ACH / CC Reconciliation

Overview

The ACH/CC Reconciliation screen matches electronic payments (ACH bank transfers and credit card charges) recorded in LAMS against the bank or processor statement. This ensures that every payment entered in LAMS is reflected in the bank account and that no payments are missing or duplicated. Reconciliation is typically performed monthly or after each settlement file is received.

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ACH vs. Credit Card Tabs

The reconciliation screen has separate tabs for each payment method:

Tab	Payment Method	Statement Source
ACH	Bank ACH transfers	Bank ACH detail report
Credit Card	Credit card charges	Payment processor settlement

Both tabs follow the same workflow; only the statement source differs.

Before You Begin

• Download the bank ACH report or payment processor settlement file for the period you are reconciling.
• Ensure all payments for the period have been entered in LAMS before starting the reconciliation.
• Confirm you have the Bookkeeping or Accounting Supervisor role.

Step 1: Open the Reconciliation Screen

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Reconciliation screen with ACH and Credit Card tabs, showing a date range selector and the list of transactions to match

Reconciliation screen with ACH and Credit Card tabs, showing a date range selector and the list of transactions to match

1. Navigate to Bookkeeping > Reconciliation.
2. Select the ACH or Credit Card tab depending on which you are reconciling.
3. Set the Statement Period using the date range pickers.
4. Click Load Transactions.

Step 2: Upload the Bank Statement File

1. Click Upload Statement.
2. Select the bank or processor export file (typically CSV or Excel format).
3. The system parses the file and displays the imported transactions in the Statement Transactions panel.
4. If you do not have a file to upload, you can manually enter each statement transaction by clicking Add Statement Transaction.

Step 3: Match Transactions

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Transaction matching grid showing LAMS transactions on the left and bank statement transactions on the right, with matching lines connecting matched pairs

Transaction matching grid showing LAMS transactions on the left and bank statement transactions on the right, with matching lines connecting matched pairs

The system automatically matches transactions based on:

• Amount
• Date (within a configurable tolerance window)
• Reference number (check number or payment ID)

1. After loading, the system runs auto-matching and displays matched and unmatched transactions.
2. Green rows indicate automatically matched transactions.
3. Yellow rows indicate potential matches that need manual review.
4. Red rows indicate transactions that could not be matched.

Step 4: Review and Confirm Matches

1. Click each yellow (potential match) row to review the details.
2. If the match is correct, click Confirm Match.
3. If the match is incorrect, click Unmatch and manually find the correct pair.

Step 5: Handle Unmatched Items

For unmatched transactions (red rows):

1. Click the unmatched item to open its detail.
2. Determine the reason: payment not yet in LAMS, bank error, timing difference, or duplicate.
3. Choose the appropriate action:
   • Enter Missing Payment — creates the payment in LAMS and matches it.
   • Mark as Outstanding — flags the item for follow-up in the next reconciliation period.
   • Mark as Error — flags for investigation by the accounting supervisor.
4. Add a note explaining why the item is unmatched.

Note

Transactions from the last 2 days of the statement period may appear as outstanding due to timing differences between when LAMS records a payment and when it clears the bank. These typically resolve automatically in the next period.

Step 6: Close the Reconciliation Period

When all items have been matched, confirmed, or flagged:

1. Verify the Matched Total equals the Statement Total shown in the summary row.
2. Click Close Reconciliation Period.
3. The system marks the period as reconciled.
4. A reconciliation summary report is generated and saved to the bookkeeping records.

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Reconciliation summary showing matched total, outstanding items, and period close confirmation

Reconciliation summary showing matched total, outstanding items, and period close confirmation

Caution

Once a period is closed, it cannot be reopened without accounting supervisor access. Ensure all items are properly resolved before closing.

Reconciliation Report

After closing a period, the reconciliation report is accessible from Bookkeeping > Reports > Reconciliation Reports. The report shows:

• Period date range
• Total payments matched
• Outstanding items at close
• Users involved in the reconciliation
• Timestamp of period close