Visual Match Off

Visual Match Off - User Guide

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⚡ Quick Start: 5-Minute Settlement

1. Identify: Run your Member/Vendor Outstanding Report to find unadjusted items (e.g., a payment of ₹5000 and an invoice of ₹5000 that aren’t linked).
2. Setup: Go to Finance > Visual Match Off. Select the type (Member or Vendor).
3. Download Model: Click Download Model.
4. Match Data:
   • Enter the Doc Type and Member/Vendor ID.
   • Enter the Ref No (e.g., SI number) and Amount.
   • Enter the matching Payment/Receipt details on the next line.
5. Upload: Upload the file. The system validates that the Net Total is 0.
6. Confirm: Once validated, the system “knocks off” these balances permanently.

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🗺️ Match Off Workflow

graph TD
    Identify[Identify Unlinked Items] --> Download[Download Match-Off Model]
    Download --> Entry[Enter Bill & Payment Pairs]
    Entry --> Validation[Check: Batch Total must be 0]
    Validation --> Upload[Upload & Process]
    Upload --> Cleanup[Clean Ageing Report]
    
    style Validation fill:#fef2f2,stroke:#ef4444
    style Cleanup fill:#f0fdf4,stroke:#16a34a

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✅ Prerequisites Checklist

• Outstanding Report: Have a clear list of invoice/payment pairs you wish to settle.
• Account IDs: Ensure you have the 6-digit Member or Vendor IDs.
• Unique Pairs: Every bill must be matched with a corresponding credit/payment to balance the batch.

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1. Introduction 📝

Commonly, payments are received “On Account” (OA) without linking them to a specific invoice. Over time, this creates a situation where a member has a zero balance but dozens of “outstanding” invoices and “unadjusted” payments. Visual Match Off solves this by letting you “visually” pair them in Excel and tell the system: “Adjust this payment against that bill.”

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2. Advanced Features 🛠️

⚖️ The Zero-Sum Rule

The most critical rule of Visual Match Off is the Net Zero Validation:

• Every debit (Invoice) must be offset by an equal credit (Payment/Receipt) in the same upload batch.
• The system scans the Net column. If the sum of all lines is not exactly zero, the upload will fail with Error B.

🔄 Multi-Document Support

You can match various document types in one go:

• SI: Sales Invoice (Member)
• PB: Purchase Bill (Vendor)
• OA: On-Account Receipt
• AD: Advance Payment
• SCN/PDN: Credit and Debit Notes

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3. Interface Walkthrough 🔄

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4. Validations & Error Codes ⚖️

Code	Logic
Z1 - Z7	Data Format Errors: Incorrect date formats, ID lengths exceeding 6 digits, or invalid document types.
Error A	Referential Integrity: The Ref Doc provided is not a recognized type (must be OA, AD, PB, or SI).
Error B	Imbalance: The total “Net” amount in your Excel sheet does not equal 0.00.
Error C	Invalid ID: The Member or Vendor ID does not exist in the system.
Error D	Reference Check: The Ref No or Doc No provided does not exist in the ledger for that specific member/vendor.

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5. Tips for Success 💡