to documents in Financials. For more information, see How to: Use OCR to Turn PDF and Image Files into Electronic Documents.
Similar functionality exists to reconcile excess amounts on payment reconciliation journal lines on an ad-hoc basis. For more information, see How to: Reconcile Payments That Cannot be Applied Automatically.
Payments posted based on text-to-account mapping are not applied to open entries, but are merely posted to the specified accounts in addition to creating bank account ledger entries. Accordingly, text-to-account mapping is suited for recurring cash receipts or expenses, such as frequent purchases of car fuel or bank fees and interest, that regularly occur on the bank statement and do not need a related business document. For more information, see the “Example - Text-to-Account Mapping for Fuel Expense” section in this topic.
Payments on reconciliation journal lines are only set to posting according to text-to-account mapping if the automatic application function can only provide a match confidence of Low or Medium. If the automatic application function provides a match confidence of High, then the payment is automatically applied to one or more open entries, and the payment is not posted to the accounts specified in the Text-to-Account Mapping window. In other words, a match confidence of High overrules a text-to-account mapping.
On a payment reconciliation journal line where the payment has been set to posting according to text-to-account mapping, the Match Confidence field contains High - Text-to-Account Mapping, and the Account Type and Account No. fields contain the mapped accounts.
To map text on recurring payments to accounts for automatic reconciliation
- Choose the icon, enter Payment Reconciliation Journals, and then choose the related link.
- Open a payment reconciliation journal. For more information, see How to: Reconcile Payments Using Automatic Application.
- Choose the Map Text to Account action. The Text-to-Account Mapping window opens.
In the Mapping Text field, enter any text that occurs on payments that you want to post to specified accounts without applying to an open entry. You can enter up to 50 characters.
If no other payments or incoming documents exist with the mapping text in question, then the text-to-account mapping will occur even when only a part of the text on the payment or incoming document exists as a mapping text.
- In the Vendor No. field, enter the vendor that incoming documents containing the mapping text will be created for, or that payments will be posted to. For more information, see How to: Use OCR to Turn PDF and Image Files into Electronic Documents.
- In the Debit Acc. No. field, enter the account that payments containing the mapping text will be posted to if they are incoming payments. For incoming payments, the sign of the value in the Statement Amount field is positive.
- In the Credit Acc. No. field, enter the account that payments containing the mapping text will be posted to if they are outgoing payments. For outgoing payments, the sign of the value in the Statement Amount field is negative.
- In the Bal. Source Type field, specify if the payment will be posted to a general ledger account or to a customer or vendor account.
- In the Bal. Source No. field, specify the account that the payment will be posted to, depending on your selection in the Bal. Source Type field.
- Repeat steps 4 through 8 for all text on payments that you want to map to accounts for direct posting without application.
Next time you import a bank statement file or choose the Apply Automatically action in the Payment Reconciliation Journal window, journal lines for the payments that contain the specified mapping text will contain the mapped accounts in the Account Type and Account No. fields. The Match Confidence field will contain High - Text-to-Account Mapping. This is on the condition that the automatic application function can only provide a match confidence of Low or Medium.
Example: Text-to-Account Mapping for Fuel Expense
To always post fuel expenses incurred at Shell gas stations to the general ledger account for gasoline (account 8510), fill a line in the Text-to-Account Mapping window as follows.
|Mapping Text||Debit Acc. No.||Credit Acc. No.||Bal. Source Type||Bal. Source No.|