NetCash Bank Reconciliation Playbook
Overview
This is your bank reconciliation companion - the page to open every time you sit down to reconcile. It walks the work in the order we recommend, links the how-to for each step, and flags the few places where a small mistake causes a big cleanup.
- Match often, reconcile on a cadence. Keep matching a small, frequent habit instead of a close-week pile-up. Automation and Match Assist do most of the work between sessions; you handle the exceptions.
- The steps are in workflow order, not menu order. Start at the dashboard, let the automated matchers clear the easy volume, work what's left by hand, then reconcile to the bank balance. Working out of order means matching transactions the rules would have caught for free.
Disclaimer
This is a guide, not a mandate. Your company almost certainly has reconciliation steps of its own that aren't listed here. Use it as a baseline and adapt it.
How often? Match daily or every few days so unmatched items never pile up. Reconcile each account to its bank balance on a schedule - weekly for high-volume operating accounts, at least monthly for the rest. Run Proof of Cash and your Reconciliations Report at month-end.
Before you start
Confirm your App is current. New matching and reporting behavior ships in updates, so reconcile on a current version. See NetCash - Updating Your App.
Confirm bank activity is flowing. Reconciliation only works if the bank side is complete for the period. Make sure every account has its transactions in NetCash - automatic feeds have pulled, and anything not on a feed has been imported.
- Automatic feeds: Bank Connection via Plaid/Finicity, via NetSuite's Match Bank Data, and the other regional connectors in the Bank Help Page.
- Not on a feed: Transaction CSV Import Tool.
- A feed stopped pulling: Reauthenticating Bank Connections.
Reconcile a complete period, not a partial one. If a feed is a day behind or a CSV hasn't been imported, your matching looks worse than it is and your reconciliation won't tie. Confirm the bank side is complete through your cutoff date before you start.
Set up once, review when things change
Skip this on a normal day. Come back when you add a bank or card account, your chart of accounts changes, or someone joins or leaves the team. Getting this right up front is what lets automation carry the volume later.
- System settings. One page drives behavior across the app. Review System Settings after any major change.
- Bank and card accounts. Confirm every account you reconcile is connected: Manual Bank Connection Setup, Credit Card Setup, and Credit Card Accounts.
- Automation rules. The engine of a fast reconciliation - the more recurring volume they match automatically, the less you touch by hand. Start with the Automation Rule Overview, then build the rule types you need: GL Match, Cash Application, Create Transaction, Create Transfers, and Grouped GL Matching. Group related rules with Automation Rule Groups.
- Entity/merchant mapping. Teach NetCash which merchant strings map to which NetSuite entities so recurring vendors and customers match cleanly: Merchant to Entity Alias Mapping.
- Roles and visibility. Confirm preparers and reviewers are active users with the right role, and that people see the accounts they should: Roles and Permissions and Limiting User Bank Account Visibility.
Match the same thing by hand twice? Make it a rule. Promote recurring manual matches to automation rules so the next period matches itself.
Step 1 - Start at the dashboard
Open the NetCash Dashboard before you touch any one account. It's your control tower: what's outstanding, what changed since you were last in, and where each account stands. Use it to decide where to spend your time.
Step 2 - Let automation rules do the first pass
Your automation rules run against new bank activity automatically, so most routine volume is already matched by the time you sit down. Review what they matched in Match History, then clear anything set to "require confirmation" on the Confirm Rule Matches page.
"Require confirmation" is available for GL Match and Cash Application rules. Use it where a wrong match would be costly and you want a human to eyeball each one before it posts. To review Transfer and Create Transaction rules, leave them in Testing status and use the rule's Preview button.
Step 3 - Run Match Assist on what's left
Whatever the rules didn't catch, Match Assist picks up - an algorithmic matching engine that scores likely bank-to-GL pairs by confidence, including one-to-one and grouped (many-to-one) matches where several lines settle together. Work its suggestions from highest confidence down.
Confidence is a suggestion, not a decision. A high score means amounts, dates, and descriptions line up - not that the accounting is right. Give grouped matches and anything near your threshold a real look before accepting.
Step 4 - Manual match and cash application
Some items always need a person: a first-time vendor, a split payment, a deposit applied across several open invoices. Handle those on the Manual Match & Cash Application page - match a bank line to a GL transaction, or apply cash to open invoices and bills. Common cases:
- Payment processor deposits. A Stripe, PayPal, or Square deposit lands net of the fee, so it won't equal the invoice. Match it and post the fee variance to your processor-fee expense account.
- Foreign currency. Amounts differ by exchange rate and rounding. See Transactions with Foreign Currencies.
- Credit card timing. A swipe authorized at month-end may not settle until the next period. NetCash captures the Authorized Date alongside the posting date so you can reconcile spend to when it happened.
Matched something in error? Unmatch it rather than working around it - see Auto Unmatching.
Step 5 - Reconcile the account
Matching pairs your transactions; reconciling proves the account. On the NetCash Reconcile Page, confirm that what's matched, plus items still outstanding, ties back to the bank's balance for the period. Before you mark an account reconciled:
- Every bank line is matched, or is a known outstanding item you can explain (deposit in transit, outstanding check, timing difference).
- The reconciled balance ties to the bank statement balance for your cutoff date.
- Anything left unexplained has a note on it.
Matched is not the same as reconciled. You can match every line on screen and still be off the bank's balance if activity is missing or a match is wrong. Tie to the statement balance before you call it done.
Step 6 - Review the trail
Match History is the full audit trail of every match - by whom, when, automated or manual. Use it to research a specific item and as a review control where a second person spot-checks the period's matching. It's also where you find and unwind a bad match, and it's your audit evidence when someone asks how a reconciliation was performed.
Close out the period
At month-end, roll your work up into the reports your close and auditors expect:
- Proof of Cash Report - ties beginning cash, receipts, disbursements, and ending cash back to the bank; the strongest single control on a cash account.
- Reconciliations Report - reconciliation status and detail across your accounts.
- Reconciliation Detail Report - transaction-level detail of each account's reconciliation.
- Direct Cash Flow Report - actual cash movement built from reconciled activity.
- All Reports - the full list, including AI-assisted reporting.
If NetCash accounts feed a NetClose close, reconcile and lock them in step with your close calendar so a late match doesn't land in a period you've already closed.
Let AI do some of the work
NetCash can take repetitive matching and analysis off your plate:
- Ask NetCash directly. With the AI assistant connected, ask about bank activity, surface unmatched items, and get matching help in plain language. See AI Integration with LLMs via MCP and AI Assistant on Select Reports.
- The Claude Cowork plugin. For teams on Claude, the plugin connects to your live NetSuite data - read bank activity, propose and submit matches against your real GL, and design automation rules. See Installing the Claude Cowork Plugin.
When something looks wrong
For the issues that come up most often in support, see NetCash - Tips and Troubleshooting - the companion to this playbook: this page is how the work should go, that page is what to do when it doesn't. The NetCash Bank Help Page is the reference hub for bank activity and connection issues.
Still stuck? Contact support@netgain.tech or ask Simon, our chatbot on the Knowledge Center site.
