Falaah Falaah AI

Reconciling Payroll Debits

Match the debit your payroll provider pulls from your bank to the payroll run it pays, from the All Transactions register.

Each payday your payroll provider pulls the total net pay from your operating account in one debit. Muin compares these debits with your payroll runs and suggests the run that was paid.

Where to find it

Finance → Reconciliation → All Transactions, then set the Surface filter to Payroll. The register is the one list of bank rows, so these rows also appear there with no filter.

You need permission to view ledger reconciliation to see these rows, and permission to change it to match them. Marking a row N/A needs permission to manage ledger reconciliation. The Finance Officer role has all three.

How Muin finds the match

Muin looks only at money going out. The main test is the amount: the debit should equal the run’s total net pay. It also checks that the run’s check date is close (within 5 days) and looks for the provider’s name in the bank description. When the description names the provider’s own run ID, that run is the match. A match at or above the payroll auto-confirm level (0.85 by default) is confirmed without review. In Settings this level is listed as Payroll debit.

You can change the auto-confirm level in Finance → Reconciliation → Settings under Auto-confirm thresholds (0.50 to 1.00). A higher number means fewer automatic matches and more rows for you to review.

Matching a row

  1. Open Finance, then Reconciliation, then All Transactions.
  2. In the filters, set Surface to Payroll. Only payroll debits show.
  3. Click a row. The drawer shows the bank row, Muin’s suggestion and the candidate records.
  4. If the suggestion is right, press its button. If not, press Different action → and choose from More options.
  5. If the row is not a payroll debit at all, choose Mark as N/A in More options. Only people who can manage ledger reconciliation see this action.

What each status means

Status in All Transactions What it means
Needs review Muin has not confirmed a match. Open the row and pick a record or another action.
Matched (or the record type, such as Payroll or Grant) The bank row is linked to its record.
Marked not applicable Someone marked the row N/A. It is left out of reports. Open the row to see why, or undo it.

Common problems

  • Taxes are pulled separately. Some providers take net pay and payroll taxes in separate debits. The tax debit will not equal a run’s net pay. Match or categorize it by hand.
  • Two runs on the same day with the same total. Muin cannot tell them apart by amount and date. Open the row and pick the right run.
  • No rows at all. The empty view reads “Payroll debits matched against employee compensation records.” Press Open payroll.