Create missing entries from a statement line

Sometimes the bank statement has a line Spine doesn’t know about yet: a customer paid without telling you, a bank charge, a card payment you forgot to record. You can record it straight from the line while you reconcile. Spine matches the new entry to the line, so you don’t lose your place.

Who can do this

Owners, and Staff whose Team has Reconcile accounts. Each kind of entry also needs its own right — for example Record own payments for a customer payment, or Record transfers and other money in or out for a transfer. Options you can’t use aren’t shown.

1. Find the unmatched line — On the reconcile page, find the line under To do and press Create. The Create from statement line drawer shows its date, description and amount.

2. Choose what it was — Under Record it as, pick one:

   • Money in: Customer payment, Transfer from another account or Other money in.
   • Money out: Vendor payment, Expense, Transfer to another account, Other money out or Tax payment.

3. Record an expense in the drawer — For Expense, the amount and date come from the line. Choose a Category, check Paid from, add a Description and, if it belongs to a job, a Job (it then counts as job cost). Press Save and match.

4. Or continue to the full form — For anything else, press Continue. The usual form opens with the line’s amount, date and account filled in — for example the Record a payment dialog for a customer payment, where you choose the customer and tick the invoices. Finish that form as usual.

Screenshot: The Create from statement line drawer with its Record it as options

The Create from statement line drawer with its Record it as options

What happens next

The entry is recorded and posted like any other, and the line is matched to it. The toast says it was recorded and matched.

If the match doesn't save

If Spine can’t find the new entry on this account up to the statement end date, or the match doesn’t save, it tells you. The entry is still recorded — select the line and match it by hand.

If the drawer says you can’t record any of these entries, ask an Owner, or exclude the line if it shouldn’t be in the books. See Reconcile an account.