Free License - Managing Accounts

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

Note: Free License account does not include ERP integration. You can manually create accounts using the Add Account button and maintain your legal entity accounts. The system supports a maximum of 20 accounts/reconciliations per period.

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

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 status:

   • Select All to view all accounts.

   • Select Enabled to show active accounts requiring reconciliation.

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

5. Review account information in the table:

   Column	Description
   Legal Entity	Name of the legal entity.
   Account #	Unique identifier for the account.
   Account Name	Full name and description of the account.
   Support Source	Displays the reconciliation source type: Manual icon for manual accounts, or Bank Account Number for bank reconciliations. Click the Edit icon next to the support source to edit bank account details.
   Preparer	User responsible for the account reconciliation.
   Reviewer	User responsible for reviewing reconciliations.
   Approver	User who provides final approval.
   Edit	Click the pencil icon to edit account details (legal entity information only).
   Enable/Disable	Toggle to enable or disable the account for reconciliation.

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.

To enable additional accounts, disable an existing enabled account to free up capacity, or upgrade to Enterprise for a higher limit.

Adding Accounts Manually

To add/create an account manually:

1. Click the Add button (plus icon) in the header.

   The Add Account pop-up opens.

   

2. Enter the required account information:

   Field	Description
   Legal Entity Name	Name of the legal entity for this account.
   Legal Entity Functional Currency	Currency for the legal entity. Select from the dropdown.
   Account #	Unique identifier for the account.
   Account Name	Full name and description of the account.
   Support Source Type	Select the reconciliation source type: Manual or Bank Account.
   Enable for Reconciliation	Toggle to enable the account for reconciliation immediately.

3. If you select Bank Account as the Support Source Type, enter additional bank details:

   • Bank Account Number/IBAN: The bank account number or IBAN (required).

   • Bank Name: Name of the banking institution (optional).

   • Support Source Currency: Currency for the bank account (required). Must match the Legal Entity Functional Currency. By default, the system populates this field with the Legal Entity Functional Currency. No selection is required.

4. Click Create Account.

The account appears in the accounts list.

Note:  

• The Free License account supports a maximum of 20 reconciliations per period. To add more, upgrade to the Enterprise version.

• The system checks for duplicate Legal Entity Name and Account Number combinations. Duplicate accounts are not allowed.

• If you do not select a Support Source Type, the account defaults to Manual.

• The Legal Entity Functional Currency and Bank Account Currency must match.

Editing Accounts

To edit an existing account:

1. Locate the account in the account list.

2. Click the Edit (pencil) icon on the account row.

The Edit Account tab opens.

3. Modify the account information as needed.

4. If you select Bank Account as the Support Source Type, enter additional bank details:

   • Bank Account Number/IBAN: The bank account number or IBAN (required).

   • Bank Name: Name of the banking institution (optional).

   • Support Source Currency: By default, the system populates this field with the Legal Entity Functional Currency.

5. Click Save Changes.

Note: The Edit Account dialog allows you to edit legal entity information only.

Editing Support Source Details

To edit support source details:

1. Locate the account in the Accounts list.

2. Click the Edit icon next to the Support Source column.

The Edit Support Source dialog opens.

3. Modify the support source details as needed:

   1. Bank Account Number/IBAN: Update the bank account number or IBAN.

   2. Bank Name: Update the name of the banking institution.

   3. Support Source Currency: Update the currency. Must match the Legal Entity Functional Currency.

4. Click Save.

Note: This option is available only for accounts with Bank Account as the support source type. Changing the Support Source Type may reset the reconciliation for the current period.

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 bank accounts matching the Legal Entity currency are selectable.

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