This article was machine translated from the German original, which you can find here:
FAQ's.
In this section, you will learn how Kontera processes your documents and transactions. Please note that automated reconciliation does not occur in case of discrepancies (such as due date, amount, or a missing QR code). You can easily merge documents in the overview or add documents manually. Installment payments can also be precisely mapped by manually linking multiple transactions to a single document.
Why are my document and transaction not reconciled automatically?
Kontera's AI always tries to find the matching document for the correct transaction. However, sometimes clear information is missing, or the data deviates.
The most common causes:
The due date has been exceededA common reason is an exceeded due date. If the payment of an invoice occurs much later than the specified due date, Kontera cannot be sure whether the transaction actually belongs to this document. It could be a payment for a different service.
A practical example:
An invoice has the due date 06/03/2025. However, the corresponding payment is only received on the account on 06/18/2025. Since the time span is so large, Kontera will not perform an automated reconciliation here.
The invoice amount does not matchKontera checks whether the amount on the document matches the transaction amount exactly. If there is a discrepancy here, no automated reconciliation takes place.
Reasons why the amount does not match:
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A partial payment was made
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When converting a foreign currency, there was a discrepancy due to rounding errors
There is no invoice date on the documentThe date on the document is an important feature for reconciliation. If this date is completely missing, Kontera cannot place the document chronologically and therefore cannot assign it to a transaction with certainty.
The matching transactions have not been imported yetMake sure that you have also imported the matching bank transactions into Kontera. Without the data from the bank, Kontera cannot perform a reconciliation with the documents.
Documents without a QR codeFor documents without a QR bill, Kontera lacks important reference points for a 100% correct reconciliation. In this case, the AI has less data to establish a clear connection. The risk of a mismatch is higher, which is why no automated reconciliation takes place in unclear cases.
What can I do?If Kontera could not automatically reconcile a document and a transaction for the reasons mentioned, you can easily perform the reconciliation manually. To do this, go to the Documents and Transactions workspace and link the open document with the corresponding transaction.
How do I assign multiple documents to a single transaction?
All associated documents must be merged into a single document. This is the only way to ensure a clean assignment to that single transaction.
Depending on how your documents are available, there are two easy ways to achieve this.
You have already uploaded several separate documents
This path is ideal if you already have several individual documents in your document overview (e.g., different taxi and meal receipts from a trip) that you now want to combine.
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Go to the "Documents and Transactions" overview.
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Select all documents you want to merge using the checkbox.
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The "Postings..." button will now appear at the top; select "Merge".
What happens now? Kontera creates a collective document, which means:
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This does not merge the PDF files into a single PDF.
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Instead, all documents of the original postings are attached.
You have a main document and want to add documents
Use this path if you have a main document and want to add further pages or supporting documents to it (e.g., a detailed breakdown for an entertainment receipt or the second page of an invoice).
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Open the main document in the editing view.
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At the bottom left, you will find the "Add document" option. Click on it and upload all other associated documents.
Important notes for both cases
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Adjust amounts: Regardless of the chosen path, you must ultimately ensure that the total amount of the final document matches the transaction amount. Sometimes it is necessary for you to manually add line items to the document or correct the amounts.
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Complete data transfer: Don't worry, no information is lost. In both cases, all documents you added or merged will be transferred to your accounting system.
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Please note that your file might become too large and can no longer be transferred to your accounting system. In this case, you must briefly remove the documents and re-attach them in the accounting system.
How do I link a document to multiple transactions (installment payments)?
Sometimes a single invoice is paid in multiple parts. For example, an invoice for CHF 1,000.00 that is settled in two installments of CHF 500.00 each.
In this case, you have one document (the total invoice) in Kontera, but multiple transactions (the individual payments) on your bank account or credit card statement.
Kontera cannot perform an automated assignment here because the total amount of the document (CHF 1,000.00) does not match the amounts of the individual transactions (CHF 500.00).
However, you can easily perform this link manually and reconcile all partial payments correctly with the single document.
Instructions
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Edit document: Open the relevant document in the editing view. Assign the accounts as usual.
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Scroll down to the Payment/Reconciliation section and select the appropriate method, depending on where the payments were received:
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Once you have chosen a method, the Select transaction for reconciliation field appears below it.
Important note: Exact match required!
The reconciliation only works if the sum of the transactions you selected matches the total amount of the document exactly. If your document is CHF 1,000.00, the selected transactions must also total exactly CHF 1,000.00. Even a discrepancy of one cent will cause problems during reconciliation. Once the amounts match, you can post the document. All selected transactions are now cleanly linked to this single document and completed.
My CAMT contains collective entries for wages, even though I ordered the CAMT with details. Why?
Depending on the bank, this can indeed happen. If payments for salaries are sent marked as such (e.g., from your payroll software with the Category Purpose Code "SALA"), the bank aggregates these payments and displays them in the bank statements and on a paper document without providing more detailed information to protect privacy. If you want your salary payments not to be aggregated but listed with details, the order must be placed differently: as a normal batch booking (and without the Category Purpose Code "SALA"). With this method, you must ensure yourself that the details are only available to authorized employees.