Free License - Standard Reconciliation [v26.3] 

Standard Reconciliation (previously named Manual) is used for balance verification accounts where the GL balance is proven by support lines that add up to the balance, rather than by matching transactions against a bank statement.

Standard reconciliations are typically used for accounts such as accrued expenses, prepaid accounts, provisions, and other GL accounts where balances originate from manual journal entries with no underlying transaction lines flowing through them.

Standard reconciliations display a Standard indicator in the Support Source column of the reconciliation list.

Note: The reconciliation type is determined by the Support Source configuration set in Settings > Reconciliations.

Standard Reconciliations are designed to substantiate a GL balance by documenting the items that make up the balance.

Unlike Bank Account reconciliations, there are no support transactions to match against GL transactions. Instead, preparers create support lines that collectively explain the GL balance for the period.

For example, if the GL Balance is $50,000, a preparer may create the following support lines:

The Support Balance becomes $50,000, resulting in a Difference of $0.00.

Support lines can be added manually or imported in bulk, and they can include categories, comments, and supporting documents. Together, the support lines form the supporting schedule used to substantiate the balance.

Standard Reconciliations automatically calculate balances using support lines:

• GL Balance: Retrieved from the ERP.

• Support Balance: Sum of all support lines.

• Difference: GL Balance − Support Balance.

Neither the Support Balance nor the Difference can be manually overridden.

As support lines are added, edited, or deleted, the Support Balance and Difference are recalculated automatically.

Standard Reconciliation Details Page

The Standard Reconciliation Details page contains the following sections:

• Header Bar - Displays the reconciliation name, period, status badge, and page-level action icons.

• Summary Cards - Displays the GL Account, GL Balance, Support Balance, and Difference KPI cards.

• Support Lines - Where preparers add and manage support lines that prove the GL balance.

Header Bar

The header bar displays the reconciliation identifier and provides page-level action icons.

Summary Cards

The KPI summary cards at the top of the page display:

Set GL Balance

In the Free license, the GL Balance must be entered manually using Set GL Balance before support lines can be reconciled against it.

To set the GL Balance:

1. On the Reconciliation Details page, click Set GL Balance at the top right of the Support Lines section.

2. Enter the GL Balance amount for the period.

3. Click Set Balance to confirm.

The GL Balance updates and the Difference is recalculated automatically.

Note: Set GL Balance is available only during the Preparation stage. Once the reconciliation moves beyond Preparation, the GL Balance is locked.

Note: The GL Balance must be set before you can submit the reconciliation for review.

Support Lines

Support lines are the itemized entries that substantiate the GL balance for the period.

Each support line has a date, amount, and description, along with optional category, comment, and line-level attachments.

The Support Balance is auto-calculated as the sum of all support lines and is used to reconcile against the GL Balance.

Support lines are attributed to the reconciliation as a whole rather than to any specific GL account, providing a consolidated view of the components that make up the reconciliation balance.

Support lines can originate from three sources:

• Manually Added - Created individually using the Add Support Line action.

• Imported - Added through the Import Support Lines feature.

• Carried Forward - Automatically copied from the previous reconciliation period.

All support lines contribute to the Support Balance regardless of how they were created.

Support lines remain editable during the Preparation stage, subject to the restrictions described later in this article.

To perform a standard reconciliation, follow these steps:

1. Set the GL Balance using Set GL Balance.

2. Upload Supporting Documents.

3. Manage Support Lines — add, import, edit, delete, comment, and categorize

4. Add Line-Level Attachments as needed.

5. Submit Reconciliation for Review.

6. Download Reconciliation Statement.

7. Reopen Reconciliation.

8. Carry forward Support Lines.

Upload Supporting Documents

For Standard reconciliations, the Upload button in the header attaches supporting documents to the reconciliation for reference and audit purposes. Unlike Bank Account reconciliations, no parsing is performed. The uploaded files are stored as attachments.

To upload supporting documents:

1. Click Upload in the header bar.

2. In the upload dialog, click Browse Files or drag and drop files into the upload area.

3. Select the supporting document files.

4. Click Upload. The files are attached to the reconciliation.

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.

Uploaded files can be viewed in the Files module using the Go to Files action in the header.

Manage Support Lines

The Support Lines table displays all support lines for the period, including manually added, imported, and carried-forward lines.

