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Reconciliation — Comparing Your Records with the Bank Statement

"Reconciliation" sounds daunting, but its job is one sentence: does what the bank says match what you wrote? At month end you download the statement from the bank, paste it into the program, and the program puts the two lists side by side and shows the difference. This page teaches what that difference means — because the real work is not finding it but understanding it.

1. Why do differences appear? (They are normal)

A newcomer's first reaction is "so there is a mistake". Usually there is none — the two ledgers run on different clocks. The bank credits your account on its calendar; you record the entry on the day the business happened. The three most common causes:

2. First the distinction: the "Banks" screen or the "Reconciliation" screen?

Two different screens are fed by the same service, and mixing them up sends people hunting for a button in the wrong place. The difference is one sentence: the Banks › Mail tab can write an item into HNR; the Reconciliation screen cannot.

3. What does the service do? (A five-step pipeline)

Bank reconciliation is not a screen inside HNR but a small service that runs on its own and talks through its own door (local port 8094). Keeping it separate is deliberate: a program that looks into a mailbox should not sit inside the accounting core. In order, it does the following:

1. It reads the mailbox (IMAP, read-only)

   The statement and advice e-mails banks send are scanned at regular intervals; the Scan now button starts it by hand. The service reads a mail and leaves it there — it does not delete, move, reply or send anything to anyone. That is why the mail account it uses should preferably be a separate, limited mailbox.

2. It parses the attachment (a separate reader per bank)

   Every bank's statement has a different shape, so there is a separate reader for each bank. If a mail matches none of them it is counted as "unrecognised" and a sample is kept — it is not silently dropped, because a silent loss is the most dangerous thing in reconciliation.

3. It matches movements against HNR (SELECT only)

   For every movement in the statement its counterpart is looked up in HNR. That lookup only reads: not a single row is written to the database. Each item then lands in a state — "to be entered", "already entered", "unclear, needs a human", "wrong bank", "POS settlement"…

4. It leaves the decision to a human (the approval queue)

   The service processes nothing on its own. Items are listed on screen; who approved, and when, is recorded. The missing movements you [Accept] on the reconciliation screen also land in this queue and wait there: the queue is a to-do list, not an accounting record.

5. It writes only from the Mail tab — with your approval

   When you approve a mail item on the Banks › Mail tab, for the supported types a real voucher is written into HNR and the item is stamped "written, voucher no…". The same item is never written twice. This path does not pass through the reconciliation screen — a line you [Accept] there is entered into HNR through its twin on the Mail tab, or by hand.

4. What you see on the screen

📷 Actual screen 🗺 What each field does

Figure 1 — Loading a statement is not mandatory: if Bank › Mail has been scanned, account states appear here by themselves.

5. The account status panel (detection) — reading the badges

When you open the reconciliation window, the left panel lists your accounts with a badge next to each. This panel is a cheap pre-check that runs before you upload any statement: the last stored statement closing balance is compared with HNR's balance at the end of that same day. Its purpose is to tell you where to look — accounts that do not agree are at the top of the list.

6. It says "investigate" — what does the gap mean?

"Investigate" is not an accusation but an address: "something here is missing or extra, come and look". The program tells you the gap as a number and points, as far as it can, at where to look. There are three typical meanings:

Do not panic over a small gap: the program applies a tolerance and treats a deviation below it as green. That keeps rounding to the cent from sending people on errands. Both the gap and the tolerance are printed on screen — so you can see for yourself "how close we are".

7. What do "card batch" and "non-card" mean?

You will see these two terms on the screen, and without an explanation they mean nothing. Simply:

8. Step by step: the monthly reconciliation

1. Download the statement and load it

   Download the period statement from your online banking as PDF or Excel and drag it onto the drop area. Pasting the text works too. If you have several accounts, load them one account at a time — mixed together, finding a difference becomes impossible.

2. Press [Parse] and check the account suggestions

   The program parses the lines and suggests which account each might belong to, from the description text ("ARDA FURN. TRANSFER" → ARDA MOBİLYA). The suggestion may or may not be right — do not skip past it. This step demands the most attention in the whole process.

