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    Autonomous Business · Finance and cash

    Factorbooks Strict Match/Clearing System

    Strict Match and Clearing describe how invoices and payments are matched. Factorbooks closes an invoice and a payment that match exactly, with no human intervention. Your team deals only with the exceptions that do not match.

    Matching works in every package. Clearing entries are created automatically in MOTUS, NEXUS and IMPERA.

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    How it differs from other ERPs

    The same work, done two different ways.

    In other ERPs

    • Someone searches by hand for which payment belongs to which invoice.
    • Payments can be offset against the wrong account or amount.
    • Reverse entries stay open in receivables and payables, inflating balances.
    • The aging report shows the real position late.
    • Period-end bank reconciliation takes a long time.

    In Factorbooks

    • When amount, reference number, currency and date match exactly, the item closes itself.
    • Account code and reference must match, so offsets to the wrong account are blocked.
    • Debit and credit entries clear each other and the net balance is reported.
    • Clearing happens instantly, so the aging report is always current.
    • Bank movements clear open items quickly and reconciliation gets shorter.

    What happens when a customer pays more than they owe?

    A collection of TRY 12,000 arrives against an invoice of TRY 10,000.

    1. The collection is read

      The bank movement is recognised with its amount, reference and account.

    2. It matches exactly

      TRY 10,000 of the collection is strictly matched with the invoice.

    3. The account clears

      The invoice is cleared at once through account 120 Trade Receivables.

    4. The excess is set aside

      The remaining TRY 2,000 is held in 340 Order Advances Received or on the customer account against a future invoice.

    5. It is used on the next invoice

      When a new invoice is issued, this amount joins the clearing pool automatically.

    Which work runs autonomously?

    You enter the record; Factorbooks does the work below for you.

    Two core concepts

    Clearing (closing / netting)
    Debit and credit entries, such as an invoice and its payment, are matched and the account is closed. Open items must be netted for the balance sheet to be accurate.
    Strict Match (exact one-to-one match)
    For automatic clearing, amount, reference number, currency and date must match exactly, to the cent. With an exchange difference or a short payment, the item goes to manual review.

    Accounting and audit

    Netted customer and supplier accounts
    Reverse entries in Trade Receivables (120) and Trade Payables (320) clear each other. The company reports its net receivable and payable.
    Doubtful receivable provisions
    How long each invoice has been unpaid is tracked without error. Doubtful receivable provisions (128/129) are calculated on time and in the right amount.
    Exchange differences and rediscount
    Exchange differences (646/656) and rediscount are calculated only on open invoices, so foreign currency valuation is faster.
    Match ID
    Every clearing has a unique match number (Match ID). You can see which journal entry, date and bank receipt closed an invoice.

    Special cases

    Order advances
    If no invoice exists yet, the rule uses the order number (PO/SO). The collection is linked to 340 Order Advances Received and to the order. When the invoice is issued and 120 Trade Receivables is debited, accounts 340 and 120 are cleared automatically.
    Partial payments (Partial Clearing)
    When TRY 40,000 arrives against an open invoice of TRY 100,000, the invoice becomes “Partially Cleared”. The remaining TRY 60,000 stays open under the same invoice reference and due date.
    Overpayments
    The amount owed is matched with the invoice and cleared. The excess waits as an order advance or against a future invoice.

    What it gives your business

    • Operational speedInvoices and payments that match exactly close with no human intervention. The team focuses only on exceptions.
    • Financial accuracyAmount, reference and account code must all match, so nothing is offset to the wrong account or amount.
    • Control against manipulationRequiring the payment document and invoice details to match exactly prevents incorrect or deliberate entries.
    • Current customer accountsClearing is instant, so aging reports reflect reality and it is clear who owes how much.
    • Fast bank reconciliationBank movements clear open items quickly, so period-end reconciliation is short.
    • Clean trial balanceFunds in transit and suspense accounts (for example 108 Other Cash Equivalents) clear without waiting.
    • Easier period endThe question “which payment belonged to which invoice?” disappears and the preliminary trial balance becomes final quickly.
    • Audit trailAn independent auditor or tax inspector sees the entry, date and receipt behind each clearing in one place.

    The Factorbooks approach

    Factorbooks does not leave matching to guesswork. It clears exact matches on its own and sets aside the rest with the reason. The accounting manager deals only with risky open items instead of thousands of lines, and the balance sheet, aging and trial balance stay current at all times.

    Modules where this runs

    The autonomous process described here runs inside the catalog modules below.

    Advanced Finance Management

    Current account, cash, bank, loan, POS, company credit card, payment, cheque and note management.

    35 features

    Receivables Management

    Customer and process management, administrative and legal follow-up, litigation, guarantees and payment plans.

    14 features

    Frequently asked questions

    What is the difference between Strict Match and Smart Matching?

    Strict Match is the exact rule that clears an account automatically when amount, reference, currency and date match one to one. Anything that does not match goes to manual review. Smart Matching matches more broadly, taking currency, project and the relationship between transactions into account.

    What happens if the amount does not match exactly?

    With a partial payment the invoice becomes “Partially Cleared” and the remaining balance is tracked with the same reference and due date. With an overpayment the amount owed is cleared and the excess waits as an advance or against a future invoice. Other differences, such as exchange differences, go to manual review.

    How is a payment matched before the invoice is issued?

    The rule uses the order number (PO/SO). The collection is linked to 340 Order Advances Received, and when the invoice is issued, accounts 340 and 120 are cleared automatically.

    Other autonomous modules

    All autonomous modules

    See it with your own data

    We will set the scope and the package together, based on your transaction volume.

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