A reconciliation worksheet is a Bank Reconciliation record on which you list, by hand, the items that explain the gap between the bank's closing balance and your books: matched items, cheques not yet presented, deposits in transit and bank charges. Each item is a Bank Reconciliation Line. You use it after the bank statement is recorded and alongside the Bank Reconciliation workspace, which does the actual statement-to-ledger matching.
Overview
A worksheet has two parts:
- The header — name, partner account, bank account, bank statement, opening balance, closing balance per bank, closing balance per book and difference.
- The Line tab — the reconciling lines. Each line has an amount, an Is Matched tick, a narration, and optional links to a bank statement line and a journal line.
The worksheet is a manual record. Matching in the Bank Reconciliation workspace never creates, ticks or updates worksheet lines, and worksheet lines never change a statement line's Reconciliation Status. Treat the worksheet as your documented bank reconciliation statement. Treat the workspace as the place where statement lines are actually matched to the ledger.
When to use it
- Your close process needs a written list of reconciling items with amounts and explanations, for example cheques issued but not yet presented.
- You want to record why a bank-to-book difference exists at a statement date, alongside the matches made in the workspace.
- An auditor asks for the reconciliation statement for a bank account at a date.
To match statement lines to posted journal lines, use the Bank Reconciliation workspace, not the worksheet.
How xMatix handles it
- Lines are numbered for you. When you save a line, its Name is filled from the BRL series, followed by the date and a six-digit sequence.
- The parent is filled for you. A line added from a worksheet's Line tab is linked to that worksheet automatically.
- Amounts are typed, not derived. The line's Amount is not copied from, or checked against, the statement line or journal line it links to.
- Links are for reference. Bank Statement Line and Journal Line let you trace an item to its source. Matching does not read them. The pickers are not limited to this worksheet's statement or to the bank's GL account.
- Is Matched is yours to set. Nothing ticks it automatically.
- Header balances are typed. Closing Balance Per Bank, Closing Balance Per Book and Difference are entered on the header's form. The shipped screens do not recalculate them from the lines, the statement or the ledger.
Prerequisites
- The bank account master and the period's bank statement exist.
- Bank Reconciliation is on a menu you can open. No shipped app lists it, so an administrator adds it first (see Configuration).
- Your security profile can read and create Bank Reconciliation and Bank Reconciliation Line records.
Procedure
Step 1 — Create the worksheet
Open Bank Reconciliation from the app your administrator added it to and select New. Enter a Name that identifies the account and date (for example the account name and statement month). Choose the Partner Account, Bank Account and Bank Statement. Then enter Closing Balance Per Bank (from the statement), Closing Balance Per Book (the GL account's balance at the statement date), Opening Balance and Difference. Save. The worksheet opens on its Details tab.
Step 2 — Add a reconciling line
Open the Line tab and select New. A small form opens above the list. Fill in:
- Bank Statement Line — the statement line this item concerns, if there is one.
- Journal Line — the ledger line this item concerns, if there is one.
- Amount — the amount of the item.
- Is Matched — tick it if the item agrees on both sides. Leave it clear for an outstanding item.
- Narration — what the item is, for example "Cheque 004512 to a supplier, issued 28 Sep, not presented".
Save. The line appears in the list with its generated Name. Repeat for each reconciling item.
Step 3 — Classify a line
The Type field is not on the New form. To set it, select the line's Name in the Line tab to open its record page. Select the pencil next to a field to switch the page into edit mode, then type the type (the worksheet is designed around Matched, OutstandingCheque, DepositInTransit, BankCharge and Other) and save. You can change Journal Line, Amount, Is Matched and Narration the same way.
Step 4 — Review the worksheet
Back on the worksheet, read the Line tab. Its columns are Name, Bank Statement Line, Journal Line, Amount, Narration and Is Matched. Add up the outstanding items (Is Matched clear) yourself and check that they explain the difference between the two closing balances on the header. Update Difference on the Details tab with the pencil if your figure changes.
