Setup

On the Payment Matching Setup page, you configure the Payment Matching application to process incoming payment files and identify and match transactions. Once bank setup information is configured, you can create transaction types with matching rules.

You have the option to map tags in the payment file to payment method custom fields when you set up bank information and when you create transaction types. Data mapping provides increased visibility into bank processed payments.

Creating a Bank Account Setup

On the Payment Matching Setup page, you can create a bank account setup to establish a connection between the bank and the Gotransverse billing platform.

When you set up an account, you have the option to map tags in the payment file to Gotransverse payment method custom fields. When payment matching transactions are posted, mapped tag values are inserted into the payment method custom fields for increased visibility into bank processed payments.

Note: Contact Gotransverse Support if you need help configuring bank setup information for the Payment Matching application.

  1. Select Payment Matching from the Gotransverse action menu , then click Setup in the left pane. The Setup page displays a list of bank account and responsive file setups.
  2. Select Create Bank Account Setup from the Payment Matching action menu.
    Create Bank Account Setup Drop-Down Menu
  3. In the Create Bank Account Setup window, complete the relevant fields:
    Ceate Bank Account Setup Window
  4. Field Description
    Bank Account Name* Enter a bank account name.
    Bank Account Number* Enter the bank account number.
    Holding Account Number* Select the holding account number.
    File Type* Select the file type. Currently, the only available field type is CAMT053.
    Rate Set Select the rate set. Rate sets are used for storing the information on currency exchange rates, providers, and valid to provide conversion rates.
    Refund Reason* Select the reason for refunding a payment.
    GL Version*

    Select the GL version the bank account should use to ensure the Gotransverse platform posts GL entries in the appropriate GL version when payments are matched and posted. The options are GL 2.0 or GL 3.0.

    Note: The GL version varies by tenant depending on the platform configuration. For example, Gotransverse UI 1.0 users use GL 2.0 and UI 2.0 users use GL 3.0.

    Ledger If you chose GL 3.0 for the GL Version, select the ledger where GL entries should be posted.
    Enable Sequence Number Validation Select the check box to enable sequence number validation. Sequence Number Validation determines that the following sequence of the file that will be processed is with an index that is one point higher than the previous one.
    Enable Auto Payment Application Select the check box to enable automatic payment application to the oldest open invoice on a billing account.

    If you select the check box, all RMS payments posted to Gotransverse will automatically apply any overpayment (if the invoice application has been specified) or payment (if no invoice application has been specified) starting from the oldest open invoice.

    If you clear this check box, all RMS payments posted to Gotransverse will not automatically apply any overpayment (if the invoice application has been specified) or payment (if no invoice application has been specified) starting from the oldest open invoice—the payment will remain unapplied on the account until you manually apply it to an invoice.

    Note: For existing accounts, the Enable Auto Payment Application option is enabled by default. You can change it when editing the bank account setup.

    Data Mapping
    + Add Mapping

    Click to map a tag in the payment file to a payment method custom field. Data mappings provide increased visibility into bank processed payments. You can use this information when you perform reconciliations or investigate issues. This data is important for auditing purposes as well. With the Gotransverse Connector Service, you can transfer information in payment method custom fields to an ERP system such as NetSuite or Workday.

    To map multiple tags, add a separate mapping for each tag.

    Path to Tag Enter the path to the tag you want to map. Tags are nested in the payment file. In the path, separate each tag level with a period. We assume the path starts at the <Stmt> tag, so you don’t need to include this tag. For example:
    Example Path to Tag for a Transaction
    Payment Custom Field Select an existing payment method custom field to map to the tag. The tag value will be inserted into the custom field when payment matching transactions are posted

    *Indicates required field.

  5. Click Create.

Editing a Bank Account Setup

You can modify a bank account setup, except for the file type.

  1. Select Payment Matching from the Gotransverse action menu , then click Setup in the left pane. The Setup page displays a list of bank account and responsive file setups.
  2. Do one of the following to open the Edit Bank Account Setup window:
    • Under Actions, click the ellipsis button next to the setup you want to edit, then select Edit.
      edit bank account setup
    • Select a bank account setup to open the Setup Information page, then select Edit Bank Account Setup from the Bank Account action menu.
      edit bank account setup
  3. In the Edit Bank Account Setup window, modify relevant fields. Fields that cannot be edited, like File Type, are grayed out.
    Edit Bank Account Setup Window
  4. Click Update.

