Reconciling a bank account

The Reconciliation panel is where you agree two versions of the same day: what the bank says moved, and what you were expecting to move.

It is a continuous process, not a period you open and close. Nothing is signed off and nothing is locked. You work the proposals as they arrive.

The panel sits on your organisation’s own bank accounts. A customer’s bank account has no reconciliation, because you never see its statements.

The two sides

Side	Where it comes from
A statement line	A statement the bank sent you, imported on the Statements panel
An expected item	Something you already know is coming — cash banked, a collection sent out, an instalment due, a promise to pay

Matching pairs one against the other. Everything on this panel is one of those two things, or a pairing of them.

What each tab holds

Tab	What is in it	What you do
Proposed	Pairings the system believes in, waiting for you	Confirm or reject each one
Matched	Pairings you confirmed	Read them
Outstanding	Money you are still expecting, inside its window	Wait, or chase
Stale	Money you were expecting that never arrived	Investigate

flowchart TD
    A["Statement imported"] --> B["Matching runs<br/>automatically"]
    B --> C["Proposed"]
    C -- "Confirm" --> D["Matched<br/>the money is booked"]
    C -- "Reject" --> E["The line is unmatched again"]
    F["Expected item"] --> G["Outstanding"]
    G -- "A line pairs with it" --> C
    G -- "Its window passes" --> H["Stale"]

Working the proposals

Open the bank account.
Select Reconciliation, then Proposed.
Read the Amount, the Type and the Confidence on the row.
Select Confirm if you agree, or Reject if you do not.

Confirm is what moves the money. A confirmed customer deposit posts to the customer’s account, valued on the date the money reached the bank, not the day you confirmed it. See value dating.

Reject throws away the pairing, not the line. The statement line goes back to being unmatched and can be matched again — by a later matching run, or by hand.

Confirming also teaches the matcher. The next statement carrying the same payer or the same wording is proposed the same way, without asking you again.

The confidence column

Confidence	What proposed it
Rule	A matching test recognised the line
AI	The matching assistant suggested it, where your organisation has it switched on
Manual	A person made this pairing

Read Rule as recognised, never as verified. A rule can match the right amount to the wrong customer. The Type column says what the system thinks the money is — a customer deposit, a bank charge, a transfer between your own accounts.

Outstanding and stale

An expected item is outstanding from the moment you record it until either a statement line pairs with it, or its window runs out.

Each row carries three things worth reading together.

Column	What it tells you
Indicator	Credit is money coming in, Debit is money going out
Reference	The reference the payer was asked to quote
Window	The dates between which you expect it

At end of day, an outstanding item whose window has passed is moved to Stale.

You expect a credit of 1,500.00 quoting REF-001, some time between 1 and 5 March 2026. Nothing pairs with it. On 10 March the item is still outstanding, so end of day moves it to Stale.

Stale means nobody is waiting for it any more. It is not written off and it is not deleted — it is a question for you. Either the money never came, or it came and was matched to something else.

What the panel does not show you

Two things are deliberately absent, and looking for them wastes time.

A rejected pairing. Rejecting removes the proposal. The line it freed shows up again when matching next runs.
An undo on a confirmed match. Confirming posted real money, so the correction is a correction, not a deletion. Move the posted receipt to suspense and place it again — see tracing a receipt.

Unmatched statement lines are not on this panel either. They live on the statement itself, under Statements.

When a line matches nothing

A line the matcher cannot place can be parked in suspense rather than left sitting on the statement. Parking books the money the day it arrived and leaves the question of whose it is open, which is the right way round — see tracing a receipt.

Whether that happens automatically, and how long the account waits first, is set per bank account on its Details panel under Automatic parking.

Setting	What it does
Stay unmatched until a clerk parks them	Nothing is parked for you
Park after a grace period	Lines are parked once they have gone unmatched for the number of days you set
Park the day they arrive	Lines are parked the same day

What your organisation configures

Whether this panel exists at all. It comes with bank statement import and matching. A tenant without that capability has no reconciliation.
Automatic parking, per bank account — the three settings above, plus an optional date before which lines are left alone.
Whether suspense is available. Without it, nothing is parked and unmatched lines simply stay unmatched.
Whether the matching assistant is switched on. Without it, every proposal comes from a rule or from a person.
The matching rules on each customer account — see matching money to accounts.

Two things are platform behaviour and not yours to set. Matching runs automatically the moment a statement is imported. An amount pairs with an expected amount only within one cent.