Scan and review a bank statement

Bank Statement Scanner reads one PDF, CSV, or XLSX statement and proposes review-only register entries. It preserves the original statement and never posts directly to the general ledger. In Source Intake > Bank Statement Scanner and Receipt Register, choose Received from: Customer or Other party / reversal / refund. Customer receipts remain Pending until they match one active, reviewed customer.

Scanner approval creates provisional masters for usable unmatched customer names with a valid receivables account and unmatched expense suppliers; Customers and Suppliers badges and the notification bell show the review count. Open the master, review its details, and save it before the transaction can validate. Ambiguous identities require manual selection.

Other-party receipts require Counterparty instead of a customer and cannot use customer receivables or customer invoice allocations. Existing unposted scanner rows are rechecked when the workspace opens. Legacy receipt uploads without Received_From infer Customer when customer fields are populated; otherwise they require an other-party counterparty.

Open Management Accounts > Source Intake, select Bank Statement, choose the correct company, managed business, and accounting period, then upload the statement.

Review the transaction, inflow, outflow, duplicate, exception, and reconciliation totals.

WiseWage uses the bank name, account name, and masked account number extracted from the uploaded statement to match an active bank or cash account in the Chart of Accounts. If there is no unique match, select the statement bank account at the top of the review. That account supplies the default bank side of every proposed entry.

Before approval, you can change the bank-side account on an individual row in any applicable register; the row dropdown is limited to active bank, cash, wallet, treasury, settlement, or overdraft accounts. Debit and Credit badges beside each applicable account field show the posting side before approval. Approved rows remain locked, and the statement default cannot be changed after any transaction from the scan is approved.

A reconciliation difference is available only when readable opening and closing balances are present.

Open each register tab to review the proposed transactions.

The compact in-app review keeps one consolidated Movement field for the bank-side direction, currency, and amount, then wraps the remaining columns for that proposed register beneath the transaction so the full row can be reviewed without horizontal scrolling or downloading it.

Bank fees are proposed for the Expense Register, identifiable incoming customer receipts for the Receipt Register, ordinary outgoing payments for the Cheque Payment Register, own-account movements for the Funds Transfer Register, and clear VAT remittances for the VAT Returns Register. Uncertain items remain Unclassified.

Correct the proposed register and its fields directly in the review card.

The statement-level bank account supplies Bank Cash, paid-expense credit, or the applicable From/To account according to the register and transaction direction; those row-level bank fields are read-only. WiseWage prefills the applicable Counter Account, Charge Account, Debit Account, opposite transfer account, or Tax Account from the AI suggestion, and the user can change that value directly in the register field before approval.

When the statement clearly matches active master data, WiseWage also prefills Customer Code, Company Code, and Cost Center. Each remains a searchable dropdown so the reviewer can find by code or name, then change or clear the suggestion before approval.

Company Code selections retain the full code, country, and operating-currency identity; when AI supplies only the four-digit code, WiseWage prefers the option matching the transaction currency and filters Cost Centers, customers, and suppliers against that exact record. Selecting a Customer Code supplies and locks the canonical Customer Name so the code and name cannot conflict.

Receipt rows then show the customer’s open invoices as searchable, checkmarked tags with editable allocation amounts; changing the customer clears the allocations for revalidation, and users may type an external document reference when needed. Expense rows show Supplier / Payee immediately after Payable / Counter Account. Select an existing supplier or enter another recipient. Missing Gross Amount is calculated from Net Amount and VAT in the register and current-view export; supplied totals are preserved. Bank/Cash and ordinary accrual payees are optional; Accounts Payable requires an active, reviewed supplier. Specifically classified employee or related-party payables require a recipient.

