Free License Managing Reconciliation Templates [v26.3]

The Reconciliations tab in Administration allows administrators to create and manage reconciliation templates.

Reconciliation template defines how reconciliations are created and managed. Templates determine the reconciliation type, participating GL accounts, support sources, account mapping structure, and assigned preparer, reviewer, and approver.

Note: Expand the reconciliation template to view the GL & Support source details.

Note: Reconciliation templates support one-to-one (1:1), one-to-many (1:M), many-to-one (M:1), and many-to-many (M:M) account mappings.

Reconciliation template — the configuration that defines how a reconciliation is set up.
Reconciliation instance —the active reconciliation created from a template for a specific period. A new instance is automatically created for each open period from the active template.

When a template is created:

Reconciliation instances are automatically generated for the open periods.
Not Started instances automatically inherit template updates.
Started instances continue using the template version that was active when they were created.
Administrators can synchronize eligible instances with the latest template version.

Note: Only Admin users can create, edit, or delete reconciliation templates.

Note: Support source configuration is now managed in the Reconciliations tab. It was previously set on individual accounts in the Accounts tab, which has been renamed to GL Accounts.

To manage reconciliation templates:

Navigate to the Administration module.
Click the Reconciliations tab.

The Reconciliations templates page displays all configured reconciliation templates for your organization.

Use the following controls to filter and manage templates:

Control	Function
Create New Reconciliation	Opens the Create Reconciliation dialog to add a new template.
Refresh	Refreshes the templates list with the latest data.
Search	Searches templates by reconciliation name or GL account name.

Review reconciliation template information in the table:

Column	Description
Reconciliation Name	The display name for the reconciliation. Defaults to the GL account name.
GL Account	The GL account or accounts assigned to this template. For grouped templates, multiple GL accounts are shown.
Support Source	The support source type: Bank Account or Standard
Preparer	The user responsible for preparing the reconciliation.
Reviewer	The user responsible for reviewing the reconciliation.
Approver	The user who provides final approval.
Edit	Pencil icon to edit the reconciliation template. Editing and deleting a template are both performed here.

Create a Reconciliation Template

To create a new reconciliation template:

Click Create New Reconciliation.

The system displays the Create Reconciliation dialog.

Enter the following fields:

Field	Description
Support Type	Select the reconciliation type. Available options are Bank Account and Standard. This is a mandatory field.
Reconciliation Name	Enter a name for the reconciliation. This is a mandatory field.
GL Accounts	Select the GL Accounts using the checkboxes. Only accounts enabled in the GL Accounts tab are available; accounts already assigned to another template are shown with an "Assigned to" label and cannot be selected.
Bank Accounts	Available when Support Type is Bank Account. Select one or more bank accounts to participate in the reconciliation.

The number of selected GL accounts and support sources determines the reconciliation mapping type.

One GL account + One support source = One-to-One (1:1)
One GL account + Multiple support sources = One-to-Many (1:M)
Multiple GL accounts + One support source = Many-to-One (M:1)
Multiple GL accounts + Multiple support sources = Many-to-Many (M:M)

Use these controls to filter and manage the selection in the GL Accounts or Bank Accounts panel:
- Select all — Selects all visible enabled accounts.
- Clear all — Deselects all accounts.
- Hide used — Hides accounts already assigned to another template.
- Show disabled — Toggles the display of accounts disabled in the corresponding tab (GL Accounts tab or Bank Accounts tab). Disabled accounts are hidden by default, appear with a visual indicator when shown, and cannot be selected. Click Hide disabled to hide them again.
  
  Note: Disabled GL accounts and bank accounts are displayed for reference only and cannot be selected for new or updated reconciliation templates.
- Search — Searches the list by name or account number.
To add a GL account that is not listed (Free License only), click Add new GL account.

For more information, see the Add a new GL Account Manually (Free License only) section.
To add a bank account that is not listed, click Add new bank account.

For more information, see the Add a new Bank Account section.
To group multiple GL accounts or bank accounts together in a single reconciliation, select two or more accounts in the GL Accounts panel, the Bank Accounts panel, or both.

Note: Only same currency GL Accounts or Support source are allowed.

The grouping type applied depends on how many accounts are selected in each panel. For details about supported grouping types, see Grouped Reconciliations.
Click Save.

The new reconciliation template appears in the list. Reconciliation instances are automatically generated for the current and upcoming periods, with Anyone assigned to each role by default. Assignees can be updated later.

Note: Preparer and Reviewer can be the same person. Reviewer and Approver cannot be the same person.

Note: The default assignment for all roles is Anyone — any user with appropriate permissions can perform that role.

