Reconciling counterparty accounts

Account reconciliation (lettrage) is the process of linking an invoice to its corresponding payment on the same counterparty account. In SynkriaOps, this applies to customer accounts (411xxx) and supplier accounts (401xxx). Once reconciled, both lines display the same reconciliation code (e.g. AA) and their net balance is zero: the debt is settled.

Why reconcile?

• Identify outstanding invoices: unreconciled lines on a customer account are unpaid invoices
• Prepare the aged receivables report: only unreconciled lines feed the < 30 days, 30-60 days, 60-90 days, > 90 days columns
• Assess customer creditworthiness before accepting a new order
• Supplier control: verify that a payment matches a received invoice
• SYSCOHADA compliance: reconciliation is required to justify counterparty account balances at year-end

Tip

SynkriaOps automatically updates the payment status of an invoice (PAID / PARTIALLY PAID / UNPAID) based on reconciliation. You do not need to update this status manually.

Sequential reconciliation codes

SynkriaOps assigns codes in alphabetical order: AA, AB, … AZ, then BA, BB, … up to ZZ. That gives 676 codes per counterparty account per fiscal year — more than sufficient for any SME.

Each code is unique per account — the same code AB can exist on account 411025 (Customer SOTRANB) and account 411038 (Customer CAMRAIL) independently.

Reconciling two lines (standard case)

1. Go to Accounting → Reconciliation.

2. Select the counterparty account to reconcile using the search field (e.g. 411025 — Customer SOTRANB).

3. SynkriaOps displays all unreconciled lines for this account, with their date, debit or credit amount, and voucher reference.

4. Tick the debit line (the invoice, e.g. XAF 650,000) and the matching credit line (the receipt, e.g. XAF 650,000).

5. The residual shown at the bottom must be 0.00. If so, click Reconcile.

6. SynkriaOps assigns the next available code (e.g. AC) to both lines. The invoice moves to PAID status.

Caution

Reconciliation is irreversible except through explicit unmatching. Do not reconcile two lines carelessly — verify that the invoice reference genuinely corresponds to the receipt.

Partial reconciliation (deposit or partial payment)

A customer sends you XAF 400,000 against an invoice of XAF 650,000:

1. Select account 411025.

2. Tick the debit line (invoice XAF 650,000) and the credit line (receipt XAF 400,000).

3. The residual shows XAF 250,000 (residual debit).

4. Click Partially reconcile. SynkriaOps assigns a code (e.g. AD) to both lines, but the invoice moves to PARTIALLY PAID status.

5. When the remaining balance is collected, reconcile the residual line with the new receipt to fully settle the account.

Tip

In partial reconciliation, the aged receivables report shows the XAF 250,000 residual in the ageing column corresponding to the invoice date. This alerts you to the amount still outstanding.

Supplier reconciliation (accounts 401xxx)

The process is identical for suppliers:

Supplier — Example

Situation: you received an office-supplies invoice for XAF 295,000 (XAF 250,000 + VAT XAF 45,000) from supplier CAMPU SARL, posted to account 401018. You paid the invoice by bank transfer.

Line	Account	Debit	Credit	Status before reconciliation
Invoice ACH-2026-000042	401018		295,000	Unreconciled
Payment BNQ-2026-000031	401018	295,000		Unreconciled

After reconciliation (AA): residual = 0, supplier settled.

Cross-reconciliation (multiple invoices)

You can reconcile multiple invoices with multiple receipts in a single operation, provided the total residual is zero.

Example: two invoices (XAF 320,000 + XAF 180,000 = XAF 500,000) reconciled with a single bank transfer of XAF 500,000 → one code AE assigned to all 3 lines.

Unmatching (cancelling a reconciliation)

If you made a reconciliation error (wrong customer, wrong amount), you can unmatch:

1. Go to Accounting → Reconciliation.

2. Search for the account concerned and activate the Reconciled filter.

3. Identify the reconciliation code to cancel (e.g. AC).

4. Click Unmatch next to the code.

5. The lines return to Unreconciled status. The invoice reverts to UNPAID status.

Caution

Unmatching is only available if the fiscal year is open. If the year is closed, contact your administrator for a controlled reopening (ADMIN required).

Full worked example — Customer SOTRANB

Context: you issued two invoices and received a consolidated wire transfer.

Date	Voucher	Account	Debit	Credit	Code
2026-03-05	VTE-2026-000031	411025	650,000		(to reconcile)
2026-03-18	VTE-2026-000044	411025	340,000		(to reconcile)
2026-03-22	BNQ-2026-000067	411025		990,000	(to reconcile)

Select all 3 lines: residual = 650,000 + 340,000 − 990,000 = 0. Click Reconcile → code AF assigned to all 3 lines. Both invoices move to PAID status.

Common errors

Error	Cause	Solution
”Non-zero residual — reconciliation blocked”	Unbalanced selection	Check amounts or use partial reconciliation
”Non-counterparty account”	Attempt on an account outside class 4	Reconciliation is limited to accounts 401xxx and 411xxx
”Fiscal year closed — unmatching not allowed”	The year containing the line is closed	Request reopening (ADMIN)
“No unreconciled lines”	All lines are already reconciled	Use the “Reconciled” filter to view them

What’s next?

• Posting and reversing an accounting entry →
• Create a customer invoice →
• Consulting the general ledger →
• Understanding the trial balance →