Fields
Line form
| Field | What it means | Notes |
|---|---|---|
| Name | The line's reference | Filled automatically from the BRL series when you save; not on the New form |
| Bank Statement Line | The statement line the item concerns | Optional. Not limited to this worksheet's statement. On the New form and in the Line tab only, not on the line's record page |
| Journal Line | The ledger line the item concerns | Optional. Not limited to the bank's GL account or to posted journals |
| Amount | The amount of the reconciling item | Typed by hand; never checked against the linked lines |
| Is Matched | Whether the item agrees on both sides | Clear means outstanding. Never set automatically |
| Narration | Free-text explanation of the item | Up to 254 characters |
| Type | The kind of item | Free text, up to 30 characters, no picklist. Only on the line's record page |
Line Number and Partner Account are stored on the line but are on no shipped form or view.
Worksheet header
| Field | What it means | Notes |
|---|---|---|
| Name | The worksheet's name | Required; typed by you, no automatic numbering |
| Partner Account | The partner (company) account the worksheet is scoped to | On the New form |
| Bank Account | The account being reconciled | On the New form |
| Bank Statement | The statement the worksheet covers | On the New form |
| Closing Balance Per Bank | The bank's closing balance | Typed |
| Closing Balance Per Book | The ledger balance at the statement date | Typed |
| Opening Balance | The opening balance | Typed; for reference |
| Difference | Bank minus book | Typed on the shipped screens |
| Status, Statement Date | Worksheet status and date | Shown on the Details tab |
Business rules
- Numbering. A new line's Name comes from the line document setting: series BRL, the date, then a six-digit running number.
- No validation between fields. Nothing checks that Amount equals the linked statement or journal line, that the linked statement line belongs to the worksheet's statement, or that the lines add up to the header's Difference.
- No effect on matching. Adding, ticking or deleting a worksheet line does not match, unmatch or ignore any statement line, and does not post anything to the ledger.
- No effect from matching. Confirming or auto-matching in the Bank Reconciliation workspace does not add or tick worksheet lines.
- Session summary. The platform has a worksheet summary that splits lines by Is Matched into matched and outstanding totals, stamps Difference as closing balance per bank minus per book, and sets Status to Completed when that difference is zero. No shipped button or screen runs it. Until an administrator exposes it, do these checks by hand as in Step 4.
Example
At 30 September, the statement for a current account closes at 4,82,300.00 and the GL account shows 4,61,050.00. The accountant creates a worksheet named "Current account — Sep" with those two closing balances and a Difference of 21,250.00.
On the Line tab they add:
- An outstanding cheque to a supplier, Amount 24,000.00, Is Matched clear, linked to the payment's journal line. On its record page they set Type to OutstandingCheque.
- A deposit in transit, Amount −3,500.00 (the team records items that reduce the bank figure as negative), Is Matched clear, Type DepositInTransit.
- A bank charge of 750.00 that the books have not yet recorded, linked to its statement line, Is Matched clear, Type BankCharge.
The outstanding items net to 24,000.00 − 3,500.00 − 750.00 = 19,750.00, which leaves 1,500.00 unexplained. The accountant goes back to the Bank Reconciliation workspace, finds an unposted receipt, and posts it. Then they update Closing Balance Per Book and Difference on the worksheet. The bank charge gets its own journal, so its line can be ticked Is Matched.
Training
Practice exercise
In a sandbox, create a worksheet for any bank account with a recorded statement. Enter closing balances that differ by 1,000.00. Add two outstanding lines of 600.00 and 400.00 with narrations, and set Type on one of them from its record page.
Expected result: the Line tab lists both lines with BRL names, Is Matched clear, and amounts that add up to the 1,000.00 difference. The statement lines you linked still show their original Reconciliation Status on the bank statement.
Quick reference
- Worksheet = Bank Reconciliation record; items = Bank Reconciliation Lines on its Line tab.