The following columns appear in the table:

Two options are available for adding support lines:

• Add Support Line - Adds lines one at a time using a dialog. Manually added lines can be edited or deleted.

• Import Support Lines - Imports multiple lines at once using a predefined CSV template. Imported support lines can be edited or deleted during the Preparation stage. Changes automatically update the Support Balance and Difference.

Add Support Line

To add a support line manually:

1. On the Reconciliation Details page, click Add Support Line.

2. In the Add Support Line dialog, enter the following fields:

   Field	Description
   Date	Date of the support line. Mandatory. Supports out-of-period dates but not future dates.
   Amount	Amount of the support line in the account's functional currency. Mandatory.
   Description	Description of what the line represents. Mandatory.

3. Click Add Line.

   The support line appears in the table. The Support Balance and Difference are recalculated automatically.

   Note: After the line is added, you can optionally assign a category and add comments using the controls available on the support line row.

4. Repeat until the support lines prove the full GL balance.

Note: Duplicate lines are detected based on the combination of Date, Amount, and Description. Adding a duplicate line displays an error message.

Import Support Lines

To import support lines in bulk:

1. Click Import Support Lines on the Reconciliation Details page.

2. Click Download Template to download the predefined CSV template.

3. Populate the CSV template with the support lines. The template contains the following columns:

   Column	Description
   Date	Mandatory. Can be outside of the reconciliation period.
   Amount	Mandatory. Numeric values only.
   Description	Mandatory.

4. Click Upload and select the completed CSV file.

   The support lines are imported and appear in the table. The Support Balance and Difference are recalculated automatically.

   Note: After import, you can optionally assign categories and add comments using the controls available on individual support line rows.

Note: Bulk import replaces all previously imported lines with the new lines — it does not append. Carried-forward lines from previous periods are not replaced by the new upload.

Note: Every upload or re-upload of the CSV file is saved as a new attachment; prior attachments follow the existing attachments behavior. At any point in time, only one attachment for support lines is retained.

Edit Support Line

To edit a support line:

1. Locate the support line in the Support Lines table.

2. Click Edit (pencil icon) on the row.

3. Update the fields as needed.

4. Click Update Line.

   The Support Balance and Difference are recalculated automatically.

   Note: After the line is added, you can optionally assign a category and add comments using the controls available on the support line row.

Note: Edit is available only for manually added support lines during the Preparation stage. Imported lines and carried-forward lines cannot be edited. Duplicate checks apply to edited lines based on the combination of Date, Amount, and Description.

Delete Support Line

To delete a support line:

1. Locate the support line in the Support Lines table.
2. Click Delete (trash icon) on the row.
3. Confirm the deletion. The Support Balance and Difference are recalculated automatically.

Note: Delete is available only for manually added support lines during the Preparation stage and not for imported support lines. Imported support lines cannot be deleted. Deleting a carried-forward line applies only to the current period and does not impact the previous period.

Comment and Categorize Support Lines

Comments and categories can be assigned at the line level directly from the Support Lines table. Categories classify the nature of each support line and are used for risk classification on the Unmatched Risk Dashboard. Categories for Standard reconciliations are maintained separately from Bank Account reconciliations and are configured under the Standard Categories tab in the category configuration screen.

To assign a comment or category to a single support line:

1. Locate the support line in the Support Lines table.
2. Click the Category dropdown on the row and select the appropriate category.
3. Click the Comment field on the row and enter the comment text.

To bulk update comments or categories for multiple support lines[v26.2] :

1. Select the check box for each support line to update. The action button displays the number of selected rows (for example, Update 6 Rows).
2. Click Update [N] Rows. The bulk update dialog opens.
3. Enter a comment, select a category, or both.
4. Click Update. The comment and category are applied to all selected lines.

Note: Categories are optional. Lines with no category assigned are treated as High risk by default.

Note: For carried-forward lines, comments and categories from the prior period are editable in the current period.

Line-Level Attachments [v26.3] 

Each support line supports file attachments, allowing preparers to attach supporting evidence — such as invoices, email confirmations, or contracts — directly to the relevant line.

To attach a file to a support line:

1. Locate the support line in the Support Lines table.

2. Click Upload files (↑) on the row to upload a new file directly to that line.

3. To view all files attached to a line, click View files — the Files module opens filtered for that line.

4. To manage existing attachments on a line, click Manage attachments.

Line-level attachment rules:

• Attachments can be added or removed only during the Preparation stage.

