Reconcile
Where: Sales → Reconcile
Money that reaches your till or your bank rarely says which invoice it pays. Reconcile holds every such receipt and tells you which invoice it most likely settles, so booking a payment is one click rather than a search.
Getting the money in
Export the statement from the M-Pesa organisation portal or your bank and import it under Settings → Import data → Bank or M-Pesa statement, or press Import a statement on this page. An M-Pesa export is read as it comes: Receipt No., Completion Time, Paid In, Other Party Info and Details need no renaming. For a bank file the columns are reference, date, amount, payer, narration. Only money in is imported; withdrawals and charges are refused line by line. A line already imported is skipped, so re-importing a longer statement adds only what is new.
Gateway receipts that could not be matched automatically (an M-Pesa C2B payment with a mistyped account reference, for example) land here too.
What a sure match is
Each open line shows the invoice it most likely settles and how sure that is:
- Sure — the invoice number is in the narration, or the money came from a phone number on the buyer's contacts for exactly what the invoice still owes. Book sure matches books all of these at once.
- Probable — the payer's name and the exact balance, or the only open invoice for that amount. You confirm these with Book.
- No suggestion — type the invoice number and press Book, or Set aside a line that is not a customer payment.
Booking records a captured payment against the invoice with the statement reference, marks the invoice paid once it is covered, and sends the payment on to your accounting system if one is connected. Booked and Set aside keep the history.