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The Feed Inbox and Queue

Incoming bank and accounting transactions never post themselves. They land in the feed queue, where each is coded to an account (by a rule, a suggestion or a person), matched to an open invoice, or ignored, and only then posted. The Queue tab of Bank Feeds & Reconciliation is where that work is done.

Where to find it

Admin Panel → Finance:

  • Bank Feeds & Reconciliation — the Queue tab: code, match, post and ignore incoming lines

Architect Panel → ERP - Finance:

  • Feed Queue — the same console for architects; its badge counts lines not yet posted, ignored or reconciled
  • Feed Inbox — the staged lines as a datastore

Finding what needs doing

Filter by Connection, Search (text, reference or amount), From and To, and Show: Everything outstanding, Uncoded, Suggested, Ready to post, Matched to invoices, Errors, Posted, Reconciled to existing entries, Ignored or Everything. Columns sort, and long lists page.

Working the queue

  1. Press Apply rules to uncoded. Every uncoded line is tested against your coding rules; a match fills in the account, VAT code and analysis.
  2. Optionally press Rules, then ask AI to ask for a suggestion on lines no rule matched (one request per line, up to 100 a run). A suggestion fills in the account for you to accept; it never posts by itself. Suggestions from TypeSafe Jev, where it is set up, are covered in Feed Queue Coding Suggestions.
  3. For each remaining line press Code. Choose the Account, the VAT code (VAT is split out of the amount when it posts) and optional Analysis (up to six dimensions, for example dim1=CC100). Suggest an account asks rules and suggestions for this one line. Press Code, or Code & learn to also write a rule so the same counterparty codes itself next time.
  4. For money in or out that pays an invoice, press Match instead. It lists the open items the line could settle with a score and the reason; press Use this. Posting it settles the invoice, which moves to Paid.
  5. For a customer receipt that pays several invoices or part of one, Match offers Record receipt: it records the receipt against the customer, allocates it to the invoices you choose, leaves any rest on the customer's account, and reconciles the bank line to it.
  6. Tick the lines and press Post selected, or post one at a time. Each posts one journal on the connection's bank account.
  7. Press Ignore on a line that should never post, such as a transfer already entered elsewhere. It stops counting as outstanding and can be restored from the Ignored filter.

Already in the books?

When the bank account already holds an entry of the same amount within a week, not yet on any statement, with evidence it is the same money (a shared reference, the payer's name or code), the line is never matched automatically, and posting asks first. If it is the same money, do not post it: match it to that entry when you reconcile the statement. Press OK only for a genuinely separate payment. Reconciling is covered in Bank Accounts & Reconciliation.

Currency of a bank line

A bank line is in the bank account's currency. A euro receipt into a sterling account is banked as the sterling the bank received, and the euro invoice is settled by allocation, with the exchange difference posted as realised. Moving money between two bank accounts in different currencies goes through a transfer clearing account, one journal per side.

What goes wrong

  • "No rule matched, and the AI was not asked": the AI budget is used up. "the AI gateway had no answer": it may not be set up, which is normal. Either way, code the line by hand, then learn a rule.
  • A line in Errors: the posting was refused, for example for a closed period or an account that cannot be posted to. The message says which.
  • Nothing can be coded: the company's chart has no postable accounts yet.

Worked example

A month's statement brings 340 lines. Apply rules to uncoded codes 300. Twenty-two are customer receipts: Match pairs 18 with invoices, and four that pay several invoices go through Record receipt. Twelve are coded by hand, three with Code & learn. Two transfers are ignored and the last four wait while the bookkeeper asks the office manager. The rest are posted with Post selected.

Recommendations

  • Apply rules first, every time; it leaves only the exceptions for people.
  • Match receipts to invoices rather than coding them to the debtors account, or the invoices stay open.
  • Use Code & learn on the third occurrence of the same counterparty.
  • Never post a line you cannot identify to suspense; leave it in the queue and ask.