reconciliation

Reconciliation

Important: This skill assists with reconciliation workflows but does not provide financial advice. All reconciliations should be reviewed by qualified financial professionals before sign-off.

Methodology and best practices for account reconciliation, including GL-to-subledger, bank reconciliations, and intercompany. Covers reconciling item categorization, aging analysis, and escalation.

Reconciliation Types

GL to Subledger Reconciliation

Compare the general ledger control account balance to the detailed subledger balance.

Common accounts:

• Accounts receivable (GL control vs AR subledger aging)
• Accounts payable (GL control vs AP subledger aging)
• Fixed assets (GL control vs fixed asset register)
• Inventory (GL control vs inventory valuation report)
• Prepaid expenses (GL control vs prepaid amortization schedule)
• Accrued liabilities (GL control vs accrual detail schedules)

Process:

1. Pull GL balance for the control account as of period end
2. Pull subledger trial balance or detail report as of the same date
3. Compare totals — they should match if posting is real-time
4. Investigate any differences (timing of posting, manual entries not reflected, interface errors)

Common causes of differences:

• Manual journal entries posted to the control account but not reflected in the subledger
• Subledger transactions not yet interfaced to the GL
• Timing differences in batch posting
• Reclassification entries in the GL without subledger adjustment
• System interface errors or failed postings

Bank Reconciliation

Compare the GL cash balance to the bank statement balance.

Process:

1. Obtain the bank statement balance as of period end
2. Pull the GL cash account balance as of the same date
3. Identify outstanding checks (issued but not cleared at the bank)
4. Identify deposits in transit (recorded in GL but not yet credited by bank)
5. Identify bank charges, interest, or adjustments not yet recorded in GL
6. Reconcile both sides to an adjusted balance

Standard format:

Balance per bank statement:         $XX,XXX
Add: Deposits in transit            $X,XXX
Less: Outstanding checks           ($X,XXX)
Add/Less: Bank errors               $X,XXX
Adjusted bank balance:              $XX,XXX

Balance per general ledger:         $XX,XXX
Add: Interest/credits not recorded  $X,XXX
Less: Bank fees not recorded       ($X,XXX)
Add/Less: GL errors                 $X,XXX
Adjusted GL balance:                $XX,XXX

Difference:                         $0.00

Intercompany Reconciliation

Reconcile balances between related entities to ensure they net to zero on consolidation.

Process:

1. Pull intercompany receivable/payable balances for each entity pair
2. Compare Entity A's receivable from Entity B to Entity B's payable to Entity A
3. Identify and resolve differences
4. Confirm all intercompany transactions have been recorded on both sides
5. Verify elimination entries are correct for consolidation

Common causes of differences:

• Transactions recorded by one entity but not the other (timing)
• Different FX rates used by each entity
• Misclassification (intercompany vs third-party)
• Disputed amounts or unapplied payments
• Different period-end cut-off practices across entities

Reconciling Item Categorization

Category 1: Timing Differences

Items that exist because of normal processing timing and will clear without action:

• Outstanding checks: Checks issued and recorded in GL, pending bank clearance
• Deposits in transit: Deposits made and recorded in GL, pending bank credit
• In-transit transactions: Items posted in one system but pending interface to the other
• Pending approvals: Transactions awaiting approval to post in one system

Expected resolution: These items should clear within the normal processing cycle (typically 1-5 business days). No adjusting entry needed.

Category 2: Adjustments Required

Items that require a journal entry to correct:

• Unrecorded bank charges: Bank fees, wire charges, returned item fees
• Unrecorded interest: Interest income or expense from bank/lender
• Recording errors: Wrong amount, wrong account, duplicates
• Missing entries: Transactions in one system with no corresponding entry in the other
• Classification errors: Correctly recorded but in the wrong account

Action: Prepare adjusting journal entry to correct the GL or subledger.

Category 3: Requires Investigation

Items that cannot be immediately explained:

• Unidentified differences: Variances with no obvious cause
• Disputed items: Amounts contested between parties
• Aged outstanding items: Items that have not cleared within expected timeframes
• Recurring unexplained differences: Same type of difference appearing each period

Action: Investigate root cause, document findings, escalate if unresolved.

Aging Analysis for Outstanding Items

Track the age of reconciling items to identify stale items requiring escalation:

Age Bucket	Status	Action
0-30 days	Current	Monitor — within normal processing cycle
31-60 days	Aging	Investigate — follow up on why item has not cleared
61-90 days	Overdue	Escalate — notify supervisor, document investigation
90+ days	Stale	Escalate to management — potential write-off or adjustment needed

Aging Report Format

Item #	Description	Amount	Date Originated	Age (Days)	Category	Status	Owner
1	[Detail]	$X,XXX	[Date]	XX	[Type]	[Status]	[Name]

Trending

Track reconciling item totals over time to identify growing balances:

• Compare total outstanding items to prior period
• Flag if total reconciling items exceed materiality threshold
• Flag if number of items is growing period over period
• Identify recurring items that appear every period (may indicate process issue)

Escalation Thresholds

Define escalation triggers based on your organization's risk tolerance:

Trigger	Threshold (Example)	Escalation
Individual item amount	> $10,000	Supervisor review
Individual item amount	> $50,000	Controller review
Total reconciling items	> $100,000	Controller review
Item age	> 60 days	Supervisor follow-up
Item age	> 90 days	Controller / management review
Unreconciled difference	Any amount	Cannot close — must resolve or document
Growing trend	3+ consecutive periods	Process improvement investigation

Note: Set thresholds based on your organization's materiality level and risk appetite. The examples above are illustrative.

