How Matching Works: A Step-by-Step Guide

Learn how the matching process works for transactions. This guide explains how to view, select, save, and post matched bills.

November 24, 2025 By Aasma Technology Solutions

In this guide, we'll learn how to match transactions with bills and post them to the transactions table.

You will see how to select the correct bill, save your changes, and complete the posting.

Let's get started

Matching allows you to link a bank transaction (usually a payment) to one or more outstanding bills for a customer/vendor.
This ensures accurate bookkeeping and keeps your payables up to date.

When Does the Match Button Appear?

If there are open/unpaid bills for that customer/vendor
→ The system automatically shows the Match button.

If no open bills exist, the system will show the Post button instead.

Go to BookKeep Pro - Professional Bookkeeping

Step #2: The Match button will appear in the Action column. Click on the Match button — The **Match** button will appear in the Action column. Click on the Match button

A popup will open showing all unpaid bills for that customer/vendor.

The list includes: Bill number, Bill date, Due date, Balance remaining, Amount to be applied.

Step #3: Use the checkboxes to select one or more bills. You can match a single bill, match multiple bills, match partial amounts. — Use the checkboxes to select one or more bills. You can match a single bill, match multiple bills, match partial amounts.

Step #4: Once bills are selected, the transaction will now be posted against the selected bills. — Once bills are selected, the transaction will now be posted against the selected bills.

If a payment covers multiple bills:

- Select multiple bills using the checkboxes
- The system distributes the payment starting from the oldest bill
- If the final bill is larger than the remaining payment → Partial payment is created
- Remaining bill balance stays open

Step #5: Click on Save & Post button — Click on Save & Post button

Once the matching is complete, the transaction will automatically move to the Posted tab.
This means the payment has been successfully recorded and linked to the selected bills.
In the Posted tab, you can review all completed transactions along with their matched details.
If you want to see more information about what happened during the matching process, you can use the Audit Trail option.
The Audit Trail provides a clear breakdown of how the payment was applied, which bills were matched, and any remaining balances.
This helps you track every change and maintain accurate bookkeeping.