All Payments

Route: Finance → All Payments (/bank/entry/list)

This is the ledger of every bank entry — one row per line on your bank statements, income and expense alike. It is where you reconcile transfers against bookings.

All Payments ledger

Column	What it shows
Date	The value date of the transaction.
Description	The bank's text for the line. A green dot means the entry is fully assigned.
Value	The amount (negative for money going out).
Assigned	A chip with the amount already matched to bookings — green when it equals the value, red when money is still unassigned. Click it to open the entry.

At the top you can filter by Show unassigned entries only (hide everything already reconciled), filter to income, and pick one or more currencies.

Importing a bank statement

Statement files are imported into a bank account. Open the account (from All Banks) and click Import, then choose the file your bank exported. Gurita detects the format automatically — it reads CSV, MT940 (.sta), QIF, OFX and QFX, and CAMT (ISO 20022 .xml). It creates one bank entry per statement line and skips any line it already holds, so re-importing an overlapping statement never doubles up an entry.

To import a statement and reconcile it:

1. Go to All Banks and open the account the statement belongs to.
2. Click Import and pick the exported file.
3. If Gurita cannot recognise a CSV's columns, a mapping step opens. Match each column (date, amount, description, reference) to the field it holds; optionally tick Set account balance manually and enter the opening and closing balances. Click Save.
4. The new lines appear in All Payments (and in the account's own entries list), each with a red Assigned chip until you match it.
5. Match each incoming line to its booking (next section). Expense lines you don't need to match can be left as they are.
6. Confirm the account's New and Calculated balances agree — see Reconciling an account above.

Tip: import statements regularly (weekly is common). The sooner an entry exists, the sooner you can match it and the more accurate every booking balance stays.

Matching a payment to a booking

This is the core reconciliation step. Open an entry (click its row or the Assigned chip) to see its details and its payments.

Assign a bank entry to a booking

To assign money to a booking:

1. In the entry, open the Create section.
2. Enter the Amount to assign (Gurita suggests the remaining unassigned amount).
3. Type a Reference if you want one on the booking's folio.
4. Search for the Booking by number, guest name, or invoice number, and select it.
5. Click Add.

Gurita records a Bank Transfer payment on that booking, reduces its open balance, and updates the Assigned chip. The Amount defaults to the entry's remaining unassigned amount, so a one-to-one transfer is a single click.

Splitting one entry across bookings. A lump-sum transfer often pays several bookings at once. Assign part of it to the first booking, then repeat the steps — each time Gurita suggests what is still unassigned. The Assigned chip stays red and shows the running matched total until the last cent is allocated, then turns green. You can stop part-way and come back later; a partly matched entry simply keeps its red chip.

Unallocated money. If a transfer is larger than the booking it pays, assign only what the booking owes and leave the rest on the entry (red chip) for another booking, or park it as a credit (see Agent Credits and Customer Credits). Never inflate an amount just to make an entry go green — the surplus belongs somewhere real.

Different currencies. If the booking is billed in a different currency from the bank entry, Gurita asks for the conversion rate (as a rate, or as an absolute value) before recording the payment, so the booking is credited in its own currency.

The payments table lists everything matched to the entry, each with its assignment date, reference, booking, and amount. A green cash icon next to a payment means that booking is now fully paid. If a temporary payment is waiting on the chosen booking, tick Remove temporary payments and pick which pending ones this real payment settles, so the booking is not credited twice.

Warning: removing a payment here also removes it from the booking and re-opens that balance. When a booking is resolved (fully settled and closed), its payments are frozen and the delete button is greyed out — reopen the booking before you can change them.

Reconciliation and the locked-month freeze

Reconciling a period means every statement line is imported, every incoming line is matched to a booking, and each account's New and Calculated balances agree. A tidy way to close a month:

1. Import every account's statements for the month.
2. Filter All Payments to Show unassigned entries only and clear the incoming lines one by one.
3. Open Temporary Payments and settle any that now have a real entry.
4. Confirm each account reconciles on All Banks.

Once a month is closed for reporting, a manager can lock it on the finance report. A locked month freezes that month's profit-and-loss figures — they are reported from a snapshot and stop moving, even if a later edit touches a booking dated in that month. Months lock one asset at a time, oldest month first, and only the most recently locked month can be unlocked. Locking is a reporting control: on its own it does not stop you importing or matching payments — that is what the resolved state on a booking does. See period locking in Reports.

Who can access this: requires the Bank entries permission (view). Adding or removing matched payments also needs the Bookings (edit) permission. Visible when the Bank module is active.

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