Reconciliation Best Practices

1. Timeliness: Complete reconciliations within the close calendar deadline (typically T+3 to T+5 business days after period end)
2. Completeness: Reconcile all balance sheet accounts on a defined frequency (monthly for material accounts, quarterly for immaterial)
3. Documentation: Every reconciliation should include preparer, reviewer, date, and clear explanation of all reconciling items
4. Segregation: The person who reconciles should not be the same person who processes transactions in that account
5. Follow-through: Track open items to resolution — do not just carry items forward indefinitely
6. Root cause analysis: For recurring reconciling items, investigate and fix the underlying process issue
7. Standardization: Use consistent templates and procedures across all accounts
8. Retention: Maintain reconciliations and supporting detail per your organization's document retention policy

FashionUnited Reconciliation Procedures

FashionUnited performs reconciliations in Google Sheets with supporting data from Vtiger CRM and bank portals.

FashionUnited Bank Reconciliation

FashionUnited maintains bank accounts in multiple currencies:

Account	Currency	Bank	Reconciliation Frequency
Operating Account	EUR	ING / ABN AMRO	Monthly
USD Account	USD	ING / ABN AMRO	Monthly
GBP Account	GBP	ING / ABN AMRO	Monthly
CHF Account	CHF	ING / ABN AMRO	Monthly

Process:

1. Download bank statement PDF and transaction CSV from bank portal
2. Import transactions to bank rec template in Google Sheets
3. Match to GL cash entries (1000 series accounts)
4. Identify outstanding items
5. Post adjusting entries for bank fees, interest, FX differences

Common reconciling items:

• SEPA transfers in transit (1-2 business days)
• International wire transfers (2-5 business days)
• Bank fees (monthly, record when statement received)
• FX conversion fees on multi-currency transactions
• Payment processor settlements (Stripe, Mollie)

FashionUnited AR Reconciliation (Vtiger to GL)

Process:

1. Export AR aging report from Vtiger CRM
2. Compare total to GL account 1100 (Accounts Receivable)
3. Reconcile differences

Common reconciling items:

• Invoices created in Vtiger not yet posted to GL
• Payments received and recorded in GL not yet applied in Vtiger
• Credit notes pending posting
• FX revaluation differences (Vtiger in transaction currency, GL in EUR)

Aging buckets for FashionUnited:

Bucket	Days	Action	DSO Impact
Current	0-30	Monitor	Expected
30 days	31-45	Email reminder via Vtiger	Watch
45 days	46-60	Phone follow-up	Concern
60 days	61-90	Escalate to sales, formal demand	At risk
90+ days	90+	Collections process, provision review	Write-off candidate

FashionUnited Deferred Revenue Reconciliation

Job postings, subscriptions, and annual contracts create deferred revenue that must be reconciled:

Process:

1. Export active contracts/postings from Vtiger
2. Calculate unearned portion for each item
3. Compare to GL account 2300 (Deferred Revenue)
4. Investigate differences

Calculation by revenue type:

Type	Calculation
Job Posting	Invoice amount × (remaining days / total posting days)
Subscription	Monthly value × remaining months in prepaid period
Employer Branding	Annual value × (remaining months / 12)
Partnership	Contract value × (remaining deliverables / total deliverables)

FashionUnited VAT Reconciliation

Reconcile VAT collected and paid across EU markets:

VAT Payable Reconciliation (2200):

1. Export sales by country from Vtiger
2. Calculate expected VAT by country and rate
3. Compare to GL balance
4. Reconcile to VAT returns filed

VAT Receivable Reconciliation (1500):

1. Export purchases with VAT from expense records
2. Calculate recoverable VAT by category
3. Compare to GL balance
4. Reconcile to VAT returns filed

Key VAT rates by market:

Country	Standard Rate	Reduced Rate	Notes
Netherlands	21%	9%	Digital services at standard rate
Germany	19%	7%	B2B reverse charge for cross-border
France	20%	10% / 5.5%
UK	20%	5%	Post-Brexit, separate VAT registration
Belgium	21%	6% / 12%

FashionUnited Reconciliation Templates

All reconciliation templates are maintained in Google Drive:

Template	Location	Frequency
Bank Reconciliation	Finance/Close/[Month]/Bank Recs	Monthly
AR Reconciliation	Finance/Close/[Month]/AR Rec	Monthly
Deferred Revenue	Finance/Close/[Month]/Deferred Rev	Monthly
VAT Reconciliation	Finance/Close/[Month]/VAT	Monthly
Prepaid Schedule	Finance/Close/[Month]/Prepaids	Monthly
Intercompany	Finance/Close/[Month]/IC Rec	Monthly (if applicable)

FashionUnited Escalation Thresholds

Trigger	Threshold	Escalation
Individual reconciling item	> EUR 5,000	Finance Manager investigates
Individual reconciling item	> EUR 10,000	Leadership notification
Total unreconciled	> EUR 10,000	Cannot close period
AR item age	> 60 days	Collections escalation
AR item age	> 90 days	Bad debt provision review
Unexplained difference	Any amount	Must resolve before close