3. Clear the red list (missing in HNR) one by one

   For each line ask: what is this money for? Then cut the matching voucher in the relevant window — collection, payment, bank charge, note. The reconciliation screen does not do it for you, and deliberately so: only a human can decide which account it belongs to.

4. Read the amber list (extra movements) but leave it alone

   These exist in your books but not on the statement, and they are not deleted. Most are transactions made in the last days of the month that will reach the bank next month. Watch only for one thing: a line left over from the previous month is a genuinely lost transaction — investigate it.

5. Repeat until you see "account reconciled ✓"

   After posting the gaps, parse the statement again. When the program says "Account reconciled ✓ — the statement and HNR agree for this period (nothing missing or extra, the card batch matched)", you are done. Seeing that line once a month is proof that your financial records are sound.

9. Uploading a statement by hand — which file works?

Once you have picked the account you can drag and drop the file onto the area on the right, or choose it with Select file. What is accepted and what is not is clear-cut:

10. A ten-minute weekly routine

1. Open the reconciliation window and look at the left panel. The list is already sorted for you: investigate at the top, watching below it, reconciled ✓ further down. Do not even read the greens.
2. Select the first "investigate" account and hover the badge to read the reason — the program writes the gap and its reasoning there in a full sentence.
3. Upload that account's statement. When the result appears, read the one-line verdict at the top first: reconciled ✓, missing record, extra record or statement inconsistent.
4. Mark the missing list. Tick the "in the statement, not in HNR" rows and press [Accept] — they leave a note in the local queue; nobody writes a record in your name. [Reject] takes rows you do not care about out of sight.
5. Read the extra list but do not touch it. "In HNR, not in the statement" rows are information only; most of the time they are records whose value date has not arrived yet and that settle by themselves in the next statement.
6. Empty the queue. Getting the items you accepted into HNR is a separate job: approve the twin item on the Banks › Mail tab, or write the voucher by hand. Do not skip this step before closing the reconciliation screen — an item waiting in the queue is a job not yet done.

11. Frequently asked questions

The Receivables Ageing tab: every account in one table

This window does two jobs. Everything above was the bank reconciliation: matching the bank statement against HNR's records. The second job is a different thing altogether and opens from the view switch at the top: Alacak Yaşlandırma (Receivables ageing). Here you are not looking at a bank but at your customers — who owes you how much, and how long that debt has been sitting there.

Opening the tab

At the very top, just right of the word "Mutabakat", sits a small two-button switch: Banka and Alacak Yaşlandırma. Banka is the screen described in sections 1-5 of this guide. Press Alacak Yaşlandırma and the statement-loading area gives way to a table — you load no file at all, because the data is already inside HNR.

The columns: five buckets and two totals

Every row is one account. The first column shows the title with the account code in small type beneath it; the next five columns split that account's open receivable by due date. The logic is simple: a document falls into the bucket matching how many days it is overdue today.

Working the table: search, sort, double-click, CSV

1. Searching

   Type part of an account code or title into the "Cari ara…" (search account) box above the table; the list narrows as you type. Search filters the table, it does not recompute it — the totals strip at the foot always describes the whole table.

2. Sorting

   The table opens sorted by Vadesi geçen (overdue), largest first. Click another header and the sort moves there; click the same header again to flip the direction. The two most useful: sorting by 90+ (to see the oldest bad debt) and by Toplam (to see the biggest customers).

3. Double-clicking a row

   If a row catches your eye, double-click it: that account's card opens. Its Reports → Finance → Receivables ageing view shows the same buckets plus an open documents breakdown — so the answer to "which invoice is that 90+ figure?" is two clicks away.

4. The totals strip and CSV

   The strip under the table gives the number of accounts, then the totals bucket by bucket, then the grand total. The CSV button on its right downloads the rows currently visible with the currently visible columns — the file is called alacak-yaslandirma.csv. Narrow the list with the search box and the file narrows with it; with no rows on screen the button is disabled.

12. Glossary