System Reconciliation Rules
Intelligent Transaction Matching runs built-in matching rules to match imported data with existing account transactions in NetSuite. You can find these rules on the Reconciliation Rules page, although you can't edit or remove them. NetSuite prioritizes system rules in the following order:
If a rule finds two or more possible matches, NetSuite can’t choose one, so you need to pick and match the correct transaction yourself.
For example, say you import a $70 bank deposit dated 03/22/2023. NetSuite finds two possibilities: a $70 deposit from 02/14/2023 and another from 01/16/2023. Because both are the right amount and at or before the imported deposit’s date, the system can’t decide. You need to choose and match the right transaction yourself.
For system rules to automatically match transactions based on the transaction number, they must match the Transaction ID from the imported bank line with the NetSuite Check Number. The NetSuite Check Number corresponds to the:
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Check # on Bill Payments, Checks, Customer Payments, and Cash Sales.
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Deposit # on Deposits.
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Transfer # on Transfers.
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Entry No. on Journal Entries.
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Reference # on Credit Card Charges and Credit Card Refunds.
For details, see Transaction Types in Matching Rules.
Match on Transaction Number and Amount
Using this rule, Intelligent Transaction Matching attempts to find transaction matches on the imported transaction ID and (general ledger) account transaction check number. Intelligent Transaction Matching also attempts to find matches for groups of transactions with the same transaction number.
The date of the account transaction must also be the same as or before the date of the imported bank line.
Intelligent Transaction Matching matches transactions when the transaction number and amount are exact, and the account transaction date is on or before the imported transaction date.
For many-to-one or many-to-many matches, Intelligent Transaction Matching matches transactions when the sum of imported bank line amounts equals the sum of account transaction amounts. For details on these match types, see Many-to-One Transaction Matches and Many-to-Many Transaction Matches.
If these criteria aren't met, Intelligent Transaction Matching runs the next active system (default) rule.
Match on Amount and Transaction Number without Prefixes and Leading Zeros
Using this rule, Intelligent Transaction Matching attempts to find transaction matches on the numeric value of the transaction number. Intelligent Transaction Matching also attempts to find matches for groups of transactions with the same numeric value.
The date of the account transaction in NetSuite must also be the same as or before the imported transaction date.
Intelligent Transaction Matching successfully matches the transactions if:
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Transaction numbers differ only by an alphabetical prefix (for example, N123 and 123), with an exact amount match and the account transaction date on or before the imported date.
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Transaction numbers differ only by leading spaces (for example, '123' and ' 123'), with an exact amount match and the account transaction date on or before the imported date.
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The transaction number differs only by leading zeros (for example, 000123 and 123), with an exact amount match and the account transaction date on or before the imported date.
If these criteria aren't met, Intelligent Transaction Matching runs the next active system (default) rule.
Match on Amount when Date is within 90 Previous Days
Using this rule, Intelligent Transaction Matching attempts to find transaction matches if:
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The account transaction date is the same as or up to 90 days before the imported transaction date.
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The imported amount is equal to the amount of the account transaction in NetSuite.
Intelligent Transaction Matching successfully matches the transactions if:
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The amount and transaction date are both exact matches.
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The amount is an exact match, and the date of the account transaction in NetSuite is up to 90 days before the imported transaction date.
Because this rule doesn’t check the transaction number, NetSuite doesn’t group transactions by it. For details, see Grouping Multiple Transactions.
If these criteria aren’t met, Intelligent Transaction Matching tries the first active custom rule, if there is one. For details, see Creating User Transaction Matching Rules.