Bank reconciliation

A bank reconciliation crosses three sources of truth: the bank statement's lines, the payments recorded in Mosce ERP, and the journal entries that affect the bank account. The goal is for all three to agree for a given period. Mosce ERP builds a three-way view (statement, reconciled, and posted), helps you with auto-match by amount and date, lets you reconcile manually whatever did not match, and, when everything agrees, you mark the reconciliation as Completed.

Reading time: ~7 min

When to use this

• Month-end close - you want to validate that the bank balance agrees with the ledger.
• You detected a difference between the statement and the entries and need to find where it is.
• An external audit asked for signed reconciliation evidence.
• You are onboarding and are going to reconcile the entire historical period of an account.
• A card processor deposit landed and you need to separate how much is commission and how much is your own withheld ITBIS.

Before you start

• You already imported the bank statement covering the period (see Bank statements).
• The period's payments and entries are recorded (not in draft). Any entry still in draft falls outside the Posted calculation.
• Your role includes the banking:reconciliation permission.
• The bank account is active.

How reconciliation works

Each reconciliation in Mosce ERP carries:

• Bank account and the date range of the reconciled period.
• Status - Draft (in progress) or Completed (closed).
• Started by and Completed by with their timestamps.

The bank statement's lines are assigned to the reconciliation. Each line can be:

• Reconciled (crossed against a payment or entry recorded in Mosce ERP).
• Unreconciled and requiring action.

The three-way balance compares:

• Statement: signed sum of the statement lines in the period.
• Reconciled: sum of the lines marked as crossed.
• Posted: net sum of the posted entries that affect the ledger account linked to the bank.
• Expected: total of payments that should cross against the bank.

To close the reconciliation, the three ways must balance.

Step by step

Create the reconciliation

1. Go to Banking → Reconciliations and click New reconciliation.
2. Select an active Bank account.
3. Define the Start date and End date of the period. Mosce ERP requires the end date to be later than the start date.
4. Click Create reconciliation. The reconciliation stays in Draft and takes you to its detail.

Auto-match

When you create the reconciliation, Mosce ERP runs an auto-match that links statement lines to internal payments when they coincide by:

• Amount (with sign and cents tolerance).
• Date (within a reasonable window).
• Reference when available (transfer number, FITID in OFX).

Auto-matched lines appear marked as Auto-reconciled. If the system found several candidates for one line, it stores them in matchCandidates and the UI offers you a manual choice between them.

Manual reconciliation

For unmatched lines:

1. In the line list, filter by Unreconciled.
2. Click a line to open the Manual reconciliation dialog.
3. The dialog shows:
   • Statement line: date, description, amount.
   • Payment to associate: a selector with search by reference or amount.
   • Suggestion: a list of payments with an amount similar to the line's.
4. Choose the corresponding payment and click Confirm association. The line moves to Manual status.

If you cannot find the payment, you can:

• Exit and record the missing payment from the relevant module, then return to the reconciliation.
• Create an adjustment entry with the Create entry action from the line itself (bank transfers, service charges, interest).

Unlink an incorrect match

If the auto-match linked something it should not have, open the line and click Unlink. The line goes back to Unreconciled and the payment is free to assign correctly.

Settling the card processor deposit

A card processor deposit arrives net: it already has the commission the processor charges for processing the batch, and the 2% ITBIS it withheld on each individual collection, subtracted out (see The ITBIS the card processor withholds). Before, that deposit could not be reconciled at all: it arrived as a net amount and the system required it to match a single collection exactly, which never happens because one deposit settles several collections at once.

On the deposit line in the statement, Mosce ERP offers Settle card deposit:

1. Choose the group of collections that deposit settles. Select the card collections the processor grouped into this batch.
2. Enter the commission the processor charged for processing the whole batch.
3. Confirm or correct what the processor withheld from each collection. Every collection carries its estimated 2% from the moment it was charged; here you confirm that amount if it matches the processor's detail, or correct it if it does not.
4. Mosce ERP validates that the arithmetic closes exactly: gross of the chosen collections − commission − confirmed withholdings = deposit amount. If something does not square, the screen shows the difference with its amount and refuses to close the settlement - it does not push it into the expense to make the number come out, which is exactly how the ITBIS advance gets lost.
5. Once it closes, confirm the settlement.

The commission and the withholding are opposites, and they arrive together in the same deposit. The commission is a real business expense; the withholding is your own ITBIS, paid in advance and recoverable. That is why Mosce ERP asks for them separately instead of assuming everything missing from the deposit is commission - lumping them together is exactly what loses the advance. See Chart of accounts.

Undoing the settlement returns everything to how it was, accounting included: the recorded commission, the confirmed withholding, and the link between the collections and the deposit. The collections go back to being unsettled, with their 2% back in estimated status.

When you cannot void a collection on its own. A collection that is already part of a settlement cannot be voided by itself: you have to undo the settlement first. The deposit was already squared counting that collection, so voiding it separately would break arithmetic that already closed. See Voiding a payment.

To see which part of what cards withheld is already confirmed by a deposit and which is still only an estimate, see the Card withholding report.

Three-way balance

The Three-way balance block shows you the current state with four totals:

• Expected (total of the period's payments).
• Reconciled (sum of matched lines).
• Posted (sum of posted entries).
• Statement (sum of statement lines).

Mosce ERP marks each pair as Balanced or Unbalanced and, when there is a difference, explains the delta:

• Expected ≠ Reconciled: there are payments with no associated statement line.
• Reconciled ≠ Posted: posted entries are missing (probably in draft).
• Statement ≠ Posted: there is a difference between what the bank reported and what you posted.

Complete the reconciliation

1. When the three ways are balanced, click Complete reconciliation.
2. Confirm in the dialog. Mosce ERP marks the status as COMPLETED, records completedAt and completedById, and saves the totals.
3. The reconciliation goes into read-only mode.

Reopen a reconciliation

If you detected an error after closing, click Reopen reconciliation. The line associations are kept and the status goes back to Draft.

Filters and list

The main Banking → Reconciliations screen brings filters by Bank account, Status, and From / To. Each row shows account, period, lines, status, created by, and created on. When empty, it starts with a message inviting you to create the first one.

Expected result

• COMPLETED reconciliations per month that make the statement, ledger, and payments agree.
• Statement lines linked to real system payments (auditable both ways).
• Differences resolved with documented adjustment entries (bank charges, interest, errors).

Common errors

Related

• Bank accounts
• Bank statements
• Journal entries
• Accounting settings
• The ITBIS the card processor withholds
• Payments and payment methods - voiding a card collection.
• Chart of accounts - where the commission and the withholding land.
• Card withholding report - confirmed vs. estimated.