Overview

The LedgerSync for Accounting CS application uses a 4-step workflow to process bank transactions: Select, Load & Match, Review, and Export. This article explains each step in detail and how to use the workflow effectively.

The 4-Step Workflow

Step 1: Select Client, Account, and Date Range

On the Review page:

1. Choose Client: Select the client from the dropdown (populated from your connected LedgerSync account)
2. Choose Bank Account: Select the bank account you want to process
3. Set Date Range: Enter Start Date and End Date for the transactions you want to review
4. Click "Load Transactions": This initiates the process

Step 2: Load & Automatic Matching

After clicking "Load Transactions", the system:

• Retrieves transactions from LedgerSync for the specified date range
• Applies automatic matching using three engines:
  • Rule-Based Matching: Uses your firm-wide and client-specific vendor rules (70-85% coverage)
  • AI Matching (GPT-4.1): For transactions without rule matches, AI suggests vendors and GL codes
  • Semantic Matching: Handles abbreviations and variations (e.g., "AMZN" → "AMAZON")
• Displays a progress bar showing matching status

Step 3: Review Matched Transactions

Once matching is complete, transactions appear in a table with color coding:

Color Coding System:

• 🟢 Green = Rule Match (high confidence, system has seen this vendor before)
• 🟡 Yellow = AI Match (review recommended, system is suggesting based on description)
• 🔴 Red = Unmatched (requires manual vendor and GL code assignment)

Match Type Labels:

• "Rule" - Matched using a vendor rule you created or imported
• "AI" - Matched using GPT-4.1 artificial intelligence
• "Semantic" - Matched using semantic similarity (handles variations)

Reviewing and Correcting:

• Click any transaction to edit the vendor name or GL code
• When you correct a transaction, the system automatically creates a rule for future matching
• Use bulk actions to apply the same vendor/GL code to multiple transactions

Step 4: Export to ACS Format

After reviewing all transactions:

1. Click "Export to ACS Format" button
2. System generates an 11-column CSV file formatted for the Accounting CS Spreadsheet Import Wizard
3. Download link appears
4. Click "Download" to save the CSV to your computer
5. CSV file is saved to your Downloads folder

CSV Format (11 Columns):

• Date
• Description
• Vendor Name
• Vendor Code
• GL Code
• Debit Amount
• Credit Amount
• Reference Number
• Memo
• Transaction Type
• Account Number

Understanding Match Types in Detail

Rule-Based Matching

This is the most reliable matching method:

• Uses vendor rules you've created manually or imported from FIRMADMIN
• Typically achieves 70-85% coverage once rules are established
• Green color coding indicates high confidence
• Example: Transaction "CHECKCARD STARBUCKS 123" matches rule for "STARBUCKS"

AI Matching (GPT-4.1)

Used when no rule match is found:

• AI analyzes the transaction description
• Suggests vendor name and GL code based on context
• Yellow color coding indicates you should review before accepting
• Accuracy improves as the system learns from your corrections
• Example: "PAYMENT TO ABC SERVICES" → AI suggests "ABC Services" + appropriate GL code

Semantic Matching

Handles abbreviations and variations:

• Matches similar vendor names even with different spellings
• Examples:
  • "AMZN MKTP" → "AMAZON MARKETPLACE"
  • "USPS" → "UNITED STATES POSTAL SERVICE"
  • "AT&T" → "AT&T"

How Rules Are Created from Corrections

When you correct a transaction during review:

1. You assign the correct vendor name and GL code
2. System creates a "Contains" rule using the transaction description
3. Rule is stored for future use
4. Next time a similar transaction appears, it will match automatically (green)

Example:

• Transaction: "CHECKCARD STAPLES 456"
• You assign: Vendor = "Staples", GL Code = "6100"
• Rule created: Description contains "STAPLES" → Vendor = "Staples", GL = "6100"
• Future transactions with "STAPLES" will auto-match

Export History and Re-Downloads

After exporting transactions:

• Export is saved in the system for 90 days
• You can re-download the same export file without re-processing
• Export history shows:
  • Client name
  • Account
  • Date range
  • Export date/time
  • Transaction count

To Access Export History:

1. Go to Settings page
2. Scroll to "Export History"
3. Click "Download" next to any previous export

Best Practices for the Workflow

Start Small:

• Process one client at a time when getting started
• Use short date ranges initially (e.g., 1 week or 1 month)
• Let the system learn your patterns gradually

Review AI Matches Initially:

• Yellow (AI) transactions should be reviewed
• Confirm the AI suggestion is correct before accepting
• Correcting AI matches creates rules for future accuracy

Use Bulk Actions:

• Select multiple similar transactions
• Apply the same vendor/GL code to all selected
• Saves time on repetitive transactions

Build Rules Gradually:

• Each correction creates a rule
• Over time, your rule coverage will increase
• Goal: 70-85% automatic green matches

Need Help?

If you have questions about the Review & Export workflow:

• Email: support@ledgersync.com
• Knowledge Base: Visit our help center

Related Articles:

• Article 76: What is LedgerSync for Accounting CS?
• Article 78: How to Get Started with LedgerSync for Accounting CS
• Article 82: How to Import LedgerSync CSV Files into Accounting CS
• Article 83: Creating and Managing Vendor Rules
• Article 84: Creating and Managing GL Code Rules