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Payables, Journals and Bank Reconciliation

Payables SOP​

  1. Create supplier and supplier bill with invoice image/PDF, due date, tax, allocations, and attachments.
  2. Review OCR extraction but correct values manually before saving; OCR is an assistive input, not approval.
  3. Approve the supplier bill according to finance permissions.
  4. Record Make Payment against the bill, or use Difference only for a documented adjustment with a required reason.
  5. Open Payment History/Payment Detail to review allocated bills, remaining credit, attachments, notes, and reconciliation result.

Bank statement import​

Use Bank Reconciliation -> Bank Statement Lines -> Import Bank Statement to upload one CSV/XLS/XLSX file at a time. The import modal displays file name, progress, and upload history.

The template should contain transaction date, description/reference, debit, and credit columns. Do not upload a calculated balance: Fleetrix calculates net amount as debit minus credit. Debit is positive and credit is negative in the net/balance interpretation.

A matched import cannot be deleted until all its matched lines are unmatched.

Reconciliation SOP​

  1. Review bank statement lines.
  2. Open Receivable Reconciliation List or Payable Reconciliation List.
  3. Filter independently by document/payment number, date range, amount range, counterparty, bank account, and status.
  4. Match only when amount and transaction are correct. If dates differ, read the warning and confirm only when the difference is legitimate.
  5. Use Unmatch with confirmation when correction is required.

Journals and fixed assets​

Manual journals require balanced debit/credit, accurate date, account, narrative, and attachments. Fixed assets should be recorded with acquisition value, category, useful life/depreciation configuration, and supporting document. Keep original attachments available through the private document link; do not rely on a browser-local path.