Reconciling Remittance Advice

Efficiently track customer payments and update invoice statuses by processing remittance advice documents in Zudello. This guide explains how to upload, review, and match remittance details against outstanding sales invoices.

Best practices

• Upload remittance advices promptly upon receipt.
• Ensure the correct Customer is matched to the remittance.
• Verify payment amounts and dates carefully.
• Review automatically matched invoices and manually match any remaining lines accurately.
• Handle partial payments or discrepancies according to your organisation's procedures.

Uploading and Extracting Remittance Advice

1. Upload: Submit the remittance advice document (often a PDF or email attachment) to Zudello via email or manual upload into the Sales > Remittance submodule.
2. Extraction: Zudello automatically extracts key information, including:
   • Customer details
   • Payment date
   • Total payment amount
   • Individual invoice references and amounts being paid (if listed clearly).
3. Review: Once extraction is complete (status Ready or User Review), open the remittance advice document.

Reviewing and Matching

1. Match Customer: Ensure the correct Customer is linked in the header. If not, manually select the correct one. This allows Zudello to find the relevant sales invoices.
2. Review Header: Check the Payment Date and Total Payment Amount against the document image.
3. Automatic Matching: Zudello attempts to automatically match remittance lines (listing paid invoices) to outstanding Sales Invoices in the system based on Invoice Number and Amount.
4. Review Matches: Examine the matched lines displayed in the reconciliation view (similar interface to Statement Reconciliation):
   • Remittance Lines: Appear on the left.
   • Zudello Sales Invoices: Corresponding open invoices appear on the right.
   • Match Lines: Coloured lines connect matched items, indicating match quality (Green = Exact, Yellow/Red = Discrepancy).
5. Investigate Discrepancies:
   • Amount Mismatch: The payment amount listed on the remittance differs from the outstanding invoice amount in Zudello. This could be a partial payment, an error, or include deductions/credits.
   • No Match Found (Remittance Line): The invoice referenced on the remittance might already be paid, not exist, or have a different number in Zudello.
   • No Match Found (Zudello Invoice): An open invoice exists in Zudello but wasn't listed on this remittance.
6. Manual Matching:
   • If automatic matching fails or is incorrect, click the Match icon or button.
   • Search for the correct open Sales Invoice for the linked Customer.
   • Select the invoice(s) to apply the payment line to.
   • Enter the amount being paid against each selected invoice if necessary (for partial payments).
   • Confirm the match.
7. Allocate Payment: Ensure the total amount allocated to invoices matches the Total Payment Amount on the remittance header.

Completing Reconciliation

1. Resolve Issues: Address any discrepancies or unallocated amounts according to your procedures (e.g., note partial payments, investigate unknown deductions).
2. Submit: Once the remittance is fully allocated and reviewed, click Save and Submit.
3. Workflow: The remittance moves to the next step, typically Processing or Completed. Zudello may then trigger actions like:
   • Updating the status of matched Sales Invoices (e.g., to Paid or Partially Paid).
   • Creating payment records in your ERP system via integration.

Need help?

Contact your organisation administrator or Zudello support if you encounter issues with remittance advice extraction, matching, or processing.