The same rule applies to manual entry, saved details, uploads and posting. New downloads use one Supplier_Payee column after Payable_Account_Code; older Supplier_Code, Supplier_Name, Payee_Type and Other_Payee_Name columns remain accepted. In Suppliers, open the Status filter to select individual badges such as Active, Review required or Has unposted transactions. Multiple selections match any selected status. Successful saves, imports and refresh checks reconcile linked row-validation and posting-date issues against the current register version. Issues groups transaction errors, review warnings and remaining workflow steps separately. Linked warnings show the transaction reference and S/N in the unfiltered register; Review transaction opens the saved record directly. Historical spreadsheet row numbers are not current S/N values. Warnings and summaries from posting runs replaced by a later successful run remain in Resolved history. A later successful register posting resolves earlier posting-failure notices for the same business and period. Database failures are shown as service problems, not workbook errors. Obsolete notices remain in Resolved history; repeated reopening notices show one current approval step. Recovery and posting notices remain separate. To update existing register rows, export the current view and retain Action and WiseWage Row ID. Use REPLACE; uploads without these columns are rejected when the reference and cost center already exist. A successful Supplier register upload clears Review required for imported suppliers and revalidates linked unposted expenses in open periods. Stale supplier-review errors clear; other validation errors remain. Posted records are unchanged. If any row fails validation, no suppliers are updated; correct the upload errors shown below the upload controls. New Accounts Payable supplier names inherit the expense Company Code and create records marked Needs review. Open Suppliers and review them before posting. Other payee text does not create suppliers. VAT, gross, WHT rate and WHT amount recalculate automatically.

Cheque Payment rows use an active Supplier selection or Other payee (not a supplier), which opens the required Other Payee Name field and clears the supplier-only related bill field.

Exclude possible duplicates or transactions that should not be imported, then choose Save review. Reopening the scan and Download preview both use the saved field-level corrections.

Use Select all in register or Clear register to control the active tab.

Choose Approve in the current register to approve rows only for that tab, or choose Approve all selected to include selected rows across every register. Complete rows are created as Validated immediately; only rows with missing required data are created as Pending with specific guidance. The confirmation modal shows the register-by-register count before creating a separate approval batch.

Approved rows become read-only while remaining rows stay editable and reviewable. Complete required accounts, counterparties, Company Codes, Cost Centers, tax treatment, and other missing mappings before validation and posting.

Use Review scan from Source Intake history to reopen the saved analysis.

The original statement, AI suggestions, user corrections, exclusions, partial approvals, separate approval batches, and audit events remain linked. The scan is complete only after every usable transaction is approved or excluded.

For a bank statement, choose Bank Statement in Source Intake and upload a PDF, CSV, or XLSX file.

Incomplete AI responses are rejected before transactions are saved. If the statement is too large or analysis is incomplete, split it into smaller date ranges and scan each part. Connection/configuration, usage allowance, rate-limit, and timeout failures show different next steps; do not assume that every scan failure means an AI outage.

WiseWage stores the original statement, scans its transactions, checks for possible duplicates, and proposes Receipt, Expense, Cheque Payment, Funds Transfer, or VAT Returns destinations. Review the in-app register tabs, correct classifications, and complete register-specific fields.

For a Receipt Register row, Related Document No. is a searchable multi-select: choose one or more open invoices for the selected customer, company code, and currency, then reduce an allocation amount when needed. The invoice picker shows one current version per invoice and accounting period. Where a saved row also has a posted version, it uses the posted outstanding balance; fully settled invoices are omitted.

A partial allocation leaves the invoice open; any receipt remainder remains unapplied customer credit. WiseWage generates a non-posting allocation reference for audit traceability and never creates a debit note, credit note, or write-off automatically. Exclude uncertain or duplicate rows and download the same proposed register as XLSX when needed.

The same optional field is available when creating a receipt manually and when reviewing or correcting saved transaction details. Saved reviews, approvals, posting, and preview downloads retain the related document reference. Save the review, approve only the selected rows in the current register, or approve all selected rows across the scan. Each approval creates a separate batch and audit record.

Complete rows enter VALIDATED immediately; only genuinely incomplete rows remain PENDING with specific missing-field guidance. The resulting operational-register rows are identified by a Bank Statement Scanner source badge rather than Mass Uploaded; the scanner never posts journals or approves the accounting period automatically.