- Matching happens in the Bank Reconciliation workspace, not on the worksheet.
- Line names are generated from the BRL series.
- Amount and Is Matched are typed by you; nothing fills them in.
- Type is set from the line's record page, not the New form.
- Header balances and Difference are typed; check the totals by hand.
- A worksheet line never changes a statement line's status or the ledger.
Permissions
Access is set per entity in Setup → Access Control → Profiles → Entity Permissions, for Bank Reconciliation and Bank Reconciliation Line. The built-in SystemAdmin and StandardUser profiles have full access to Bank Reconciliation Line. A user needs read access to see the Line tab's rows and create access to add lines. See Security profiles.
Configuration
- Put the worksheet on a menu. No shipped app lists Bank Reconciliation. Go to Setup → Design Studio → Apps, open the app your finance team uses (for example the one that holds Banking), and use Manage Items to add Bank Reconciliation. The lines do not need their own menu entry, because they are reached from the worksheet's Line tab. See Create an entity for the same step.
- Buttons on the record pages. The shipped record layouts for both the worksheet and the line list header actions that do not exist, so the header shows no Edit or Delete button. Editing still works through the field pencils. To give users Edit, Delete or Clone buttons, edit the record layout in Setup → Design Studio and set the page header's actions to the entity's actions (Edit, Delete). See Design a form layout. Until then, the shipped screens have no way to delete a line.
- Fields on the forms. To capture Type when the line is created, or to show Line Number, add those fields to the line's create layout in the layout designer.
- Numbering. The line series is the Reconciliation line Document Setting under Setup → Feature Hub → Platform → Document Settings (series BRL, date format day-month-year, six-digit number). Change the series or length there. See Email templates and document numbering.
- Clone. If you expose Clone, it copies a record's own fields only. Cloning a worksheet does not copy its lines.
Common problems
I can't find Bank Reconciliation in any menu
No shipped app lists it. Ask an administrator to add it with Manage Items (see Configuration).
I ticked Is Matched but the statement line still says Unmatched
Worksheet lines don't touch statement lines. Match the statement line in the Bank Reconciliation workspace. That sets its status to Matched.
There is no Delete button on the line
The shipped line layout lists header actions that don't exist, so none are shown, and the Line tab has no row actions. An administrator can add Delete to the line's page header (see Configuration). Until then, clear the Amount and add a narration such as "void" so the line no longer affects your totals.
The Journal Line picker shows lines from other accounts
The picker is not filtered. Search by the journal's number or narration and check the account before you save.
The worksheet's Status doesn't change to Completed when the difference is zero
On the shipped screens, nothing changes the worksheet's Status. The summary that would set Completed has no button. Record sign-off in your close checklist, or ask an administrator to expose the summary.
Common questions
Is the worksheet the same as the Bank Reconciliation workspace?
No. The workspace (Banking → Bank Reconciliation) works on bank statement lines: it suggests ledger candidates, records confirmed matches, and changes each statement line's Reconciliation Status. The worksheet is a separate Bank Reconciliation record where you list reconciling items by hand. The two are not kept in step, so a match in the workspace does not appear on the worksheet, and a worksheet line does not match anything. Many teams use the workspace to do the matching and the worksheet to document what remains outstanding at the statement date.
Does a worksheet line post anything to the ledger?
No. A worksheet line is a note with an amount. It never creates or changes a journal. If the bank reports a charge or interest the books do not contain, post a journal for it (see Step 5 of Reconciling a bank account). Then link that journal line on the worksheet line, if you want the trail.
Which sign should I use for Amount?
xMatix doesn't apply a sign convention to worksheet lines, because nothing calculates with them on the shipped screens. Agree one convention within your team and write it into your close procedure. For example, use positive for items that explain why the bank balance is higher than the books, and negative for items that explain why it is lower. Apply it consistently, so that the outstanding total compares directly with the header's Difference.