Edit a Reconciliation Template

To edit an existing reconciliation template:

Locate the template in the list.
2. Click the Edit (pencil icon) on the template row. The Edit Reconciliation dialog opens with the current field values
Update the fields as needed.
Use these controls to filter and manage the selection in the GL Accounts or Bank Accounts panel:
- Select all — Selects all visible enabled accounts.
- Clear all — Deselects all accounts.
- Hide used — Hides accounts already assigned to another template.
- Show disabled — Toggles the display of accounts disabled in the corresponding tab (GL Accounts tab or Bank Accounts tab). Disabled accounts are hidden by default, appear with a visual indicator when shown, and cannot be selected. Click Hide disabled to hide them again.
  
  Note: Disabled GL accounts and bank accounts are displayed for reference only and cannot be selected for new or updated reconciliation templates.
- Search — Searches the list by name or account number.
To add a GL account that is not listed (Free License only), click Add new GL account.

For more information, see the Add a new GL Account Manually (Free License only) section.
To add a bank account that is not listed, click Add new bank account.

For more information, see the Add a new Bank Account section.
To group multiple GL accounts or bank accounts together in a single reconciliation, select two or more accounts in the GL Accounts panel, the Bank Accounts panel, or both.

Note: Only same currency GL Accounts or Support source are allowed.

The grouping type applied depends on how many accounts are selected in each panel. For details about supported grouping types, see Grouped Reconciliations.
Click Save.

The reconciliation template is updated and a new template version is created. Existing reconciliation instances are affected based on their current state (see the notes below).

Note: The Support Type cannot be edited. To change the support type for an account, remove the account from the template and add it again under the required type.

Note:

Editing a template affects reconciliation instances as follows:
- Not started instances — updated automatically to reflect the latest template version.
- In Progress instances — can be synced to the latest version (see Sync a Reconciliation Instance to the Latest Version).
- Beyond preparation instances — continue to use the version that was active when the instance started. To apply the changes, revert or reject the instance to preparation first.

Editing a Grouped Reconciliation Template

When a grouped reconciliation template is updated, changes affect both future reconciliation instances and existing instances that are synced to the latest template version.

Adding Accounts

When a GL account or support source is added:

The account becomes part of the reconciliation group.
Aggregated balances include the new account.
Historical balances are not automatically affected.
Opening carry-over lines can be uploaded for newly added accounts where required.

Removing Accounts

When a GL account or support source is removed:

Future reconciliations no longer include the account.
Existing unmatched and carry-over lines are not automatically moved.
Opening carry-over lines can be uploaded to a different reconciliation if those items need to continue being tracked.

For information about grouped reconciliation behavior, see Grouped Reconciliations.

Add new GL Account Manually

On Free License accounts, GL accounts are added manually. If the GL account you need is not listed in the GL Accounts panel, you can add it without leaving the Create Reconciliation dialog.

Note: The Add new GL account option is available on Free License accounts only. On Enterprise and Professional accounts, GL accounts are imported from the connected ERP.

To add a GL account:

1. In the GL Accounts panel, click Add new GL account.

The Add GL Account dialog opens.

Enter the following details:

Field	Description
Legal Entity Name	The name of the legal entity for this account.
Legal Entity Functional Currency	The functional currency for the legal entity. Select from the dropdown.
GL Account #	A unique identifier for the GL account.
Account Name	The name or description of the account.

Click Create GL Account.

The new GL account appears in the GL Accounts panel and is available for selection. The GL account is also added to the GL Accounts tab in Administration.

Note: The system validates for duplicate Legal Entity Name and Account Number combinations. Duplicate accounts are not allowed.

Add a New Bank Account

If the bank account you need is not listed in the Bank Accounts panel, you can add it without leaving the Create Reconciliation dialog.

To add a bank account:

In the Bank Accounts panel, click Add new bank account.

The Add Bank Account dialog opens.

Enter the following details:

Field	Description
Bank Account Name	The display name for the bank account.
Bank Name	The name of the bank.
Account Number/IBAN	The account number or IBAN. This is a mandatory field.
Currency	The currency for the bank account. Select from the dropdown. This is a mandatory field.

Click Create Bank Account.

The new bank account is added and becomes available for selection in the Bank Accounts panel.

To delete a reconciliation template:

Locate the template in the list.
Click the Delete (trash icon) on the template row.
Confirm the deletion.

The template is removed from the list.

Note:

Deleting a template affects reconciliation instances as follows:

Not started instances — removed immediately.
Already started instances — remain active for their current period. A Delete Instance option appears on affected instances, allowing an administrator to remove them individually (see Delete a Reconciliation Instance).

For information on enabling GL accounts for reconciliation, see Managing GL Accounts.

Delete a Reconciliation Template