How the Copilot reconciles the certain bank lines by itself

What is it for?

The Copilot reads the bank lines still to reconcile and compares them with the open invoices. When there is no possible doubt, it reconciles the line by itself. When there is, it only leaves a suggestion, with the reason, for a person to decide.

This does not use AI and sends nothing outside the company: it follows a fixed rule. The line is only reconciled by itself if:

• the amount is exactly what remains to be paid on the open document, and the line date is 30 days or less from the document's due date, before or after (30 days is the default value of the Suggestion window (days) in the bank configuration);
• the document reference (for example “FT D26/30”) is in the line description;
• no other open document fits as well;
• there is no other bank line identical to this one;
• and the line's IBAN does not contradict the supplier's.

When to use it?

• You imported the statement and want the obvious lines reconciled without handling them one by one.
• You want to see what the Copilot reconciled or suggested, and why.
• The Copilot reconciled a line with the wrong document and you want to undo it.

Where to find it?

• Run the Copilot: Accounting › Reconcile › What is there to do with the banks?, under Supporting lists, Bank lines. Select the lines and use Actions › Reconcile with the Copilot.
• See what it did: on the same page, under Supporting lists, Bank lines of the Copilot.

Before you start

• The profile is Accountant. All the steps below were done to the end with that profile.
• In Copilot › Control › Switches, Copilot (master switch of the company) and Bank lines that reconcile by themselves must be on (type You decide: it comes off, because it touches the accounts). Only Fiscal administration or the administrator can turn them on. See How to turn the Copilot on or off and control the data sent.
• The bank lines are already in fiscaldoo: see How to import a bank statement.

How to use it

Asking the Copilot to reconcile

1. Open Accounting › Reconcile › What is there to do with the banks? and, under Supporting lists, click Bank lines. The Bank lines to reconcile list opens with the To reconcile filter.
2. Select the lines (the box in the header selects all). If the list has lines from a cash journal, leave them out: the Copilot also reconciles them (see “Important notes”).
3. Click Actions and Reconcile with the Copilot.

The Copilot also runs by itself once a day, in the companies with the switch on, on the lines it has not yet handled.

Seeing the result and accepting a suggestion

1. Go back to What is there to do with the banks? and, under Supporting lists, click Bank lines of the Copilot. The list has Date, Description, Value, Copilot (Reconciled by the Copilot, Suggested by the Copilot or Undone by a person), Item chosen by the Copilot and Why the Copilot chose it.
2. Read the reason for each suggestion. If the proposed document is right, click Accept on the line.

If the suggestion is wrong, do not click Accept: reconcile the line by hand, as explained in How to reconcile bank transactions.

Undoing a Copilot reconciliation

1. In Bank lines of the Copilot, on the Reconciled by the Copilot line, click Undo. The Undo the reconciliation window opens, with the bank line and the Reconciled documents.
2. Type the Reason and click Undo reconciliation.

Expected result

• After Reconcile with the Copilot, a message summarises what happened. In the example, with 5 lines: “Copilot. 1 reconciled (certain), 0 by your rules, 2 suggested, 2 without a match.”

  • Reconciled: the transfer “TRF PAPELARIA CENTRAL LDA FT D26/30”, of €4,847.43, with invoice FT D26/30 for the same amount. The invoice is paid.
  • Suggested: €143.10 from Padaria Aurora, with the reason “The item fits by amount and date, but nothing proves it (no reference, no IBAN).”, and €123.00 from a customer with two open invoices of €123.00, with the reason “Several open items fit; a person has to choose.”
  • Without a match: a bank fee and a transfer without a reference. They stay to be reconciled and do not appear in Bank lines of the Copilot.

• The bank transaction is posted like this (checked in the ledger, line of €4,847.43):

  Entry	Account	Debit	Credit
  Bank line	121 Depósitos à ordem	4,847.43
  	120001 Conta Transitória		4,847.43
  Reconciliation	120001 Conta Transitória	4,847.43
  	2111 Clientes gerais (Papelaria Central)		4,847.43

• Accept reconciles the line with the suggested document: the line leaves Bank lines of the Copilot and the invoice is paid. In the example, Padaria Aurora's FT D26/28 became paid.

• Undo makes a reversal of the reconciliation dated today (nothing is deleted): debit and credit swap on the same accounts and the invoice becomes open again (on FT D26/30, €4,847.43 due again). The line becomes Undone by a person and goes back to the Bank lines to reconcile.

• Each reconciliation, suggestion, acceptance and undo is recorded in Copilot › Control › Log (see How to see what the Copilot did and what it sent to the AI).

Important notes

• A line that was undone is never again reconciled by the Copilot. Reconcile it by hand.
• The Copilot does not look again at a line it has already handled. A suggested line you did not accept stays suggested; running Reconcile with the Copilot again does not reassess it.
• The IBAN alone is never enough to reconcile: with the IBAN and without the document reference, the line is only suggested.
• Your rules run before the Copilot. Reconciliation models marked as automatic (see How to automate bank reconciliation) run first; the message counts them under “by your rules”.
• Accept tells you what it did: “Copilot. Suggestion accepted: “line description” was reconciled with document. It no longer appears in this list; the trace is in the Copilot log, and “Bank lines” shows it as reconciled.” appears. To see the line again, open Bank lines and remove the To reconcile filter. The acceptance is also in Copilot › Control › Log.
• The same Actions menu has Suggest classification (AI). It is another function, which uses an AI provider (switches AI connection and AI - Classifier) to propose the account and VAT of a transaction. It is not covered here. With the AI off, it refuses with the same message as “The Copilot is turned off”.
• Cash lines: the daily run only reads bank journals, but Reconcile with the Copilot handles all the selected lines, including those of a cash journal. If you do not want the Copilot to reconcile cash, do not select those lines.

Common problems

“The Copilot is turned off for company…”

• Symptom: Reconcile with the Copilot says “The Copilot is turned off for company "…". Nothing was done. Only the Fiscal administration profile can turn on the Copilot and this agent: ask someone with that profile.”
• Cause: the master switch or Bank lines that reconcile by themselves is off.
• What to do: ask Fiscal administration to turn them on in Copilot › Control › Switches. The Accountant cannot change them (“You do not have permission to change “Copilot switch (company and agent)””).

“Some required fields are empty” when undoing

• Symptom: in Undo the reconciliation, the Undo reconciliation button says “Some required fields are empty. Fill in the fields marked in red to be able to save.”
• Cause: the Reason is missing.
• What to do: type the reason and click again.

The Bank lines of the Copilot list is empty

• Symptom: “No bank line treated by the Copilot yet. The lines it reads from the bank statements appear here.”
• Cause: the Copilot has not run yet, or it did not find any document for the lines (lines without a match do not appear here).
• What to do: run Reconcile with the Copilot on the Bank lines, or wait for the daily run.