Bank Transactions
Bank transactions are the individual money movements recorded against one of your bank or cash accounts in PMSuite. They come from the finance records you already create — payments, expenses and recurring expenses each carry a Bank Account field, and choosing an account there ties that record to the account's transaction history. Reviewing an account's transactions is how you check what PMSuite believes has moved through that account before comparing it with your real bank statement.
Who can use it
Company Admin, plus any role granted permission to the Bank Account module. Bank Account is one of the modules that can be switched on or off per company in Settings → Module Settings — if it is disabled, the menu item and the Bank Account field on finance forms do not appear.
Prerequisites
- At least one account created on the Bank Accounts page. Accounts are of type Bank or Cash, and each has its own fields (Sort Code, Bank Name, Account Holder Name, Account Number, Account Type, Currency, Contact Number, Opening Balance, Status, Bank Logo).
- The Opening Balance set on the account, since every later movement is counted on top of it.
How to Access
Navigation: Sidebar → Finance → Bank Account (/account/bankaccounts), then open the account whose transactions you want to review.
Related finance records live at:
- Payments —
/account/payments - Expenses —
/account/expenses - Invoices —
/account/invoices
How transactions get created
Most transactions are a by-product of normal finance work rather than something you enter separately:
| Source record | Where the account is chosen | Result |
|---|---|---|
| Payment | Bank Account field on the payment (alongside Paid On, Amount, Currency, Exchange Rate, Transaction ID, Payment Gateway) | Money in, against that account |
| Expense | Bank Account field on the expense (alongside Purchase Date, Price, Currency, Exchange Rate, Purchased From) | Money out, against that account |
| Recurring expense | Same field set as an expense, plus Billing Frequency and Total Count | Money out each time a copy is generated |
| Invoice | Bank Account field on the invoice | Directs the client to the account you want paid; the movement itself is recorded when the payment is entered |
Because the linkage lives on the source record, the fastest way to correct a transaction attributed to the wrong account is to open the underlying payment or expense and change its Bank Account value.
Transaction dates
A transaction's date comes from the date field on the record that created it — Paid On on a payment, Purchase Date on an expense — and both are chosen with a date picker rather than being fixed to the day you entered the record.
Set that field to the day the money actually moved at the bank, not the day you did the data entry. That is what makes a later comparison against a bank statement line up. If you get it wrong, reopen the payment or expense and change the date there rather than deleting and re-creating the record.
Reviewing an account
- Open the account from Finance → Bank Account.
- Review its transactions for the period you care about.
- Pull the matching statement from your bank for the same period.
- Work through the differences one at a time:
| What you see | Likely cause | What to do |
|---|---|---|
| A movement on the bank statement that is missing in PMSuite | The expense or payment was never recorded | Record it as an expense or payment against the right account |
| A movement in PMSuite that the bank does not show | The record was linked to the wrong account, or the item has not cleared yet | Open the source record and check its Bank Account field; otherwise wait for it to clear |
| Right movement, wrong day | The date was entered as the entry date | Open the source record and correct Paid On (payment) or Purchase Date (expense) |
| Amounts differ on a foreign-currency item | Currency and Exchange Rate on the source record | Check both fields on the payment or expense and correct them |
Effect on other features
- Bank Accounts: the account balance shown on the Bank Accounts page is the Opening Balance plus everything recorded against it, so a bad transaction shows up there first.
- Bank Statements: there is no separate statement screen — what PMSuite offers as a statement is this transaction history, so corrections are always made on the source record.
- Expenses and reports: money out recorded as a proper expense also reaches Expense Reports and the finance dashboard, which is a good reason to record spending as an expense wherever the item genuinely is one.
- Payments: payments recorded against an account also appear in the Payments list, where Transaction ID, Exchange Rate and Bank Account are available as columns and filters.
Limitations
- No automatic bank feed. PMSuite does not connect to your bank to pull transactions in; everything arrives through the records you create. Workaround: record spending as expenses (the expense import is safest with ISO
YYYY-MM-DDdates, so you can bulk-load from a statement export) and record incoming money as payments. Bank Feeds is a planned addition to PMSuite; no release date has been confirmed. - No reconciliation tool that ticks off statement lines for you. Workaround: use the period review above and keep the review interval short — a month at a time is far easier to unpick than a quarter.
- Transactions cannot be edited as records in their own right. Amount, date and account all belong to the payment or expense that produced them. Workaround: open the source record and change its Bank Account, amount or date field there.
Troubleshooting
The account balance looks wrong. Check the account's Opening Balance first — an incorrect opening figure shifts every later total by the same amount without any individual transaction looking wrong.
A transaction is dated a day off. Open the payment or expense behind it and correct Paid On or Purchase Date.
A foreign-currency expense does not match the bank. Verify Currency and Exchange Rate on the expense — the converted figure follows the rate stored on the record, not the rate your bank used on the day.
An expense or payment does not appear against any account. Its Bank Account field was probably left empty. Open the record and set it.
No Bank Account item in the sidebar. The Bank Account module is toggled off for your company, or your role has no permission for it. Ask a Company Admin to enable it.