Free License - Reconciliation List Page

The Reconciliations page lists all reconciliations for the selected period and provides tools to search, filter, sort, and act on them.

Managing the Reconciliation List

To manage Reconciliations:

1. Navigate to the Reconciliations module. The Reconciliations tab is displayed by default, showing all configured accounts.

2. Use the page actions and controls at the top of the page:

   Control	Function
   Upload	Uploads supporting documents associated with reconciliation periods.
   Refresh	Refreshes the page with the latest reconciliation data.
   Search reconciliations	Searches reconciliations by reconciliation name, GL account name, or account number.
   Type [v26.3]	Filters the reconciliation list by reconciliation type, such as Bank Account or Standard.
   Assignees dropdown	Filters the list by assignee (Preparer, Reviewer, or Approver).
   Sort by dropdown	Sorts the list by the selected criterion. Default: Most Recent (Updated).
   Status filter	Filters the list by workflow status: All - Displays all reconciliations regardless of status. Not Started - Displays reconciliations that have not been initiated. In Progress - Displays reconciliations currently being prepared. In Review - Displays reconciliations submitted for review. Pending Approval - Displays reconciliations awaiting approval. Approved - Displays approved reconciliations.
   Clear Search & Filters	Removes all applied search and filter criteria and returns to the default view.
   Pagination [v26.1]	Displays page navigation controls at the bottom of the reconciliation list, including rows per page selector and page numbers. The pagination bar also displays a Reconciliation Usage Label showing the number of enabled reconciliation accounts against the allowed limit (for example, "Reconciliations: 6 of 5000 used").

   Note: When the limit is reached, the label displays in red text: "Reconciliations: 25 of 25 used (Limit Reached)", indicating no additional accounts can be enabled until existing accounts are disabled.

   Note: [v26.3]  If no reconciliations match the selected filter criteria, the reconciliation list displays a No search results message. Use Clear Search & Filters to reset the filters and return to the full list.

3. Review account information in the reconciliation list.

   Each row represents one reconciliation and displays the following columns and row-level actions:

   Column / Action	Description
   Reconciliation Name [v26.3]	The display name of the reconciliation. For grouped (many-to-one) reconciliations, this represents the combined reconciliation.
   GL Account [v26.3]	The GL account associated with the reconciliation. For grouped reconciliations, a count badge shows the number of GL accounts included.
   Support Source [v26.3]	The support source type, either Standard or a Bank Account identifier. For grouped reconciliations, a count badge shows the number of support sources included.
   Balances [v26.3]	GL Balance - The balance from the ERP. Support Balance - The balance from the support source (bank statement for Bank Account or sum of support lines for Standard).
   Differences [v26.3]	Unreconciled Balance - The difference between GL Balance and Support Balance. Unreconciled Lines - The count of unmatched lines (Bank Account only). Displays a dash (—) for Standard reconciliations.
   Assignees	Displays the assignees for each workflow role: Preparer, Reviewer, and Approver. Displays "Anyone" if no specific user is assigned.
   Status	Displays the current workflow status: Not Started, In Progress, In Review, Pending Approval, or Approved.
   Go to Files	Shows the number of supporting documents attached. Click the file count to navigate to the Files module filtered for this account.
   Export to Excel	Downloads the reconciliation statement in Excel format. See Download Reconciliation Statements.
   More Options	Three-dot menu with the following options: Open Reconciliation Details - Opens the Reconciliation Details page for the selected account. [v26.1] Change Assignees - Opens the Change Assignees dialog to update the Preparer, Reviewer, or Approver. Admin users only. [v26.3] Sync to Latest Version - Updates the reconciliation instance to use the latest reconciliation template version. Available only when the instance is In Progress. [v26.3] Delete Instance - Deletes the reconciliation instance for the selected period. Available only when the instance is In Progress and restricted to administrator and designer roles.

4. Click any account to open the specific Reconciliation Details page for that reconciliation. The Details page provides type-specific actions and controls:

   • Bank Account reconciliations - See Bank Account Reconciliation.

   • Standard reconciliations[v26.3] - See Standard Reconciliation.

5. Click Go to Files to view or upload supporting documents for each account.

6. Click Export to Excel to download the reconciliation statement in Excel format. See Download Reconciliation Statements.

7. Click the three dots (More Options) to access the following options:

   1. Open Reconciliation Details - Opens the Reconciliation Details page for the selected account.

   2. Change Assignees [v26.1] - Opens the Change Assignees dialog to update the Preparer, Reviewer, or Approver. Admin users only.

Change Assignees [v26.1] 

The Change Assignees action allows authorised users to reassign one or more workflow roles for a reconciliation without deleting or recreating it.

To change the assignees:

1. Locate the reconciliation in the list.

2. Access the Change Assignees action for the reconciliation. The system displays the Change Assignees dialog.

3. Update the following fields as needed:

   Field	Description
   Preparer	The user responsible for preparing the reconciliation. Defaults to Anyone if no specific user is assigned.
   Reviewer	The user responsible for reviewing the reconciliation. Defaults to Anyone.
   Approver	The user responsible for approving the reconciliation. Defaults to Anyone.

4. Click Save. The assignee changes are applied immediately and reflected in the Assignees column of the list.

Note: Assignee changes are recorded in the audit trail with the timestamp and the user who made the change.

Note: The Change Assignees option is available on any reconciliation regardless of its status and is restricted to Admin users only.

Note: Changing an assignee resets the reconciliation status to In Progress. A note on the dialog warns: "Changing the assignee will reset the Status back to In Progress."

The assignee list uses the same list of assignees available in Account Settings. The change applies only to the specific reconciliation instance and does not affect the Legal Entity Account configuration. The change is recorded in the workflow history with full traceability.

[v26.3] Sync a Reconciliation Instance to the Latest Version

When a reconciliation template is modified, a new template version is created.

Not Started reconciliation instances automatically use the newest version. Reconciliations that have already started continue using the version that was active when they entered the Preparation stage.

Administrators can use Sync to Latest Version to apply the latest template configuration to eligible reconciliation instances.

To sync an instance to the latest version:

1. Open the reconciliation instance.

2. 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:

• Removes existing matches.

• Replaces GL or support transactions for affected accounts.

• Removes opening carry-over lines.

• Resets balances based on the latest template configuration.

• Removes attachments associated with removed accounts.

Changes that do not affect account mappings, such as reconciliation names or assignee assignments, update without resetting transactions or balances.

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, Pending Approval, or Approved), revert or reject it to Preparation first, then sync.

[v26.3] Delete a Reconciliation Instance

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

To delete a reconciliation instance:

1. Open the reconciliation instance.

2. From the More Options menu, select Delete Instance.

3. 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.