Transaction Matching for Manual Reconciliations

Manual reconciliations are used for accounts without bank statements, such as accrued expenses, prepaid accounts, or other GL accounts. The process focuses on setting the support balance and documenting any variances through unmatched line items.

To perform transaction matching for a manual reconciliation, follow these steps:

• Step 1: Open Manual Reconciliation

• Step 2: Set Support Balance

• Step 3: Add Unmatched Line Items

• Step 4: Manage Existing Unmatched Lines

• Step 5: Add Unmatched Lines for Carryover Items

• Step 6: Clear Carryover Items in a Future Period

• Step 7: Submit Manual Reconciliation for Review

Open Manual Reconciliation

To open a manual reconciliation:

1. Navigate to the Reconciliations module.

2. Locate a manual account (identified by the manual icon in the Support Source section)

   

3. Click on the account row to open the Reconciliation Details page.

Set Support Balance

The first step in manual reconciliation is establishing the support balance.

To set the support balance:

1. Click Set Balance.

2. Enter the correct balance that should reconcile to the GL balance.

   

3. The system automatically calculates and displays the Difference.

Reconciliation Scenarios:

Add Unmatched Line Items

When a variance exists between GL and Support balances, document it through unmatched line items.

To add unmatched line items:

1. Click Add Unmatched Line button.

2. In the dialog box, enter the following:

   Feild	Description
   Date	Defaults to the last day of the selected period. You can change the date if needed.
   Amounts	The variance amount (e.g., €73)
   Descriptions	What the unmatched item represents

3. Click Add Line.

   

4. Repeat for additional variance items as needed.

5. The unmatched line appears in the list with options to:

   • Edit - Modify the amount or description

   • Delete - Remove the line item (only in Preparation stage)

   • Add Comment - Provide additional information

Note: The total of all unmatched line items must equal the variance between GL Balance and Support Balance.

Manage Existing Unmatched Lines

For carryover items from previous periods:

1. Review existing unmatched lines in the current period.

• For items that have cleared:

  1. Select the unmatched line.

  2. Click Delete to mark as cleared.

  3. Add a comment explaining the resolution.

• For items still outstanding:

  1. Leave as is to continue carrying forward.

  2. Edit if amounts or descriptions need updating.

Note: Once an item is cleared in the current period, it cannot be edited in historical periods, preserving the audit trail.

Add Unmatched Lines for Carryover Items

For transactions that cannot be matched in the current period:

1. Select the unmatched transaction (either GL or bank side)

2. Click Add as Unmatched Line.

3. In the dialog box, enter:

   Feild	Description
   Amounts	The transaction amount
   Descriptions	Clear explanation of the variance
   Comment	When/how it will be resolved (e.g., "Will be cleared in November")

4. Click Submit

   These unmatched lines automatically carry forward to future periods until cleared.

Clear Carryover Items in a future period

To clear a carryover item:

1. Open the reconciliation and locate the carryover item in the Unmatched Lines section.

2. Verify the item has been resolved in source systems.

3. Click Delete to clear the item.

4. Add a comment explaining the resolution.

Note: Once cleared in a future period, the item cannot be edited or deleted in historical periods, protecting the audit trail.

Carryover Item Behavior

Unmatched lines behave differently depending on the period you are viewing:

Example: Carryover Item Lifecycle

The following table illustrates how a €73 timing difference is managed across multiple periods:

This approach ensures complete documentation of timing differences while maintaining the integrity of historical records.

Submit Manual Reconciliation for Review

Once all variances are documented:

1. Verify reconciliation completeness:

   • Support balance is correctly set.

   • All variances are explained through unmatched line items.

   • Total unmatched items equal the GL/Support variance.

2. Click Submit for Review.

   

3. Optionally add comments about the reconciliation.

4. Click Confirm.

The reconciliation moves to Review stage and the status indicator updates.

Out-of-Balance Warning [v26.1] 

If the reconciliation is out of balance, the Submit for Review button is disabled and a red warning icon displays next to it. Hovering over the icon displays a tooltip explaining the imbalance. Resolve the imbalance before submitting.