How to reconcile an account
How to reconcile an account
Reconciling an account means showing that the trial balance balance (the Source) is correct, by listing the transactions that support it (the Support) and recording adjustments when there is a difference. This takes place on the Edit screen, opened by the edit icon on an Account Analysis row.
Before you begin
Reconciliation takes place in an account analysis. The analysis can contain a single account or bring several together — when it brings several together, we call it a closing group. In both cases, the screen is the same: one panel per account, and the header sums the values of all of them. You always work on the analysis as a whole, not on an isolated account within it.
The screen structure
The screen has three levels. At the group level, you have the summed KPIs, the approval flow, the details, the explanatory note, the attachments, and the comments. At the account level, each expandable panel shows the KPIs for that account and two tables: Source Entries and Support Entries. A button at the top returns you to the account list.
Add an entry
You open the entry modal with the Add Entry button (choosing the account) or with the add button in an account panel (which already comes with the account filled in). In the modal, enter:
Account and Company (the company is already filled in with the business's main company).
Entry Type: Support, Source Adjustment, or Support Adjustment.
Start Date and End Date (with the reference month as the default).
Amount, Description, and, if you want, Attachments.
Choose the type according to the situation:
Support: to show that the Source is correct, listing what makes up the balance (invoices, contracts).
Source Adjustment: when the trial balance is wrong and needs to be corrected in the ERP.
Support Adjustment: when a support item was entered incorrectly and needs to be corrected.
Source entries come from the trial balance with the description "Loaded from the trial balance" and are not edited manually. Support items and Adjustments are entered by you, and appear in the same tables, identified by the Entry Type column.
Justify the difference
Adjustments reduce the Unexplained Difference. The platform calculates the Adjusted Source Balance (Source plus Source Adjustments) and the Adjusted Support Balance (Support plus Support Adjustments); when the two match, the Unexplained Difference reaches zero and the group becomes Justified.
Record the justification
Three areas, all at the group level, complete the reconciliation:
Explanatory Note: a formal text (up to 1000 characters) about the group’s movements. It appears on the reconciliation cover.
Attachments: documents that support the entries. They can be referenced by several entries in the group.
Comments: communication between preparer, reviewer, and approver.
Tip: the Copy from previous month and Copy to next month buttons replicate Support entries between periods, which speeds up the preparation of recurring accounts.
Important: when you complete a stage in the workflow, the group fields are locked to preserve the audit trail. To edit again, you need to move the stage back with the Undo button, if you have permission.
Where to go next
Approval Flow and Reconciliation Cover.
Bulk import (to post support items in several groups at once).