Admin accounting dashboard, journals, and bank activity

Use this page to control access to accounting work, import and reconcile bank activity, and set accounting lock dates.

Overview

Accounting administration covers the access and conditions around the screens where you manage the dashboard, journals, and bank activity. Reconciliation matches an imported bank line to a document, a rule, or a manual counterpart. Lock dates are the accounting boundaries used for management, tax, and fiscal-year closing. Use the route that matches the work you need to do.

The accounting menu names the main areas Dashboard, Journals, Bank and Cash, Import Bank Statement, Bank Reconciliation, and Lock Dates.

Before you start

Prerequisites

• Sign in with access to the Accounting menus.
• Use an accounting manager account for Lock Dates. The menu is restricted to the accounting manager group.
• For reconciliation, identify whether the bank line is reconciled and whether its reconciliation state is balanced. Validate is available only for an unreconciled, balanced line.
• For an import, have the bank file ready and know whether it uses CSV, Excel, CAMT.053, OFX, MT940, or QIF format.
• If you are mapping a CSV or Excel file, have the source columns available for mapping. At minimum, map the date and amount columns.

[!NOTE] The visible import fields and reconciliation actions are the ones available for the current task. The form keeps Company, Currency, and Filename out of view, and the reconciliation list and workspace do not offer create or delete actions.

Find the accounting surface

Accounting surfaces are the lists and forms where you select a journal, import a bank file, match a bank line, or set closing dates.

Steps

1. Open the Accounting menu.

2. Select the destination that matches your task:

   If you need to…	Select
   Open the journal dashboard	Dashboard
   Review journal entries	Journals
   Open bank or cash activity	Bank and Cash
   Start a statement import	Import Bank Statement
   Match imported bank lines	Bank Reconciliation
   Change accounting closing boundaries	Lock Dates

3. Confirm that the selected list or form opens.

Result: The selected accounting surface is open and ready for field review. If the application returns to the Apps menu, use the troubleshooting table before changing accounting data.

Understand the accounting surfaces

The import, reconciliation, journal, and lock-date areas each present different groups of fields. Use the field or tab name that matches the work in front of you.

Steps

1. Open the accounting surface for the task.
2. Read the field group or tab that matches the task.
3. If you are saving a template, select Save as Template before entering Template Name.
4. Use the headers currently visible in a bank-statement list when reviewing its columns.

Result: You know which field group, tab, or list row contains the value or action you need.

Import a bank statement

A bank statement import takes a file through format detection, column mapping, preview, validation, and import. Use it when bank activity is in a file that must become a bank statement.

Prerequisites

• Have the statement file ready.
• Know the journal that receives the imported statement.
• Ensure the source contains date and amount information.

Steps

1. Open Import Bank Statement.

2. In 1. Upload File, select the receiving Journal.

3. Add the statement in Import File.

4. Select Auto-Detect Format when the file is present and no column mappings exist.

   Auto-detection complete! Review the detected values above. If they look correct, click Preview to see your data.

5. Review File Format, Encoding, and the detected values in 2. Format Detection.

6. If the file uses CSV or automatic detection, review 3. Column Mapping.

7. Map the source date and amount columns in File Column and Field.

   Required Columns: At minimum, you must map date and amount columns.

8. Select Preview.

9. Review Total Transactions, Duplicate Count, Preview Data, and Validation Errors.

   All validations passed! Click Import to create the bank statement.

10. Choose the action that matches your intention:

    If you need to…	Select
    Create the bank statement after validation	Import
    Close the form without importing the file	Cancel

11. If you selected Import, review Import Log and the imported transaction count.

    Import completed successfully!

Result: The import form shows the import result stage with its import log and transaction count.

Reconcile bank activity

Bank reconciliation matches an imported bank line to a document, a rule, or a manual counterpart. Use Not Reconciled to find work that still needs a match.

Prerequisites

• Open Bank Reconciliation.
• Start with a line that is not reconciled.
• For Validate, the line must be in the balanced reconciliation state.

Steps

1. Select Not Reconciled in the list filters.

2. Select a bank line.

3. Select Load / Refresh to load or refresh its proposals.

4. Review the Proposals tab and the Reconcile Residual value.

5. Select one matching route:

   If you need to…	Select
   Match an existing document	Add Match
   Apply a configured reconciliation rule	Apply Rule
   Enter the counterpart manually	Add Counterpart

6. If the proposals are no longer suitable, select Reset Proposals.

7. Select the action that matches the line state:

   If	Select
   The line is unreconciled and the reconciliation state is balanced	Validate
   The line is reconciled and you have accounting manager access	Unreconcile

   If you selected Unreconcile, the confirmation asks: Undo this reconciliation and restore the suspense entry?

8. Cancel the confirmation when you do not intend to undo the reconciliation.

Result: The reconciliation workspace shows the selected line, its reconciliation state, and the available next action.

Handle roles and accounting branches

The available route depends on the file format, reconciliation state, balance state, and accounting role. Choose the branch that matches what the screen shows.

Steps

1. Read the current File Format, Is Reconciled, and Reconcile State values.
2. Select the control that matches the branch in the table.
3. If Validate, Unreconcile, or another listed control is absent, check the accounting role and record state before continuing.

Result: You use the control allowed by the current file format, reconciliation state, balance state, and accounting role.

When the accounting surface does not work

Use the message or route that appears to decide whether to correct the file, return to the relevant Accounting menu, or continue with the next accounting check.

Set accounting lock dates

Lock dates define the accounting boundaries shown in the Management Closing and Account Period Closing groups. This task requires accounting manager access.

Prerequisites

• Sign in with accounting manager access.
• Know the period, tax, or fiscal-year boundary that must be changed.

Steps

1. Open Lock Dates from Accounting actions.

2. Review Period Lock Date in Management Closing.

3. Review Tax Lock Date in Management Closing.

4. Review Fiscalyear Lock Date in Account Period Closing.

5. Enter the applicable dates.

6. Choose the action that matches your intention:

   If you need to…	Select
   Save the applicable accounting boundaries	Save
   Close the form without saving	Cancel

Result: The Lock Dates form shows the applicable accounting boundaries and the Save control.

Know what is next

The accounting dashboard, journal, bank, reconciliation, and lock-date tasks remain separate routes. Continue to the page that owns the next job:

• For day-to-day dashboard use, open Accounting dashboard.
• For routine journal and bank activity, open Accounting journals and bank activity.
• For accounts, taxes, and currencies, open Admin accounts, taxes, and currencies.
• For payment providers and reconciliation models, open Admin payments, providers, and reconciliation.
• For journal and audit reports, open Admin reports and audit work.
• For a general application problem, open Common issues and solutions.