Creating a Transaction Type with Matching Rules

On the Payment Matching Setup page, you can define matching rules for payment matching by creating a transaction type. Each transaction type has associated matching rules. When Gotransverse processes a payment file, it uses defined transaction types and their matching rules to identify transactions and associate them with the appropriate billing accounts, invoices, and payments.

When you create a transaction type, you have the option to map tags in the payment file to Gotransverse payment method custom fields. When payment matching transactions are posted, mapped tag values are inserted into the payment method custom fields for increased visibility into bank processed payments.

  1. Select Payment Matching from the Gotransverse action menu , then click Setup in the left pane. The Setup page displays a list of bank account and responsive file setups.
  2. Select the bank account setup for which you want to create a transaction type.
  3. On the Setup Information page, select Create Transaction Type from the Bank Account action menu.
    Create Transaction Type Drop-Down Menu
  4. In the Create Transaction Type window, complete the relevant fields.
    Create Transaction Type Window
    FieldDescription
    Name*Enter a friendly name for the transaction type.
    Transaction Code*Enter a code for the transaction type.
    Transaction Type* Select one of the following:
    • Payment - The matched transaction tracks money that the customer pays for a service.
    • Payment Cancellation - The matched transaction tracks refunds or cancellations of payments.
    • GL Entry - The matched transaction results in journal entries in a general ledger. Examples include deposits, interest, bank charges, service fees, and transfers.
    • Ignore - The matched transaction will be ignored by the system. The transaction will still be visible and display in the Ignore section, but the system will not attempt to match or process these transactions.

    Cross AccountWhen transaction type is GL Entry, add the GL Account to which the opposite amount should be posted.
    Cash AccountWhen transaction type is GL Entry, enter a Cash GL Account.
    Cost Center When transaction type is GL Entry, enter a cost center .
    Matching Rules

    Matching rules are used to help find a match for a transaction in the bank statement to something unique and identifiable in GTV. Each bank statement transaction normally comes with remittance information attached with the transaction that helps explain ‘who’ the transaction is for or ‘which’ invoice the payment transaction is meant for. Matching rules help guide the system on what to look for when searching through remittance information in the bank statement file. It helps to determine ‘what to look for’ when attempting to match a transaction to a billing account or invoice in GTV. Matching rules are helpful for transaction types of payment and payment cancellation since they are usually intended for a billing account or an invoice.

    Enter one or more matching rules using regular expressions in a Java regex syntax to identify a transaction within a file. You can add as little as one matching rule or as many as needed. The system will attempt to match the transaction from the first matching rule specified and work down the list. For example, the image below has seven matching rules specified, and the system would attempt the top rule first and work its way down to the matching rule at the bottom, or, until a match has been found.

    Each rule must reference a ‘unique identifier’ in GTV. Examples of unique identifiers in GTV include invoice number, account number, and an external account number. The list below includes available ‘unique identifiers’ in GTV that you can specify in your matching rules:

    • Invoice Number (invoice)
    • Account Number (accountNum)
    • External Account Number (externalAccountNum)
    • Account ID (accountid)
    • Payment ID (paymentid)
    • Payment Batch ID (paymentBatchID)
    • Payment Reference (paymentReference)

    Note: Items in brackets indicate the variable name to use in Matching Rule syntax. The variable name must be typed exactly as noted above with upper and lower cases and without extra spaces, otherwise, the matching rule won’t work.

    You can customize your regex depending on the information contained in the payment files.

    Example 1: Look for the exact string REF= and then expect that what follows after the REF= string is the GTV payment batch ID that is 16 digits long.

    REF=?˂paymentBatchId>\\\\d{16})

    Example 2: Look for the exact string INV (note there is a space after the INV) and then expect that what follows after the INV string will be the GTV invoice number that has uppercase letters and digits and is 16 characters long.

    REF=(?<invoice>[A-Z0-9]{16})

    Invoice Prefix

    Enter the invoice prefix. It’s used to match invoice numbers from the CAMT053 bank statement files that don't contain the invoice prefix against Gotransverse invoices that contain an invoice prefix.

