Managing Accounts

The Accounts tab allows administrators to view and manage all financial accounts requiring reconciliation.

Access the Accounts Tab

To access and manage the Accounts tab:

1. Navigate to the Administration module.

2. Select the Accounts tab.

The Accounts tab displays by default, showing all configured accounts.

Managing Accounts

To manage accounts:

1. Navigate to the Administration module.

   The Accounts tab is displayed by default, showing all configured accounts.

2. Use the Search bar to locate specific accounts by entering account numbers, names, or keywords.

3. Click the Refresh button to update the account list with the latest data.

4. Use the account status filter to display accounts by reconciliation requirement:

   • Select All to view all accounts.

   • Select Enabled to show active accounts requiring reconciliation.

   • Select Disabled to show accounts that do not require reconciliation.

   Note: All accounts are initially imported in the "All" state. Accounts can be enabled for reconciliation when needed or disabled when reconciliation is not required, such as dormant accounts or accounts under specific thresholds. This helps streamline the reconciliation process by focusing only on active accounts.

5. Review account information in the table:

   Column	Description
   Legal Entity	Name of the legal entity
   Account Number	Unique identifier for the account
   Account Name	Full name and description of the account
   Supporter Source	Indicates type of reconciliation source: Manual: Displays for accounts without bank statements (accrued expenses, prepaid accounts, or other GL accounts) Bank Account Number: Shows the actual bank account number when configured for automatic bank reconciliation. By default, when you enable an account without configuring a support source, it automatically defaults to Manual type. You can modify the support source configuration at any time, even after enabling the account for reconciliation.
   Preparer	Assigns user responsible for the account reconciliation
   Reviewer	Assigns user responsible for reviewing reconciliations
   Approver	Assigns user who provides final approval
   Enable/Disable Account	Enables/Disables the account for reconciliations.

6. To assign account responsibilities, click the Preparer, Reviewer, or Approver dropdown and select a user. Changes are saved automatically.

7. To enable or disable an account, toggle the Enable/Disable switch on the account row.

Note:  

• Preparer and Reviewer can be the same person but Reviewer and Approver cannot be the same person.

• The default assignment for all roles is "Anyone," meaning any user with appropriate permissions can perform that role.

• If the user does not appear in the dropdown, add the user in the insightsoftware platform and refresh the Users list.

• Enabled accounts (blue) appear in the Reconciliations module. Disabled accounts (grey) do not appear in reconciliation workflows.

• The 20-account limit is enforced when you enable accounts.

License Count Management [v26.1] 

Starting from version 26.1, Free License users can create an unlimited number of reconciliation accounts but can enable a maximum of 20 accounts at a time. This limit applies to enabling accounts, not creating them.

When the enable limit is reached, the system displays: "You have reached your reconcile account limit. Upgrade your plan to add more accounts."

Note: Disabled accounts remain in the system and retain all reconciliation data. Re-enable them at any time by disabling another account.

Update the Support Source for an account

To update the Support Source for an account:

1. Click the pencil icon for the account you want to modify.

2. Select the required support source type from the dropdown:

   1. For Bank Account Support Source:

      1. Select Bank Account from the dropdown.

      2. Enter the required information:

      Field	Description
      Account Number	The bank account number or IBAN (required)
      Bank Name	Name of the banking institution (optional)
      Currency	Currency in which the bank account operates (required)

   2. For Manual Support Source:

      1. Select Manual from the dropdown.

      2. No additional configuration is required.

3. Click Save.

   Note: The support source can be modified at any time, even after enabling the account for reconciliation.

Note: [v26.1] When Support Source is set to Bank Account, the bank account selector displays all enabled accounts from the Bank Accounts tab in Administration. Only enabled bank accounts appear in the selector.

See Managing Bank Accounts for details on adding and managing bank accounts.

Assign or update account responsibilities

To assign or update account responsibilities:

1. Click the Preparer dropdown and select the responsible preparer.

2. Click the Reviewer dropdown to assign a review user.

3. Click the Approver dropdown to designate the final approver.

   Note:  

   • Preparer and Reviewer can be the same person.

   • Reviewer and Approver cannot be the same person (system enforces separation of duties)

   • Any user can be assigned as "Anyone," meaning any user can perform that role.

   Changes are saved automatically or upon confirmation.

4. Toggle Enable/Disable Account radio button to enable or disable the account for reconciliations.

   Note:

   • After enabling accounts, refresh the integration data for the accounts to appear in the Reconciliations module.

   • Disabled accounts will not appear in reconciliation workflows.