Posting a transaction

A transaction imported from a statement or entered by hand arrives with the Not processed status: no accounting entry exists yet. By the end of this page, you will know how to post it, either by assigning a counterpart account or by reconciling it with an invoice, and how to undo a mistake.

Before you start

• The transaction exists in Cash & banking → Transactions: imported (bank statement, Mobile Money statement) or entered by hand.
• An open fiscal year covers the transaction date.
• You have the Administrator, CFO or Accountant role.

Two ways to post

Situation	Method
Bank fees, rent, salary, capital contribution, no invoice	Assign a counterpart
Receipt of a customer invoice, payment of a supplier invoice	Reconcile with an invoice

Reconciling with an invoice is always better when an invoice exists: the invoice becomes paid and the third party’s account is matched.

Assigning a counterpart

1. In the list, click the transaction’s row to open its detail panel.

2. In the Bookkeeping section, Counterpart account field, search for the account by number or name (411, 601, 631…). Third-party accounts show first.

3. Check the Entry preview (simulation): it shows the debit and credit that will be posted.

4. Click Assign counterpart: generate BQ entry.

The Offset assigned: bank entry generated message appears and the transaction moves to Processed. You can also assign the counterpart directly from the list with + Counterpart in the Counterpart column. On mobile, tap the transaction, then Assign.

Note

If the chosen counterpart is a customer or supplier account, and a validated invoice of that party, unpaid or partly paid, has exactly the same amount including tax, SynkriaOps automatically reconciles it with the transaction.

Reconciling with an invoice

1. In the detail panel, open the Reconciliation tab.

2. If a document is listed under Certain matches, check it and click Reconcile. Otherwise, click Search among accounting pieces, find the invoice and click Link.

The transaction’s direction limits the documents offered: an inflow links to a customer invoice or a supplier credit note, an outflow to a supplier invoice or a customer credit note. A transaction larger than the invoice can be reconciled with several invoices: the amount left to allocate is shown until the full amount is covered. On mobile, tap Link a document.

Reconciliation generates the settlement entry on the invoice party’s account (411 customer, 401 supplier) and matches (lettrage) that account with the invoice.

The entry produced

The entry is recorded as validated in the journal linked to the account (BQ1, CA1, MM1…), on the transaction date, with its label. Without a label, the entry reads Règlement <account name> — <date>.

Transaction direction	Debit	Credit
Inflow	Cash account: 521xxx bank, 571xxx cash, 552xxx Mobile Money	Chosen counterpart
Outflow	Chosen counterpart	Cash account: 521xxx bank, 571xxx cash, 552xxx Mobile Money

Example: account maintenance fees of 5,000 XAF entered as Outflow on the Afriland account, with counterpart 631 (bank charges), produce a debit of 5,000 XAF to 631 and a credit of 5,000 XAF to 521001.

Cancelling a posting

In the detail panel, Bookkeeping section, click Cancel this posting. The entry is reversed and the transaction returns to Not processed: you can post it again.

Note

Cancel this posting is refused if the transaction is still reconciled with invoices (detach them first in the Reconciliation tab), or if your company has enabled an approval circuit on entry cancellation. Creating a transaction and posting it for the first time never go through an approval circuit; reassigning it to another invoice or correcting an allocation may require one if your company has set it up.

Fixing common errors

Message shown	Cause	Solution
”Date … does not belong to any active fiscal year”	No open fiscal year covers the date	Create or open the fiscal year in Settings → Fiscal years, or correct the transaction date
”The fiscal year covering date … is closed”	The date falls in a closed fiscal year	A transaction from a closed fiscal year can no longer be posted
”Accounting is frozen until …”	The period is frozen	Wait for the freeze to end or ask your accountant to lift it
”Bank account has no associated accounting journal”	Incomplete cash account	Check the account in Settings → Bank accounts

Further reading

• Categorizing transactions (analytics) →: track spending and income by project, activity or branch, on top of general accounting.
• Performing a bank reconciliation →: check that the bank and your books agree.
• Matching counterparty accounts →: settle an invoice paid in several instalments.
• Following up reminders →: chase customers whose invoice is not yet matched with a receipt.