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How do I reconcile a cash or card payment in agentOS?

After recording a cash or card payment on a client's profile, you must mark it as banked before you can reconcile it to your bank statement. Cash payments are marked via Make a Bank Deposit; card payments via Bank Card Payments — both found within your bank account in agentOS.

Once you have used the Take a Payment feature to record a cash or card payment against a client's profile in agentOS, you will need to complete an additional step to mark the payment as banked. This converts it into a payment group that can then be matched to a real bank statement entry.

For guidance on recording the initial payment, see: How do I record a cash or card payment received from a client in agentOS?

Cash Payments

  1. Go to Accounts in the top navigation, then open Bank Accounts and click into your relevant bank account.
  2. From the left-hand ladder, select Make a Bank Deposit.
  3. This screen displays all outstanding cash payments that have not yet been marked as banked.
  4. Tick the box to the left of the payment(s) you wish to bank.
  5. Click the Make a Bank Deposit button at the bottom of the screen.
  6. You will be prompted to enter a description for the bank deposit.
  7. Click Confirm in the bottom right corner.

This converts the cash payment into a payment group, which can then be reconciled to the corresponding entry on your bank statement via the Reconcile Statements area.

Card Payments

  1. Go to Accounts, open Bank Accounts, and click into your relevant bank account.
  2. From the left-hand ladder, select Bank Card Payments.
  3. This screen displays all outstanding card payments that have not yet been marked as banked.
  4. Tick the box to the left of the payment(s) you wish to process.
  5. Click the Bank Debit / Credit Cards button at the bottom of the screen.
  6. You will be prompted to enter a description for the card payment.
  7. Click Confirm in the bottom right corner.

This converts the card payment into a payment group, ready for reconciliation.

Linking a cash or card payment to a statement entry

Once the payment has been confirmed as banked and appears as a payment group, you can reconcile it against the corresponding bank statement transaction:

  1. Go to Reconcile Statements in the left-hand ladder of your bank account.
  2. Find the relevant statement entry and click the Actions button.
  3. Select Link as Payment or Deposit.
  4. From the pop-up, select the matching payment group.
  5. Click the confirmation button in the bottom right corner to link them.

For more information on payment groups, see: What are payment groups in agentOS and how do I manage them?

If you need further assistance, contact support@agentos.com.