Free License - Managing Reconciliation Templates [v26.3]
The Reconciliations sub-module in Administration allows administrators to create and manage reconciliation templates.
A 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.
Manage reconciliation templates
To manage reconciliation templates:
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Navigate to Settings > Reconciliations.
The Reconciliations templates page displays all configured reconciliation templates for your organization.
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Use the following controls to filter and manage templates:
Control
Function
Search Reconciliations
Searches templates by reconciliation name or GL account name.
Create New Reconciliation
Opens the Create Reconciliation dialog to add a new template.
Add Legal Entity Account
Add Legal Entity Account
Refresh
Refreshes the templates list with the latest data.
Pagination
Displays rows per page selector (default: 25), total user count, and page navigation controls.
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The table displays the following template information. Click the chevron (▶) on any row to expand it and view the full GL account and support source details with currency badges:
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:
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Click Create New Reconciliation.
The system displays the Create Reconciliation dialog.
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Enter the following fields:
Field
Description
Support Type *
Select the reconciliation type. Available options are
Bank Account and
Standard
Intercompany
Reconciliation Name *
Enter a name for the reconciliation.
GL Accounts
Select the GL Accounts using the checkboxes. The panel displays a count of selected accounts.
Only accounts enabled in the GL Accounts sub-module are available; accounts already assigned to another template are shown with an "Assigned to" label and cannot be selected.
Use Search GL Accounts to filter by name or account number.
Bank Accounts
Available when Support Type is Bank Account. Select one or more bank accounts to participate in the reconciliation.
The panel displays a count of selected accounts. Accounts already assigned are shown with an "Assigned to" label.
Use Search BankAccounts to filter by name or account number.
Tolerance
[v26.3]
Select a tolerance setting from the dropdown.
Available options are:
Use System Default (default)
Currency Amount
Percentage of Balance
Higher of Currency Amount or Percentage of Balance
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)
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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.
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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.
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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.
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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.
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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.
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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.
Click the Edit (pencil icon) on the template row. The Edit Reconciliation dialog opens with the current field values
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Update the fields as needed.
Use the same panel controls as described in Create a Reconciliation Template.
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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.
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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.
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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:
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.
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.
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.
Delete a reconciliation template
The Delete option is located at the bottom left of the Edit Reconciliation dialog.
To delete a reconciliation template:
Locate the template in the list.
Click the Edit (pencil) icon on the template row. The Edit Reconciliation dialog opens.
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Click Delete at the bottom left of the dialog.
The Delete Reconciliation confirmation dialog opens with the message: "Are you sure you want to delete [reconciliation name]? This action cannot be undone."
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Click Delete to confirm, or Cancel to return to the Edit dialog.
The template is removed from the list.
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.
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:
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1. In the GL Accounts panel, click Add new GL account.
The Add GL Account dialog opens.
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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.
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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:
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Click Add new bank account at the bottom of the Bank Accounts panel. The Add Bank Account dialog opens.
In the Bank Accounts panel, click Add new bank account.
The Add Bank Account dialog opens.
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Enter the required details in the following fields:
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.
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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.
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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
To delete a reconciliation template:
Locate the template in the list.
Click the Delete (trash icon) on the template row.
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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.
Reconciliation Tolerance Override [v26.3]
The Tolerance Override section in the Create Reconciliation and Edit Reconciliation dialogs allows administrators to set a submission tolerance for a specific reconciliation template. The tolerance defines the maximum unmatched balance permitted when a preparer submits a reconciliation for review.
When the unmatched balance exceeds the configured tolerance at submission, the Submit for Review button is disabled and a warning indicator is displayed. The preparer must resolve the outstanding items before submission is allowed.
To configure the tolerance override for a reconciliation template:
Open the Create Reconciliation or Edit Reconciliation dialog.
Scroll to the Tolerance Override section.
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In the Tolerance dropdown, select one of the following options:
Option Description Use System Default
Applies the system-wide default tolerance configured in Settings > Configuration. This is the default selection. When selected, the dialog displays the current system default below the dropdown — for example, "Uses the system default: Currency Amount = 1.00".
Currency Amount
Sets a fixed tolerance value in the account's legal entity currency. Enter the amount in the field that appears.
Percentage of Balance
Sets a tolerance as a percentage of the account balance at the time of submission. Enter the percentage in the field that appears.
Higher of Currency Amount or Percentage of Balance
Configures both a fixed amount and a percentage. The system evaluates both at submission and applies whichever threshold is higher.
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Click Save.
The tolerance override applies to all reconciliation instances generated from this template. Changes to the override take effect immediately on instances currently in the Preparation stage.
Note: Changes to Configuration settings take effect immediately on new reconciliation instances and templates in the Preparation stage. Changes do not affect reconciliations already in Review or beyond.
For information on setting tolerance at the system level, see Managing Configuration.