    With the invoice prefix set, the invoice is matched against the GTV invoices without the specified prefix.

    For example, if a payment listed in the CAMT053 bank statement file is intended for the GTV invoice ‘INV1234567’, the payment’s reference information may list the invoice as ‘1234567’ (without the GTV prefix). By configuring an invoice prefix of ‘INV’ in Payment Matching, GTV concatenates the ‘INV’ prefix with the ‘1234567’ provided in the bank statement file and properly matches the payment transaction to invoice ‘INV1234567’ in GTV.

    Data Mapping
    + Add Mapping

    Click to map a tag in the payment file to a payment method custom field. Data mappings provide increased visibility into bank processed payments. You can use this information when you perform reconciliations or investigate issues. This data is important for auditing purposes as well. With the Gotransverse Connector Service, you can transfer information in payment method custom fields to an ERP system such as NetSuite or Workday.

    To map multiple tags, add a separate mapping for each tag.

    Path to TagEnter the path to the tag you want to map. Tags are nested in the payment file. In the path, separate each tag level with a period. We assume the path starts at the <Ntry> tag, so you don’t need to include this tag. For example:
    Example Path to Tag for a Transaction
    Payment Custom FieldSelect an existing payment method custom field to map to the tag. The tag value will be inserted into the custom field when payment matching transactions are posted

    *Indicates required field.

  5. Click Create. The transaction type is visible in the Transaction Types list and is ready to be used for payment matching.

Editing a Transaction Type

You can update a transaction type to refine the payment matching process.

  1. Select Payment Matching from the Gotransverse action menu , then click Setup in the left pane. The Setup page displays a list of bank account and responsive file setups.
  2. Select the bank account setup for which you want to edit a transaction type.
  3. On the Setup Information page, under Actions, click the ellipsis button next to the transaction type you want to edit, then select Edit.
    Edit Transaction Type From Actions Menu
  4. In the Update Transaction Type window, modify relevant fields.
    Update Transaction Type Window
  5. Click Update. The transaction type is updated and ready to be used for payment matching.

Deleting a Transaction Type

When a transaction type is no longer needed for payment matching, you can delete it.

  1. Select Payment Matching from the Gotransverse action menu , then click Setup in the left pane. The Setup page displays a list of bank account and responsive file setups.
  2. Select the bank account setup for which you want to delete a transaction type.
  3. On the Setup Information page, under Actions, click the ellipsis button next to the transaction type you want to delete, then select Delete.
    Delete Transaction Type from Actions Column
  4. Click Yes in the confirmation window.
    The transaction type is deleted and is not used for payment matching.

Viewing Transaction Type Matching Rules and Data Mappings

On the Payment Matching Setup page, you can view matching rules and data mappings for a transaction type. If you want to update matching rules or data mappings, you must edit the transaction type.

  1. Select Payment Matching from the Gotransverse action menu , then click Setup in the left pane. The Setup page displays a list of bank account and responsive file setups.
  2. Select a bank account setup to see transaction types defined for that setup.
  3. In the Transaction Types detail tab on the Setup Information page, click the information icon next to a transaction type to view its matching rules and data mappings.
    Bank setup data mappings are listed first, followed by transaction type mappings.

Deleting Data Mappings

When a data mapping to a payment method custom field is no longer needed, you can delete it.

  1. Select Payment Matching from the Gotransverse action menu , then click Setup in the left pane. The Setup page displays a list of bank account and responsive file setups.
  2. To delete a bank setup data mapping:
    1. Under Actions, click the ellipsis button next to the setup you want to edit, then select Edit.
      Edit Bank Account from Actions Column
    2. In the Edit Bank Account Setup window, under the Data Mapping section, click the delete icon next to the mapping you want to remove.
      Edit Bank Account Setup to Delete Data Mapping
  3. To delete a transaction type data mapping:
    1. Click the bank account setup for which you want to edit a transaction type.
    2. On the Setup Information page, under Actions, click the ellipsis button next to the transaction type you want to edit, then select Edit.
      Edit Transaction Type from Actions Column
    3. In the Update Transaction Type window, under Data Mapping, click the delete icon next to the mapping you want to remove.
      Update Transaction Type to Delete Data Mapping
  4. Click Update.