Free License - Reconciliations

The Reconciliations module is the central workspace for managing, tracking, and completing account reconciliations. This interface displays all reconciliation activities for the selected period and enables users to prepare, review, and approve reconciliations.

The Free License account requires manual entry of GL Balance and GL Lines (transactions). Enter this data through manual entry or template import. The reconciliation workflow and approval process work the same as Enterprise account.

Access Reconciliations

To access the Reconciliations module:

Log in to Account Reconciliation.
Select Reconciliations from the left navigation pane.

The Reconciliations page displays all enabled accounts for the current period.

To view reconciliations for a different period:

Go to the Period selector in the header bar.
Select the desired period from the dropdown.

Reconciliation Account Types

Account Reconciliation supports two reconciliation types based on the support source configuration:

Bank Account Reconciliation

Uses bank statements as the support source.
Enables automatic transaction matching through AI.
Requires bank statement files in Excel, CSV, or PDF format.
Requires GL Balance and GL Lines before matching occurs.

Manual Reconciliation

Used for accounts without bank statements (accrued expenses, prepaid accounts, and similar).
Requires manual entry of support balance.
Uses unmatched line items to document variances.
Requires GL Balance. GL Lines are not required for manual accounts.

Reconciliation Workflow

Account Reconciliation uses a three-stage approval workflow. After you set GL Balance and import GL Lines (for bank accounts), the workflow works the same as Enterprise.

Stage	Description	Status Indicator
Preparation	Preparer sets GL Balance, adds GL Lines, uploads bank statements, and performs matching.	Not Started (grey) or In Progress (blue)
Review	Reviewer examines the reconciliation and approves or rejects it.	In Review (yellow)
Approval	Approver provides final sign-off or rejects the reconciliation.	Pending Approval (orange) or Approved (green)

Modifying Data After Preparation Stage

To modify GL Balance or GL Lines after the Preparation stage:

Revert the reconciliation to In Progress status.
Restart the reconciliation to apply changes.

Workflow Rules

Role Assignment: Preparer and Reviewer can be the same person. Reviewer and Approver cannot be the same person.
Comments: Comments are optional when submitting or approving. Comments are mandatory when rejecting.
Revert Approval: Only the original approver can revert the approval.

Reconciliation Workflow Restrictions

To protect data integrity and maintain proper audit trails, editing actions are automatically disabled once a reconciliation moves beyond the Preparation stage.

Actions are also blocked if the reconciliation for the same account in a prior period is still open. The system displays a message indicating that you cannot perform any action until the prior period reconciliation is closed.

Bank Account Reconciliations

Once a bank reconciliation is submitted for review, the following actions are locked:

Set GL Balance
Import GL Balance
Add GL Lines
Edit GL Lines
Delete GL Lines
Match transactions
Unmatch transactions
Upload files
Edit transaction details
Delete transactions

Manual Reconciliations

Once a manual reconciliation is submitted for review, the following actions are locked:

Set GL Balance
Set Support Balance
Add unmatched line items
Edit unmatched lines
Delete unmatched lines
Upload files