Reconciling counterparty accounts

By the end of this guide, you will know how to match (lettrage), that is, link an invoice to its payment on the same customer (411xxx) or supplier (401xxx) account, handle partial payments and unmatch in case of error. Once matched, the lines show the same matching code (e.g. AA) and their residual is zero: the debt is settled.

Why match?

• Identify unpaid invoices: the unmatched lines of a customer account are the invoices still due
• Prepare the aged balance: only unmatched lines feed the < 30 days, 30-60 days, 60-90 days and > 90 days columns
• Check a customer’s creditworthiness before a new order
• Supplier control: check that a payment matches an invoice received
• SYSCOHADA compliance: matching justifies counterparty account balances at year-end

Tip

SynkriaOps automatically updates the payment status of an invoice (Paid, Partially paid, Unpaid) based on matching. You do not need to change this status by hand.

Understanding matching codes

SynkriaOps assigns codes in alphabetical order: AA, AB, … AZ, then BA, … ZZ, then AAA, AAB and so on. The sequence never runs out.

A code is unique across the whole company file and is never reused, even after unmatching: code AB refers to a single group of lines, whatever the account. You can therefore quote it without ambiguity, for example to your statutory auditor.

Matching two lines (standard case)

1. Go to Accounting → General ledger and display the counterparty account to match (e.g. 411025 — Client SOTRANB).

2. Tick the debit line (the invoice, e.g. XAF 650,000) and the matching credit line (the receipt, e.g. XAF 650,000). All ticked lines must belong to the same counterparty account.

3. The matching bar shows the number of lines, the Debit, the Credit and the Gap. When the gap is zero, click Reconcile these 2 lines.

4. SynkriaOps assigns the next available code (e.g. AC) to the matched lines and shows “2 lines reconciled — code AC”.

Only posted entries can be matched, and all the lines of one match must belong to the same branch.

Tip

A matching mistake is corrected from the same bar (see Unmatching). Still, check that the invoice reference matches the receipt before matching.

Partial payment (deposit)

Matching from the general ledger requires a zero gap between the debit and credit of the ticked lines: otherwise the button stays greyed out (“Adjust amounts so that D = C.”).

A partial match is created when a partial payment is linked to an invoice from treasury (the Reconciliation tab of a transaction, see Posting a transaction). Example: a customer pays XAF 400,000 on an invoice of XAF 650,000. The invoice keeps an amount due of XAF 250,000 and carries a partial matching badge.

1. When the balance is collected, display account 411025 in the general ledger.

2. Tick the invoice line (counted for its remaining XAF 250,000) and the new receipt of XAF 250,000.

3. The gap is zero: click Reconcile these 2 lines. The invoice is fully matched.

Until the balance is paid, the aged balance shows the amount due in the ageing column that matches the invoice date.

Matching a supplier account (401xxx)

The principle is the same for suppliers: the invoice is on the credit side, the payment on the debit side.

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 matching
Invoice AC-2026-000042	401018		295,000	Unmatched
Payment BQ-2026-000031	401018	295,000		Unmatched

After matching: residual = 0, supplier settled.

Several invoices at once

You can tick several invoices and several payments at once, provided the gap is zero.

Example: two invoices (XAF 320,000 + XAF 180,000 = XAF 500,000) matched with a single XAF 500,000 transfer: the button shows Reconcile these 3 lines.

Unmatching (cancelling a match)

If you matched lines by mistake:

1. In the general ledger List view, tick one or more lines that are already matched (fully or partly).
2. In the matching bar, click Unmatch N lines.
3. The window says how many matches will be cancelled. Confirm.

The lines become unmatched again, their remaining amount is restored and the payment status of the invoices involved is recalculated. The button only appears if your role is allowed to unmatch. An AI assistant connected with the sensitive unmatching action can also do it for you.

Caution

Unmatching is refused on a closed fiscal year. The fiscal year must first be reopened (Administrator role).

Full example: customer SOTRANB

Context: you issued two invoices and received one consolidated transfer.

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

Tick the 3 lines: gap = 650,000 + 340,000 − 990,000 = 0. Click Reconcile these 3 lines: one code is assigned to the 3 lines and both invoices move to Paid.

Frequent messages

Message	Cause	Solution
”Adjust amounts so that D = C.”	The ticked debit and credit are not equal	Add or remove lines until the gap is zero
”Selection has mixed accounts — reconciliation impossible.”	The ticked lines are on different accounts	Tick only lines from the same counterparty account
”… line already reconciled — ineligible.”	A ticked line is already fully matched	Untick it
”Matching stays within one branch…”	Payment received by another branch than the invoice	Post an inter-branch adjustment
”Receivable … is classified as uncollectible…”	The invoice was classified as uncollectible	Settle it through the collection workflow

See also

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