Bank reconciliation

Load your bank transactions into the bank reconciliation. Not only to reconcile the bank transactions you have already posted but also to avoid tedious data entry when posting to the bank.

Load bank transactions into Xena to reconcile them against your posted entries – and transfer unposted bank transactions directly to the ledger entry for quick posting.

The bank reconciliation has two functions:

• Reconciling the bank against entries already posted in Xena

• Transferring unposted bank transactions to the ledger entry for quick posting

You should be as up to date as possible with invoicing and voucher registration before performing a bank reconciliation.

You can have bank transactions retrieved automatically on an ongoing basis by setting up an integration with your bank.
➡️ Retrieve transactions from the bank

Alternatively, you can export a file from your bank and import it manually. Read more below.

Exporting from the bank

All banks have a feature to export bank transactions to a file (typically CSV format). You'll usually find the feature where you view the account's transactions. Ask your bank if you're unsure.

Save the file to your local computer.

It is recommended to export transactions up to and including yesterday, as today's transactions are provisional and may change. Xena ensures the same bank transactions are not loaded twice. If you're unsure how much you have previously exported, it's better to include too many transactions than too few.

Loading into Xena

1. Open Ledger > Reconciliations, and select the Bank Reconciliation tab

2. Select your bank account, and click Create (this is only done once per bank account)

3. Click Import from file at the bottom of the screen

4. Select the file format that matches your bank file. Since many banks use the same formats, you choose between fixed, predefined formats rather than a specific bank

5. If the first line in your file is a column header and not a transaction, select First line is header

6. Under column definitions, you must select at least:

   • Date

   • Description

   • Amount

   • Balance

   If a column has been assigned the wrong definition, you must first deselect the definition in the incorrect column before you can select it in the correct column

7. Select the file from your bank, and check that the preview looks correct. In the example at the bottom of the screen, data must be shown in the 4 columns mentioned (Date, Description, Amount, and Balance) – if data is not shown in all four, check the column definitions or the date format

8. Click Import

The first time after the update, you must select the correct format. After that, Xena will automatically suggest the same choice next time.

Step 1: Reconciliation

When the loading is complete, the imported bank transactions are shown on the left, and your posted ledger entries on the right.

Select voucher

When you select a line on either the left or right side, the matching entries on the opposite side are highlighted in a colour. The darker the colour, the higher the likelihood of a correct match.

You can also click Show suggestions to see a combined list of the entries that match the selected one.

If you're unsure whether you've matched the correct entries, you can open the ledger voucher by clicking the voucher number. You can open the link in a new tab by holding down the Ctrl key while clicking.
➡️ data-router-slot="disabled" class="underline underline underline-offset-2 decoration-1 decoration-current/40 hover:decoration-current focus:decoration-current" href="https://xena.biz/en/support/xenapedia/genvejstaster/" target="" type="external">Read more about keyboard shortcuts

Save reconciliation

The difference between the selected entries is shown continuously at the bottom.

You can reconcile multiple entries at once – up to 50 at a time. When the selected entries are reconciled, a checkmark is shown. Click the save icon to save the reconciliation.

Undo reconciliation

If you want to undo a reconciliation, select Show reconciled at the top.

1. Click Show next to the entry you want to undo

2. Click Delete bank reconciliation in the dialog box

3. The entries can now be reconciled again

Step 2: Transfer bank transactions to the ledger entry

When you have finished reconciling, there may be bank transactions left that you have not yet posted. You can transfer them to the ledger entry and save time on manual entry.

1. Select the bank transactions you want to transfer

2. Click Move selected bank transactions to ledger entry

3. Select the ledger entry the lines should be transferred to

4. Click Transfer and go to ledger entry

Step 3: Post bank transactions in the ledger entry

The ledger entry opens automatically, but you must select the ledger entry you transferred the lines to yourself. All the selected bank transactions are shown here, ready for account allocation and posting.

When you post the ledger entry, the bank transactions are automatically marked as reconciled. If you delete a line in the ledger entry, it is automatically returned to the bank reconciliation.

Tip: To find the correct partner (customer or supplier) for a payment received or made, select the type Partner payment and enter the amount in the partner field. This will show the partners with an entry or balance that matches the amount.

You can also search by name and invoice number in the partner field.
➡️ Read more about the ledger entry

Delete loaded bank transactions

If you want to delete bank transactions that have been loaded into Xena, you must first set the date range at the top so you only see the entries you want to delete.

1. Click Delete unreconciled entries

2. Confirm that you want to delete the bank transactions

If you use a card terminal and have difficulty reconciling your card payments, this guide can help:
➡️ data-router-slot="disabled" class="underline underline underline-offset-2 decoration-1 decoration-current/40 hover:decoration-current focus:decoration-current" href="https://xena.biz/en/support/xenapedia/afstemning-af-nets-afregninger/" target="" type="external">Reconciliation of Nets settlements

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