Bank Reconciliation

What is it and what is it for?

Each reconciliation belongs to one Bank Account and one Statement Date. Once you pick both, AdmCloud automatically calculates the Accounting Balance of that account as of that date and lists every transaction posted against it that hasn't been reconciled yet.

You check off the transactions that already cleared on your bank statement; anything left unchecked is treated as in transit (for example, a check you issued that the payee hasn't cashed yet). From that, AdmCloud calculates:

• Reconciled Balance = Bank Balance +/- Documents in Transit.
• Difference = Accounting Balance − Reconciled Balance.

When that Difference reaches zero, your books and your bank agree as of that date. Reconciling doesn't change the amounts on existing transactions — it only marks which ones cleared with the bank.

How to use it step by step

1. Open the list and click New. You need the "add" level of the Bank Reconciliation permission.
2. Choose the Bank Account. The selector only offers active accounts. If your company only has one active bank account, AdmCloud selects it for you. Once you save the reconciliation for the first time, you can't change it.
3. Enter the Statement Date (defaults to the last day of the previous month) and the Bank Balance exactly as it appears on your bank statement for that date.
4. Review the list of unreconciled transactions that AdmCloud automatically loads for that account and date. Check off the ones that already cleared at your bank; use the "Select All" / "Deselect All" buttons to speed things up.
5. Review the balance summary: Bank Balance, +/- Documents in Transit = Reconciled Balance; and Accounting Balance − Reconciled Balance = Difference. It should come out to zero.
6. If a transaction is missing (a deposit or charge your bank already applied that you haven't recorded), create it without leaving the screen using the Quick registration dropdown button (see below), or open it in another tab from the imported bank statement panel.
7. Optional: turn on "Show/hide bank statement". It shows, in a side panel, the movements you imported from your bank (via Bank File Import) so you can compare them visually and link each one to its accounting transaction.
8. Save. You can go back and edit the reconciliation later if you need to adjust the bank balance or the checked transactions.

Key fields

Validations when saving

• Bank account required, and it can't be inactive when you create or duplicate the reconciliation. When you edit a saved reconciliation it keeps its bank account even if the account was made inactive afterwards.
• Statement Date required.
• Open accounting period for the document's date (Banking module).
• When editing, the document number and Bank Account can't be changed.
• Every checked document must exist and can't be void.
• Documents with an electronic fiscal sequence must be signed before they can be included in the reconciliation (this check can only be turned off via API integration).
• Maximum of 5,000 unreconciled transactions per account.

Managing the document

From the details of an already-saved Bank Reconciliation you can, depending on your permissions:

• Edit the reconciliation: it reopens the screen with the same transactions checked, so you can adjust the Bank Balance or the cleared transactions.
• Delete the reconciliation, if it doesn't have other linked records that prevent it; deleting it sends the transactions it had marked as cleared back to pending reconciliation.
• Print the reconciliation, showing the period's beginning balance, the month's deposits and payments, and the detail of transactions still unreconciled as of the cutoff date.

Additional features depending on your setup

• Quick registration of deposits and bank charges: from the "Quick registration" button on the reconciliation screen, record a missing deposit or bank charge without opening another screen, including cost centers (Division, Department, Item Class, Location) on the bank charge, if your company has them enabled as a cost center.
• Imported bank statement panel (Bank Feed): shows the movements you imported with Bank File Import and lets you manually link or unlink each one with its accounting transaction; you can filter by "All", "Unlinked only" or "Linked only" and by date range.
• Automatic sign adjustment for credit card accounts: a company preference decides whether, when reconciling a credit card, you enter the Bank Balance as a positive number (automatic adjustment) or as a negative number (classic manual mode).
• Custom scripts and actions, if your company configured them for this screen.
• Column customization on the list: save your own configuration of visible columns on the list screen.

Availability and permissions

• Access is controlled by the "Bank Reconciliation" permission of the Banking module, with separate levels for view, add, edit and delete.
• Available on every AdmCloud plan, as part of the Banking module.
• With Subsidiaries enabled, each reconciliation belongs to a specific subsidiary and the field becomes required.
• The automatic sign adjustment for credit card accounts is turned on or off from your company's Preferences.

Tips and common mistakes