Free License Managing Reconciliation Templates [v26.3]

The Reconciliations tab in Administration allows administrators to create and manage reconciliation templates. A reconciliation template defines the configuration for a reconciliation — the support type, the legal entity accounts, the support source (bank account or manual), and the assigned preparer, reviewer, and approver.

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 period from the active template.

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 Legal Entities.

To manage reconciliation templates:

Navigate to the Administration module.
Click the Reconciliations tab.

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

Use the following controls to filter and manage templates:

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

Review reconciliation template information in the table:

Column	Description
Reconciliation Name	The display name for the reconciliation. Defaults to the GL account name.
Legal Entity Accounts	The legal entity account assigned to this template.
Support Source	The support source type: Manual or the assigned bank account name.
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 template.

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 support type: Bank Account or Manual. This is a mandatory field.
Reconciliation Name	Enter a name for the reconciliation. This is a mandatory field.
Legal Entity Accounts	Select the legal entity accounts using the checkboxes. Only accounts enabled in the Legal Entities tab are available; accounts already assigned to another template are shown with an "Assigned to" label and cannot be selected. Use Select all, Clear all, or Hide used to manage the selection, or use the search box to find an account.
Bank Accounts	(Bank Account support type only) Select the bank accounts to use as the support source using the checkboxes. Use Select all, Clear all, or Hide used to manage the selection, or use the search box to find an account. To add a bank account that is not listed, click Add new bank account. For more information, See Add a Bank Account section

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.

Add a 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.

Edit a Reconciliation Template

To edit an existing reconciliation template:

Locate the template in the list.
Click the Edit (pencil icon) on the template row.

The system displays the edit dialog with the current field values.
Update the fields as needed.
Click Save.

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.

Delete a Reconciliation Template

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 Legal Entities.

Sync a Reconciliation Instance to the Latest Version

When a reconciliation template is edited, a new version is created. In-progress instances continue to use the version that was active when they started. To apply the latest template version to an in-progress instance, use the Sync to Latest Version option.

To sync an instance to the latest version:

Open the reconciliation instance.
Click Sync to Latest Version.

The instance is updated to use the latest template configuration.

When an instance is synced and a mapped account (GL or support side) has been removed or replaced, the system:

Unmatches all matched lines.
Removes all GL lines and support lines for the affected account and loads the new lines for the latest account.
Removes attachments.
Drops opening (carry-over) lines.
Resets the GL Balance and the Support Balance.

Note: If the template change was a silent refresh — for example, only an assignee change or a reconciliation name change — none of the above side effects occur. Only account (mapping) changes trigger the line and balance reset.

Note: The Sync to Latest Version option is available only while the instance is In Progress. Not-started instances are synced automatically. For an instance beyond preparation (in review, approved, or completed), revert or reject it to preparation first, then sync.

Delete a Reconciliation Instance

When a template is deleted, instances that have already started remain active for their period. The Delete Instance option lets the administrator remove such an instance.

To delete a reconciliation instance:

Open the reconciliation instance.
From the three-dot menu, select Delete Instance.
Confirm the deletion.

Upon deletion, the system:
- Unmatches all previously matched lines.
- Drops opening (carry-over) lines and unlinks (orphans) their attachments.
- Deletes the instance from the period.

Note: The Delete Instance option is available only while the instance is In Progress. For an instance beyond preparation, revert or reject it to preparation first, then delete.

Note: Deleting an instance is restricted to administrator and designer roles. Preparers, reviewers, and approvers cannot delete instances.

Carry-over Line Behaviour

When an account is mapped to a reconciliation template, the system creates a reconciliation instance per period. The handling of opening carry-over lines depends on whether the account continues in the next period:

When an account is newly added to a template in any period, an option to upload opening carry-over lines is available for that account in that period.
If an account is removed from a template (or moved to a different template) in a later period, any unmatched or carry-forward lines from the previous period are not carried over automatically. To retain them, upload the opening carry-over lines manually in the new reconciliation.

Note: For one-to-one mapping, the account for carry-over lines is selected by default. The account selector supports future many-to-one, one-to-many, and many-to-many configurations.