The Bank Sync feature now allows users to create draft transactions for bank entries that do not have a matching invoice directly from bank entries. This improvement ensures that all transactions are tracked, reviewed, and approved efficiently, providing better control and accuracy in financial management.

Prerequisites - Users must have the necessary permissions to access the Bank Sync and AP Inbox features.

Step-by-Step Guide

Step 1: Access the Bank Sync Page

  1. Log in to Inn-Flow and then navigate to the Accounting Module within the left main navigation.

  2. Navigate to the Banking section and select "Bank Sync."


Step 2: Select Account Name

  1. On the Bank Sync page, select the EHID you want to add a transaction.

  2. Then find the dropdown menu labeled Select Account Name.

  3. Click on the dropdown and choose the account for which you need to locate a transaction.

NOTE: Adding a draft transaction is not available for accounts created that are miscellaneous or transaction types that are deposits for payroll or operating accounts.   



Step 3: Locate the Transaction

  • In the Bank Sync page, review the list of transactions to locate the one you need.

  • Expand the row of the desired transaction by clicking the arrow next to the date.

NOTE: Adding a draft transaction is not available for transaction types that are deposits for payroll or operating accounts.




Step 4: Add a Transaction as a Draft

  • Once the row is expanded, navigate to the Add tab if you are unable to locate the transaction within the Review or Find Tab

  • Click on the Add Transaction button.

  • Select "Draft Transaction" from the dropdown.



Step 5: Enter Transaction Details in the Slide Out

            Fill in Required Information:

  • Enter the vendor, account, type, accounting period, transaction date, and any additional notes.

  • Ensure that the vendor field is filled out to save the invoice as a draft, otherwise it will be greyed out.

  • Once the user fills out the vendor field, the transaction will be reflected as paid, Mark as Paid toggle turned on and greyed out, unable to be turned off.

Select the Action Button

  • Save Draft: Click the "Save Draft" button If you need to save the invoice for further editing or approval, this will send the invoice to the AP Inbox. Here users will be able to edit any necessary fields.

  • Primary Action Button: Based on your bypass rules, the primary action button (green) will display the appropriate action: "Send to Approval," "Send to Payments," or "Post Transactions."  For more details on AP Settings, please see the Knowledge Base article AP Settings - General

                Click the action button to proceed with the selected action.


Step 6: Handling the Draft Transaction

Based on the action you took, the transaction will now be visible in the AP Inbox, Invoice Approvals, or Payments page within the Accounts Payable section or in the Register page within the Banking section, where it can proceed through the next workflows.


Step 7: Matching Logic Update:

The Bank Sync matching logic has been updated to include transactions in draft, awaiting approval, and awaiting payment states. These can be found using the "Review" or "Find" control in Bank Sync.  For more details on Bank Sync - Find and Match Transactions, please see the Knowledge Base article Bank Sync - Match and Find Transaction within the Accounts Payable State


Step 8: Searching and Matching Transactions in Bank Sync

  • Find tab:

  • Use the "Find" tab in Bank Sync to search for matching transactions across all accounts associated with the EHID.

  • View Transaction Status:

  • Transactions found in the search will display their status with a gray badge indicating whether they are "Draft," "Awaiting Approval," "Awaiting Payment," or "Register."


Step 9: Review and Confirm the Transaction 

  • Review Items: If more than one match is found for a bank transaction, it will display a Review Button next to the transaction. 
  • Confirm Items: If a single match is found, it will provide a confirm button for that transaction.
  • Details: Expanding the transaction details and going to the review tab, will show the matched item(s), the selected default will be the closest match if more than one is found.
  • Confirmation and Reconciliation:
    • If the matched transaction is still in draft, awaiting approval, or awaiting payment, the confirm button will be visible but grayed out.
    • Hovering over the button will show the message: “This transaction exists in Inn-Flow, but has not processed through the AP workflow and cannot be reconciled.”


Step 10: Understanding the Benefits of Adding Draft Transactions

  • Increased Efficiency: Streamlines the process of handling unmatched bank transactions by allowing draft creation directly from the Bank Sync page.

  • Enhanced Tracking: Ensures that all transactions, including those in draft or awaiting approval, are included in the Bank Sync matching logic.

  • Improved Workflow: Integrates draft transactions into the AP Inbox for seamless progression through the approval process.

  • Comprehensive Search: Allows searching for transactions across all accounts associated with an EHID, ensuring accurate and complete reconciliation.