Free License - Files

The Files module serves as the centralized document management system for all reconciliation-related documentation in Account Reconciliation. This dedicated workspace enables users to upload, organize, view, and manage supporting documents essential for the reconciliation process.

The module provides a comprehensive repository where all supporting documentation—including bank statements, GL reports, audit evidence, and compliance documents—is stored, organized, and easily accessible. Files are automatically linked to their corresponding accounts and periods, ensuring proper documentation trails for audit and compliance purposes.

Accessing Files

To access the Files module:

1. Log in to Account Reconciliation.

2. Select Files from the left navigation sidebar.

   The Files page displays all uploaded documents for the current period.

To view files for different periods:

1. Click Period selector in the header bar.

2. Select the desired period from the dropdown.

Note: [v26.3] Error files cannot be associated with a specific period and remain visible across all periods regardless of the period selected.

To view files for a specific legal entity: [v26.3] 

1. Click the Legal Entity Selector in the header bar.

2. Select a legal entity from the dropdown.

   The Files page updates to display only files associated with that legal entity.

Note: Files that cannot be associated with a specific legal entity — such as error files — remain visible in all legal entity views.

Managing Files Page

The Files page provides comprehensive tools for viewing, uploading, and managing supporting documents.

1. Navigate to the Files module.

   The Files page displays all documents uploaded for the current period.

2. Use the action buttons and filters in the header bar:

   Control	Function
   Upload	Adds new supporting documents (bank statements, GL reports, audit evidence)
   Refresh	Updates the file list to show newly uploaded documents
   Search Files	Searches files by name, account number, or keywords
   Filter by Attachment [v26.3]	Tabs that filter files by attachment status. All displays all files. Attached displays files linked to a reconciliation or checklist. Not Attached displays files not linked to any reconciliation or checklist, including files with Error, orphaned, or pending-action statuses.
   Filter by File type	Filters files by type: PDF / Excel / CSV / Image
   Filter by File status [v26.3]	Filters files by processing status: All Statuses (displays all files regardless of status) Ready (file processed successfully — includes previously Attached and Completed files) Needs Attention (file requires user action — previously Pending User Action) Error (file could not be processed)
   Sort by	Sorts files by date or name
   Clear Search & Filters	Removes all applied filters and returns to the default view
   Grid View	Displays files as cards in a grid layout with preview thumbnails
   List View	Shows files in a traditional table format with sortable columns

3. Review file information displayed:

   Information	Description
   File Type Icon	Visual indicator of file type (PDF, Excel, CSV, or Image)
   File Name	Name of the uploaded file
   File Size	Size of the file in KB or MB
   Upload Date	Date and time when file was uploaded
   Parse Status [v26.3]	Shows processing status with visual indicators: Green checkmark - Successfully processed Spinner - Currently processing Red error icon - Processing failed [v26.3]  Shows processing status with visual indicators: Attached (successfully processed) — green checkmark Pending User Action — orange icon Processing (currently being parsed) — spinner Error (processing failed) — red icon Orphaned — blue badge (file has no legal entity or GL account assigned)
   Legal Entity	Associated legal entity name
   GL Account	Associated account number and name
   Bank Account	Bank account information (if applicable)
   Period	Accounting period covered by the document
   File Hash	Unique identifier that changes when file content is modified
   Actions	Download icon - Save a local copy Delete icon - Remove file (with restrictions)

4. Click Upload to add new supporting documents.

5. Select files using the file browser or drag and drop them into the upload area.

   Note: Files are automatically linked to the appropriate account and period.

   [v26.1] 

   Note: File uploads are limited to a maximum of 20 files per upload batch. If more than 20 files are selected, the system displays an error message. Upload additional files in subsequent batches. This limit applies to all file upload areas including bank statement uploads, GL line uploads, and checklist attachments.

6. Use Search Files to find files by name or account.

7. Apply filters to show files by type, or status.

8. Sort the files by date or name.

9. Toggle between Grid View/List View to review uploaded files based on your preference:

10. Click Refresh to see newly uploaded documents.

11. Click the Download icon on any file card to save a local copy of the Reconciliation statement.

12. Click the Delete icon to remove files when needed.

Understanding File Processing

Account Reconciliation processes uploaded files differently based on file type:

Account Reconciliation uses intelligent file handling:

• Duplicate Files: If you upload a file with the same name and identical content, the system retains the original file and discards the duplicate.

• Modified Files: If you upload a file with the same name but different content, the system creates a new file entry with a different file hash to indicate changes.

• File Hash: A unique identifier that changes when file content is modified, enabling version tracking.

Note: Files uploaded from the Files module are available to all reconciliations. Files uploaded from within a specific Reconciliation Details page are automatically linked to that account only.

File Deletion Restrictions

Files cannot be deleted if:

• The associated reconciliation has passed the Preparation stage (In Progress)

• The reconciliation is currently in Review, Pending Approval, or Approved status.

This restriction protects the audit trail by preventing deletion of documents that have been used in submitted reconciliations. To delete a file used in a submitted reconciliation, the reconciliation must first be rejected back to the Preparation stage.