How to Reconcile a Statement

Statement reconciliation is a formal process where you confirm that your GL account balance matches your bank statement. When you finish, the period is locked so the record cannot be changed accidentally.

You need GL Full access (edit and delete) to run and lock a reconciliation. View-only users cannot access the reconciliation worksheet.

Start a reconciliation

1. Go to Accounting > General Ledger > Banking, then click Reconcile (or navigate to /accounting/reconciliation).
2. Click New reconciliation.
3. Select the GL account you are reconciling (this must be a bank-type account, such as your operating chequing account).
4. Choose the statement period - the start and end dates on your bank statement.
5. Enter the statement ending balance exactly as shown on your bank statement.

6. Click Start. The reconciliation worksheet opens, showing all posted ledger lines for the selected account and period.

If this account already had a prior statement, its opening balance is now always carried forward correctly into this one, whether that prior statement was fully reconciled or formally locked. Previously, a prior statement that was reconciled but not yet locked could cause the new one to open at zero; that no longer happens.

If starting or finishing a reconciliation is refused, URBI now tells you the specific reason (for example, an earlier period that is still open, or a mismatched statement date) in plain words instead of a generic server error.

Tick off cleared lines

The worksheet shows two columns: a running URBI balance and a running difference against your statement ending balance. Your goal is to get the difference to zero.

Bank lines that were already automatically matched and marked Cleared to bank appear pre-ticked in the worksheet. Review them and untick any that should not be included in this period.

1. For each line that appears on your bank statement as cleared, click the checkbox on that row to mark it as cleared.
2. The difference updates automatically after each tick. Untick a line if you checked it by mistake.

3. If you cannot find a transaction in the worksheet that appears on your statement, you can create it inline: click Add missing transaction, fill in the details, and save. The new entry is automatically ticked as cleared.

The date you give a missing transaction is now checked against the statement period. A date outside the period is refused, so a transaction from a different month can no longer sneak into this statement already ticked off.

Reconcile and Lock

Once the difference shown in the worksheet reaches zero, the Reconcile and Lock button becomes active.

1. Click Reconcile and Lock.
2. Confirm when prompted. The period is locked. All ticked lines are promoted from Cleared to bank to Reconciled (gold pill) and cannot be edited or deleted while the lock is in place.

A statement that has reached Reconciled or Locked is now clearly marked as finished wherever you see it, and its worksheet opens read-only. You can no longer land on a finished statement and mistake it for one still in progress.

Reopen a locked period

Locked periods are protected by design. Reopening one is an administrative override and requires delete-level GL permissions.

1. Open the locked reconciliation from the reconciliation history list.
2. Click Reopen period.
3. Type the reason you are reopening it. This is required.

4. Click Confirm. The period is unlocked and returns to in-progress status. Cleared line stamps are removed.

The reason you type is now actually saved to your property's history along with the reopen, exactly as the dialog promises.

If reopening this statement would place it back inside an accounting period that has already been closed, URBI now refuses the reopen and tells you why, instead of unlocking a statement whose period can no longer accept postings.

Note: Reopening a period should be rare. It is intended for correcting genuine errors, not for routine adjustments. If you are unsure whether to reopen, contact your PM.