Bank reconciliation for transporters: match the statement to the book, line by line, every month
A transport company moves money through several banks and several cash boxes: receipts from parties, payments to truck owners and stations, advances to drivers, salaries, EMIs. NShine ERP does not reconcile the bank automatically. It gives you a bank book with running balances for each account, a day book you can filter to one bank, and a voucher for every transfer, so the monthly match is a comparison, not a reconstruction.
*No credit card required
Why the bank never matches the register
The statement shows a credit the clerk never recorded, a debit nobody recognises, a transfer between two of your own accounts booked as an expense, and a driver advance that went out of the cash box but was typed against the bank. Each is small. Together they leave a balance on paper that is different from the balance in the bank, and the difference is discovered when the CA asks for it.
- Receipts recorded against the wrong account, or not at all
- Transfers between your own accounts entered as income or expense
- Cash advances and cash fuel typed as bank payments
- Salaries marked paid before the transfer went, or transferred and never marked
- Station credit settled from the station’s figure, not yours
What you reconcile with
Bank Book and Cash Book
Finance reports with every movement on an account and a running balance, for the period you choose. Print or export to Excel and put it beside the statement.
Day Book by account
Filter the day book to one bank and one voucher type to see only the receipts, only the payments or only the transfers that touched it.
Bank & Cash screen
Cash In Hand and Money in Banks at the top, one row per bank and cash account with its balance, as the books have it today.
Transfers as vouchers
A Bank Transaction carries a voucher number, from account, to account, amount and date, so a transfer between your own accounts is never an expense.
Station bills from fuel
A fill marked Not Paid becomes a bill for the station, so the station’s monthly debit on the statement matches a bill with a balance and an age.
Salaries on their own list
The Salary payments screen lists approved salaries with bank, account, IFSC and IBAN per employee, marked paid once the transfer goes.
Bring one month’s bank statement
A 30-minute demo where we post a week of receipts and payments and match the bank book to it. No credit card, no setup fee.
How the match is done
Open the Bank Book for the account and the month. Each line on the statement should have a line in the book with the same date and amount. Work down both. Where a statement line has no book line, the entry was never made; where a book line has no statement line, the entry was made against the wrong account or has not cleared yet.
What you find | What it usually is | What to post |
|---|---|---|
A credit on the statement, nothing in the book | A party paid and nobody recorded it | A customer receipt against the open invoice, naming this bank |
A debit on the statement, nothing in the book | A supplier, station or EMI paid outside the system | A supplier payment against the bill, or the EMI from Schedules |
A book entry on this bank, no statement line | Recorded against the wrong account, or paid from cash | Correct the account on the receipt or payment |
A transfer shown as an expense | Money moved between your own accounts | A Bank Transaction from one account to the other |
A salary debit with no salary marked paid | The transfer went before the list was updated | Mark the salary paid on the Salary payments screen |
When every line has its pair, the closing balance on the Bank & Cash screen equals the closing balance on the statement, and the month is done.
Before and after
A balance the CA rebuilds
What month-end looks like without a bank book.
- Receipts and payments in a register, the bank in a PDF
- Transfers between accounts counted as income
- Cash and bank mixed on one page
- The difference found once a year
- Station credit paid from the station’s figure
A balance you can show
The same month with NShine ERP.
- Bank Book with running balance, per account, per period
- Transfers as vouchers with a number
- Cash accounts and bank accounts on separate rows
- The difference found every month, line by line
- A station bill for every credit fill
Several banks, several cash boxes
Each bank is its own account and so is each cash box: the office cash, a branch cash box, a driver-advance box. A shortage is then found in the right box instead of in a single cash total. A negative balance shows on its row at once, which is usually a payment typed against the wrong account rather than money that is missing.
What it does not do
NShine ERP does not import the bank statement or match lines on its own. The comparison is yours; the system’s part is to give you a bank book that is complete, because every receipt, payment, fuel entry, salary and EMI posted its own entry when it happened, and a place to post the line that is missing.
The monthly routine
- Open the Bank Book for the account and the month; print it or export to Excel.
- Tick each statement line against its book line by date and amount.
- Post what is missing: a receipt, a supplier payment, a bank transaction, or a salary marked paid.
- Correct any entry recorded against the wrong account.
- Check the closing balance on the Bank & Cash screen against the statement; repeat for each bank and cash box.
What stops happening
A bank balance on paper that nobody trusts
Transfers counted as income or expense
Cash and bank mixed in one total
A year-end difference nobody can explain
Salaries paid twice because nobody marked them
Station credit paid from the station’s figure
Watch the product in action
A walkthrough of the transport management software, in your preferred language.
Frequently asked questions
Bank and cash books are included in every plan
Plans are priced by bookings per month and own vehicles, with a free trial and no setup fee. Pick the one that fits, or book a demo first.