This article references the New Bank Activity Experience which is available to all customers and will be enabled for all customers in 2025.
Learn more about the Bank Activity update.
The bank activity process is primarily managed on the Bank activity page and provides a structured flow for importing, matching, reviewing, and reconciling transactions. Following the steps in order ensures that every transaction is reviewed, recorded, or cleared before reconciliation, maintaining accurate financial records throughout the period.
Bank activity imported into R365 is compared against existing transactions to identify matches and prepare the bank account for reconciliation. For a match to occur, the R365 transaction must include the same bank account and amount as the imported bank activity record.
The Unmatched view acts as a dynamic checklist of bank activity that still needs attention. As transactions are matched, created, or excluded through the steps of this process, they are removed from the Unmatched view—bringing the account closer to being ready for reconciliation.
Step 1: Import Bank Activity
Imported bank activity provides a record of all transactions that have cleared the bank up to the date of import. This data forms the foundation for processing and reconciling transactions in R365, giving visibility into which transactions have cleared.
Bank activity can be imported into R365 in one of the following ways:
Direct bank connection – Transaction is imported from the connected financial institution.
File upload – Allows manual upload of a supported file type.
BAI feed – Transfers transaction data through an automated bank file exchange.
After import, transaction details appear in the Bank activity table, where the system bank rules are applied and transactions can be matched, reviewed, or created as part of the reconciliation process.
Step 2: System Matching
After bank activity transactions are imported, R365 automatically applies any active matching bank rules — default or custom— for the associated bank account. Rules are applied in order based on their value in the Order Applied column of the Rule Vault. For a match to occur, the R365 transaction must include the same bank account and amount as the imported bank activity record.
This process occurs immediately upon import and compares each bank activity transactions to approved R365 transactions. Transactions that meet a matching rule are marked as matched and move out of the Unmatched view.
If a transaction does not match, one of the following occurs:
If it meets the conditions of an active ‘Create Transaction Rule’, it moved to Pending Creation status.
If it does not meet any rule conditions or has multiple potential matches, it remains in the Unmatched view.
Auto-matching only occurs when a single possible match exists. Once the system matching process is complete, the Unmatched and Pending Creation views act as checklists for the transactions that still need attention.
Bank Activity only matches to approved R365 transactions.
Only active rules are applied during system matching.
Step 3: Review Potential Matches
Some transactions may have multiple potential matches when the same amount appears more than once for the same account— either in imported bank activity or existing R365 transactions.
In these cases, automatic matching does not occur, and the transaction remains in te Unmatched view.
Each transaction must be reviewed manually to confirm the correct match.
Use the matching panel to review all possible matches and select the transaction that best aligns with the imported bank activity. Once confirmed, the matched record is moved to the Matched view.
Step 4: Review Remaining Unmatched Transactions
Transactions that are not matched are displayed in the Unmatched view. These represent items that require action before reconciliation.
Common reasons for unmatched transactions include:
Transactions that need to be created in R365.
Transactions that exist in R365 but they have not been approved. These may include but are not limited to: payroll journal entries, AP payments, AR Payments, Daily Sales Summaries.
Transactions that cleared the bank differently than they were recorded in R365.
Review each transaction in the unmatched view to determine the action needed.
Step 5 Review the Pending Creation View
The Pending creation view displays transactions with an applied Create Transaction Rule. These transactions can be reviewed and added directly from this view. Transactions that are added, are marked as matched and move out of the Unmatched view.
If a rule was applied too broadly, review the transaction details and adjust the Create Transition Rule conditions from the Rule Vault as needed.
Step 6: Create Transactions
Before creating new transactions, consider whether all transactions associated with the bank account have already been entered and approved in R365. This includes payroll journal entries, Daily Sales Summaries, AP Payments, journal entries, and AR payments. Reviewing existing records helps prevent duplicate entries and ensures that the general ledger aligns with actual bank activity.
Transactions that remain in the Unmatched view may need to be created if they do not already exist in R365. When applicable, create missing transactions directly from the Unmatched view of the Bank activity page.
The following transactions can be created directly from the Bank activity page:
Step 7: Create Bank Rules (Optional)
While reviewing the Unmatched view, patterns may emerge that can be automated with bank rules. Creating bank rules helps streamline future processing by automatically matching or creating transactions that meet defined conditions.
Bank rules can be used to:
Match recurring transactions, such as monthly loan payments or bank fees.
Automatically create transactions, such as recurring deposits or withdrawals.
Bank rules are configured in the Rule vault, where they can be ordered, edited, or deactivated as needed. When setting up new rules, review existing ones to avoid overlapping or conflicting conditions.
Bank rules are not be recommended if they will duplicate entries made elsewhere in R365, such as in Daily Sales Summaries, AP payments, or payroll journal entries.
Step 8: Exclude or Delete Transactions
Exclude transactions that should not be matched or created from the Bank activity page and will be reconciled manually on the bank reconciliation.
Delete bank activity transactions only when they should be permanently removed from the Bank activity page. Deletion cannot be undone.
Step 9: Prepare for Reconciliation
Before starting reconciliation, confirm that all transactions for the period have been matched, created, or excluded. No transactions for the period should remain in the Unmatched or Pending creation views.
Make note of any excluded transactions so they can be addressed manually during reconciliation.
All matched transactions are automatically selected when performing the bank reconciliation.