Categorize Unmatched Items [v26.2] 

Note: This feature is available for Enterprise License and Professional License users only. It is not available for Free License accounts.

Starting from version 26.2, preparers can assign a category to an unmatched item when adding a comment during the Preparation stage of a bank account reconciliation. Categories classify the nature of the unmatched transaction and are used to calculate risk scores on the Unmatched Risk Dashboard.

All user roles (Admin, Designer, Power User, and Viewer) can view category assignments on the Reconciliation Details page. Only preparers can assign or change categories.

Prerequisite

Categories must be configured in Administration > Categories before they are available for assignment. For more information, see Categories.

Assign Categories to an Unmatched Item

Categories are assigned through the Add Comment dialog on the Unmatched Items tab of the Reconciliation Details page. Categories are available for unmatched items on both the GL Account side and the Support Source (Bank Account) side.

To assign a category to an unmatched item:

1. Navigate to the Reconciliations module.

2. Click the account row to open the Reconciliation Details page.

3. Click the Unmatched Items tab.

4. Locate the unmatched item to categorize.

5. Click the Comment icon on the item row.

   The system displays the Add Comment dialog.

   

6. Enter a comment in the Comment field (optional but recommended).

7. Click the Category dropdown and select the appropriate category.

   The dropdown displays all enabled categories configured for the reconciliation source type (Bank Account or Manual). Each category shows the category name and its risk level badge.

8. Click Save.

   The category assignment is saved with the comment. The category is visible to all user roles on the reconciliation.

Note: Category assignment is available only during the Preparation stage (In Progress status). Once the reconciliation is submitted for review, category assignments are locked and cannot be changed unless the reconciliation is rejected back to the Preparation stage.

Note: Items with no category assigned are treated as High risk by default.

Change a Category Assignment

To change a previously assigned category:

1. Open the Reconciliation Details page and navigate to the Unmatched Items tab.

2. Locate the item with the category to change.

3. Click the Comment icon on the item row.

4. Select the new category from the Category dropdown.

5. Click Save.

Category Assignments and Carry-Forward

When unmatched items carry forward to subsequent periods, their category assignments carry forward with them. In subsequent periods, category assignments remain editable during the Preparation stage, allowing preparers to update the classification if the nature of the item has changed.

Bulk Line-level Commenting and Categorization [v26.2] 

Bulk line-level commenting allows users to apply a single comment, or update the category, across multiple unmatched line items at once — instead of editing each line individually. This is useful when several lines share the same explanation, such as lines belonging to the same invoice, GL account, or transaction pattern.

Bulk commenting and bulk categorization are available on both the GL side and the Support Source side of the reconciliation. Neither a comment nor a category is mandatory — users can update only comments, only categories, or both.

To add a bulk comment or category:

1. On the reconciliation details page, select the check box for each unmatched line item you want to update. The action button displays the number of selected rows (for example, Update 6 rows).

2. Click Update [N] rows. The bulk update dialog opens.

3. Enter a comment, select a category, or both.

4. Click Update. The comment and category are applied to all selected lines.

Note: When you re-select the same set of rows that already share a comment, the dialog opens pre-filled with the existing comment so you can amend it. If the selection includes a row with a different comment or no comment, the dialog opens empty, because two different comments cannot be displayed together.

Note: Individual line-level commenting and categorization remain available alongside the bulk option.