Cash Application

Contents

• Overview
• Connect a Bank Account
• Map a GL Account
• Payment Matching
• Dashboard Overview
• Review Transactions
• Review Matches
• Best Practices

Overview 

The Cash Application feature in Ordway enables you to automatically match incoming bank transactions to open invoices and apply payments with minimal manual effort.

Use Cash Application to:

• Connect your bank account securely
• Map the bank account to a General Ledger (GL) account
• Automatically match incoming payments to invoices using improved matching logic
• Review and apply matched payments

Prerequisites

Before using Cash Application, ensure that the feature is enabled for your company. If it is not enabled, contact the Ordway Support team for assistance.

Connect a Bank Account

1. In the left navigation menu, click Ordway Payments → Cash Application.
   
2. Click Connect Bank Account.
3. Follow the prompts to:
   • Select your bank
   • Enter your login credentials
   • Choose the account(s) to connect
4. Confirm the connection.

Map a GL account

After connecting your bank account:

1. Select a General Ledger (GL) account.
   
2. Click Save.

Mapping ensures that all transactions are recorded correctly for reconciliation.

Payment Matching

Once setup is complete:

• Bank transactions are automatically imported.
• The system attempts to match transactions to invoices using:
  • Invoice ID
  • Customer Name
  • Amount
  • Reference details
  • Partial invoice ID matching
  • Fuzzy customer name matching

Matched transactions appear in the Cash Application dashboard.

Before matching transactions, the system normalizes data by:

• Converting names to lowercase 
• Removing spaces and punctuations
• Trimming invoice IDs
• Rounding amounts to two decimals

Dashboard Overview

The dashboard provides a summary of transaction activity:

• Total Transactions – Total imported transactions
• Matches – Transactions with suggested matches
• No Matches – Transactions without matches
• Applied – Payments applied to invoices
• Ignored – Excluded transactions

You can also:

• Filter by date range
• Filter by bank account
• Refresh data

Review Transactions

• Go to the Transactions section to view details:
  
• Date
• Description
• Amount
• Status
• Match criteria

Transaction Statuses

Review Matches

The Review action allows you to validate and confirm system-suggested invoice matches for incoming bank transactions before applying payments.

When the system identifies potential matches between a bank transaction and open invoices, the transaction is marked as Pending (Matches Found).

Use the Review action to:

• Verify suggested invoice matches
• Adjust or select the correct invoice(s)
• Confirm payment allocation before applying

When to use

Use Review when:

• A transaction has one or more suggested matches
• You want to validate match accuracy before applying payment
• Multiple invoices are suggested and require selection

Review a Transaction

For transactions with matches:

1. Go to Ordway Payments → Cash Application.
2. Navigate to the Transactions section.
3. Locate a transaction with status Pending (Matches Found).
4. Click Review from the three-dot menu.  The New Payment dialog box is displayed.
   
   
5. Verify suggested invoices.

6. Confirm details such as:

   • Customer
   • Invoice amount
   • Match criteria

   Note	When you create a payment through Cash Application, the Payment Date is automatically populated with the transaction feed date from the imported bank transaction. It does not default to the current date.

The system may show:

• Single match – High confidence
• Multiple matches – Requires confirmation

Review may be required when:

• Multiple invoices are suggested
• Invoice amounts do not exactly match
• Partial invoice ID matches are identified
• Customer name fuzzy matches are identified

Handle Unmatched Transactions

For transactions without matches:

• Manually search and match invoices, or
• Mark the transaction as Ignored

Best Practices

• Review partial matches before applying payments
• Use customer tags to improve matching accuracy

Related Topics

• Payment Collection
• Refund Processing
• Payout Management
• Dispute Handling