Validate a bank transaction
Once in the bank reconciliation screen, you have in front of you the list of transactions from your bank statement that are not yet validated. This page guides you through the check-off procedure.
Before you start
Make sure you have:
- ✅ Access to the bank reconciliation screen (see Access bank reconciliation)
- ✅ Your recent bank statement in front of you (or in parallel in another window) for doubtful cases
- ✅ Time (15 to 60 minutes depending on volume)
The general workflow
Step-by-step procedure
- 1
Open the reconciliation screen
Budget module → Bank Reconciliation button in the sub-header.
- 2
Choose the concerned association
If you manage several associations, click on the corresponding tab at the top of the screen.
- 3
Select the bank account
If several bank accounts are linked, choose the one you want to check off.
- 4
Go through the pending transactions
The table displays all transactions not yet validated. Work from the oldest to the most recent to stay chronological.
- 5
For each transaction, read the automatic suggestion
Unisoft tries to automatically match each bank transaction to an operation in your Budget (based on date and amount). If a suggestion is offered to you:
- Check that the suggestion is correct (right donor, right amount, right date within a few days)
- Validate with one click if everything is consistent
- Reject the suggestion if it is obviously wrong
- 6
Case without suggestion: search manually
If no automatic suggestion is offered, you can:
- Search for an existing Unisoft operation that matches
- Create a missing operation directly (for example for bank fees or a received transfer without prior entry)
- 7
Confirm the validation
Once the match is found and confirmed, the transaction switches to Validated status and disappears from the pending transactions list.
Typical cases
Case 1: online donation received in the bank
| Element | Detail |
|---|---|
| Bank line | "Stripe XX12345 — 100 EUR" on 15 May |
| Unisoft operation | "Donation from Sarah Cohen — 100 €" on 13 May via Stripe |
| Action | Validate the automatic suggestion |
| Delay | Normal: 1 to 3 days between donation and bank credit |
Case 2: collected check
| Element | Detail |
|---|---|
| Bank line | "Check deposit — 250 EUR" on 20 May |
| Unisoft operation | "Donation by check from David Lévy — 250 €" entered on 10 May |
| Action | Validate manually (the automatic suggestion may be less reliable for checks) |
| Delay | Often 5 to 15 days between entry and collection |
Case 3: bank fees
| Element | Detail |
|---|---|
| Bank line | "Account maintenance fees — 8 EUR" on 1 May |
| Unisoft operation | None (you did not enter it) |
| Action | Create an expense of 8 € on the appropriate booklet (often Main cash register or a "Bank fees" booklet) |
| Delay | Monthly recurring |
Case 4: transfer received from a foundation
| Element | Detail |
|---|---|
| Bank line | "Transfer received — Hazan Foundation — 5,000 EUR" on 12 May |
| Unisoft operation | None (income not entered) |
| Action | Create an income of 5,000 € on the "Family assistance" booklet |
| Delay | Immediate |
Case 5: incomprehensible bank line
| Element | Detail |
|---|---|
| Bank line | "Transfer 1,200 EUR — ABCDE2025-XYZ" on 30 May |
| Unisoft operation | No obvious match |
| Action | Investigate: contact the bank or wait a few days for a promised donation to arrive on Unisoft. Do not validate as long as the origin is not clear. |
What to do if you find a discrepancy?
A discrepancy between your bank statement and your Unisoft Budget can reveal:
| Type of discrepancy | Possible cause | Action |
|---|---|---|
| Credit on the bank, not in Unisoft | Donation entered late, direct transfer not entered | Add the operation in Unisoft |
| Unisoft operation, no bank credit | Check not yet collected, donation pending Stripe transfer | Wait a few days |
| Different amounts | Bank fees not deducted, entry error | Correct the Unisoft operation |
| Different dates | Normal delay between payment and credit | Check the dates, validate if reasonable discrepancy |
Best practices
- Work in batches: don't check off one transaction at a time — book a 15 to 30 minute session
- Follow chronological order: check off the oldest first to reconstruct the story
- Don't validate in doubt: if you are not certain, leave it pending and come back with more information
- Note anomalies: a separate file with the discrepancies to regularize facilitates the work
- Adjust the frequency to your pace: weekly or monthly, but regular
- Keep your statements: in case of audit, you will need the original bank statement
Current limitations
The reconciliation screen in new_ui covers current operations. For certain advanced needs (detailed reconciliation reports, check-off export, multi-year tracking), additional features are available on request from Unisoft support.