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When a cost is first booked to a pass-through balance sheet account, such as accrued expenses, and paid later in a separate transaction, the direct cash flow can’t tell which payment settled which accrual. Linking tells Caleido. The payment date and status of the payment are copied to the linked accrual transactions, so the cost lands in the direct cash flow on the day the money actually left the bank. Read more about the method in Direct cash flow.
The direct cash flow view is not yet available to every organization. Ask the Caleido team if you want it turned on for your organization.

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How linking works

  • One transaction in a link is the Payment. The others are Accrual transactions
  • The payment date and status of the payment are copied to every linked accrual transaction
  • If the payment changes later, the linked transactions stay in sync
  • When you remove a link, the accrual transactions get their original payment date and status back
  • One document can be settled by more than one payment, for example a credit note and a bank payment. The same payment can’t be linked to the same document twice
You can link transactions in the General ledger report and in the List view of a report.
1

Select the transactions

Select the lines of the accrual transactions and the line of the payment. The selection must include at least two different transactions. Linking is not available when you use Select all, so pick the rows one by one.
2

Open the link window

Click Actions and select Data > Link transactions…. The Link transactions window opens and lists the lines of each selected transaction.
3

Choose the payment

Caleido suggests which transaction is the payment. Check the Role column. To change it, click the Accrual badge of the right transaction to make it the Payment. Pick exactly one payment.
4

Check the totals

Below the table you see the total of the accruals, the Payment and the Difference. A check mark means they balance. If the documents were already settled by payments on different days, choose which payment date they carry.
5

Save the link

Click Link. If the payment differs from the accruals, Caleido asks you to confirm before it links them.
If Caleido can’t link the selection, a warning in the window tells you why. For example, the payment you picked may itself be linked to another payment, so you need to remove that link first.
Add the Linked transaction column to the table with Columns… in the Actions menu. The column shows:
  • on an accrual transaction, the number of the payment it is linked to
  • on a payment, how many transactions are linked to it
Click the value to see the link. On an accrual you can select Show payment transaction to open the payment.
  • One link: click the value in the Linked transaction column and select Remove link. On a payment, select Remove all links
  • Several links: select the linked transactions, click Actions and select Data > Unlink transactions…
Confirm with Unlink. The transactions return to their original payment date and status.