• The same file can be attached to multiple support lines.

• Deleting an attachment from one line removes it only from that line. If the same file is attached to other lines, it remains on those lines unaffected.

• Support lines carried forward from prior periods display their prior-period attachments as view-only. Prior-period attachments cannot be deleted from the current period.

• The attachment count icon in the header bar reflects the total count including all line-level attachments.

Editing Restrictions

Support line maintenance is available only during the Preparation stage.

During the Preparation stage, users can:

• Add support lines.
• Edit support lines.
• Delete support lines.
• Import support lines.
• Update categories.
• Update comments.
• Add or remove line-level attachments.

After the reconciliation moves beyond the Preparation stage, support lines become read-only and can no longer be modified.

Submit Reconciliation for Review

A Standard Reconciliation can be submitted for review only when the reconciliation is within the configured tolerance.

The system evaluates:

Difference = GL Balance − Support Balance

• If the Difference is within tolerance, Submit for Review is enabled.

• If the Difference exceeds tolerance, Submit for Review remains disabled.

• Preparers must update support lines until the remaining Difference falls within the configured threshold.

This ensures the GL Balance is sufficiently substantiated before the reconciliation enters the Review stage.

To submit a Standard Reconciliation for review:

1. Verify reconciliation completeness:

   • GL Balance reflects the current period.

   • Support lines prove the full GL Balance.

   • The Difference between the GL Balance and the Support Balance is within the configured tolerance.

2. Click Submit for Review.

3. Optionally, add comments about the reconciliation.

4. Click Confirm. The reconciliation moves to the Review stage and the status indicator updates.

Note: Submit for Review is enabled only when the difference between the GL Balance and the Support Balance is within the configured tolerance. If the difference exceeds tolerance, the preparer is blocked from submitting. To unblock, add a support line to account for the gap (for example, a line with category Unexplained Difference) until the remaining difference falls within tolerance.

Out-of-Balance Warning [v26.1] 

If the reconciliation is out of balance, the Submit for Review button is disabled and a red warning icon displays next to it. Hovering over the icon displays a tooltip explaining the imbalance. Resolve the imbalance before submitting.

Export Reconciliation Statement [v26.3] 

For Standard reconciliations, the export icon displays a dropdown with the available export formats directly — selecting a format downloads the statement immediately with no dialog.

To download the reconciliation statement:

1. Click Export in the header bar or from the row action on the Reconciliation List page.

2. Select the format:

   1. Excel (.xlsx) — downloads the statement as a spreadsheet.

   2. PDF (.pdf) — downloads the statement as a PDF document. [v26.3] 

   3. CSV (.csv) — the statement downloads immediately as a CSV file. Attachments are not included in CSV exports.[v26.3] 

The statement downloads to your default downloads folder.

The exported file includes account details and period information, the GL Balance and Support Balance (sum of support lines), all support lines with categories and comments, carried-forward support lines from previous periods, workflow history (Preparer, Reviewer, and Approver), and comments from all workflow stages.

Note: [v26.3]  For PDF exports, if the reconciliation includes attachments, all attachment pages are appended to the PDF in full after the statement. Attachments are not included in CSV exports.

Reopen Reconciliation

The Standard Reconciliation is automatically reopened when GL Balance changes are detected after submission or approval. The workflow reverts the reconciliation to the Preparation stage (In Progress status).

If the GL Balance change affects previous periods, the system reopens all periods up to and including the period where the change occurred. Once the reconciliation is closed in the impacted period, subsequent periods must re-enter and progress through the workflow manually.

When a current period is moved back to In Progress, any edits made to support lines are propagated to future periods that are also In Progress.

If a deleted support line is added back in the current period, it is also restored in any future periods that are currently In Progress. If the user does not want the line in a future period, they can delete it again in that period.

The system displays the message "Line is already closed in a future period" to inform users of the impact and allow them to decide whether to proceed with the edit.

Carryforward Support Lines

Support lines are automatically carried forward from one period to the next, reducing the need to recreate supporting schedules each period.

When a new period becomes available:

• The GL Balance is refreshed from the ERP.

• Existing support lines are carried forward automatically.

• The Support Balance is recalculated.

• The Difference is recalculated.

• New support lines can be added as required.

Carried-forward lines cannot be edited, but they can be deleted from the current period without affecting prior periods.