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Customer Reconciliation

Cointab automates customer reconciliation by matching AR ledgers with customer data to detect missing receipts, mismatches, duplicates, and timing gaps—replacing manual
By Vishwesh Sarkar
• 12 articles

How do I configure the Books / ledger file columns for reconciliation?

Short Answer: Open 'Configure file - Books', set the header row, choose 'Posting Date' as Date, select 'Separate debit and credit columns', set 'Debit amount' and 'Credit amount', and choose identifiers like 'Invoice Ref', 'PO No', 'Doc No'. PreRequisites 1. Books file is uploaded and visible in the Books card. 2. You know which columns contain Posting Date, Debit, Credit and identifiers Invoice Ref, PO No, Doc No. Steps 1. On the 'Customer reconciliation' page click the pencil icon on the Books card to open 'Configure file - Books'. 'Configure file - Books' modal opens. 2. Set 'Select the row number where the column headers are present' to the correct row example shows '5'. Data preview shows headers aligned to the selected row. 3. Under 'Date (optional)' choose 'Posting Date'. 'Posting Date' selected as the Date column. 4. Under 'Amount' select 'Separate debit and credit columns' and note 'Net amount = Debit - Credit'. Separate debit/credit option selected and guidance visible. 5. Set 'Debit amount' to 'Debit (USD)' and 'Credit amount' to 'Credit (USD)'. Debit and Credit dropdowns show the selected columns. 6. Under 'Reference / Identifier' select 'Invoice Ref', 'PO No' and 'Doc No' as applicable. Chosen identifiers appear in the Reference / Identifier field. 7. Close the modal by clicking 'X' and verify mappings saved in the Books card. Books mapping is applied for the next reconciliation run. Troubleshooting 1. Book totals are reversed compared to statement totals. LikelyCause: Wrong net amount interpretation. Books note says 'Net amount = Debit - Credit'. Action: Open 'Configure file - Books' and confirm the 'Separate debit and credit columns' option and that Debit/Credit dropdowns are correctly assigned. 2. Expected identifier columns are missing from Reference / Identifier. LikelyCause: Header row chosen incorrectly. Action: Adjust the header row number until the correct column labels appear in the preview, or use 'Add column' to expose a missing column. Note: Books modal help text reads 'Net amount = Debit - Credit' — use that to verify the correct debit/credit mapping.

Last updated on Sep 08, 2026

How do I configure the Customer statement file columns for reconciliation?

Short Answer: Open 'Configure file - Customer statement', set the header row, choose 'Value Date' as Date, select 'Separate credit and debit columns', map 'Credit amount' and 'Debit amount', and add 'Invoice No.' and 'PO No' as Reference / Identifier. PreRequisites 1. Customer statement file is uploaded and visible in the Customer statement card. 2. You know which columns in your file are Date, Credit, Debit and identifiers Invoice No., PO No. Steps 1. On the 'Customer reconciliation' page click the pencil icon on the Customer statement card to open 'Configure file - Customer statement'. 'Configure file - Customer statement' modal opens. 2. Set 'Select the row number where the column headers are present' to the row that contains your headers example shows '4'. Data preview shows the selected header row. 3. Under 'Date (optional)' choose 'Value Date'. 'Value Date' is selected as the Date column. 4. Under 'Amount' select 'Separate credit and debit columns' and note the guidance 'Net amount = Credit - Debit'. Separate credit/debit option selected and guidance visible. 5. Set 'Credit amount' to 'Credit (USD)' and 'Debit amount' to 'Debit (USD)'. Credit and Debit dropdowns show the correct column choices. 6. In 'Reference / Identifier' select 'Invoice No.' and 'PO No' add more if applicable. 'Invoice No.' and 'PO No' appear as selected identifiers. 7. Close the modal by clicking 'X' and verify the mapping is saved in the card. Customer statement mapping is applied and will be used when you run reconciliation. Troubleshooting 1. Preview shows wrong column names or data under header row. LikelyCause: Incorrect header row number selected. Action: Change 'Select the row number where the column headers are present' to the correct row until column headers align with preview. 2. Amounts sign or totals are inverted after reconciliation. LikelyCause: Wrong amount orientation selected. Net amount interpretation differs. Action: Re-open 'Configure file - Customer statement' and confirm 'Separate credit and debit columns' is selected and that 'Credit amount' and 'Debit amount' dropdowns are assigned correctly. See the 'Net amount = Credit - Debit' note. 3. Identifiers like Invoice No. aren't available to select. LikelyCause: Header row incorrect or column not present in file preview. Action: Adjust header row or use 'Add column' in the modal to expose/match that column, then select it under 'Reference / Identifier'. Note: Customer statement modal shows the help note 'Net amount = Credit - Debit' — use this to confirm correct credit/debit mapping.

Last updated on Sep 08, 2026

How do I run a customer reconciliation after my Books and Customer statement files are uploaded?

Short Answer: Confirm both files are attached, configure column mappings for Books and Customer statement, select Customer name and Period, then click 'Run reconciliation' to view Fully/Partially/Unmatched results. PreRequisites 1. Books and Customer statement files are uploaded and visible in their cards e.g., Internal Ledger statement.xlsx, Customer Statement.xlsx. 2. You know which Customer name and Period month/year to reconcile. 3. You can open the 'Configure file' modal for each uploaded file. Steps 1. Open the 'Customer reconciliation' page and confirm the Books and Customer statement cards show uploaded files. You see file boxes with file names such as 'Internal Ledger statement.xlsx' and 'Customer Statement.xlsx'. 2. Click the pencil icon on the Books card to open 'Configure file - Books'. 'Configure file - Books' modal opens. 3. Map required fields in 'Configure file - Books' header row, Date, Debit/Credit columns, Reference / Identifier. Debit/Credit and Reference / Identifier selections are set for Books. 4. Click the pencil icon on the Customer statement card and map fields in 'Configure file - Customer statement' header row, Date, Credit/Debit columns, Reference / Identifier. Credit/Debit and Reference / Identifier selections are set for Customer statement. 5. Confirm the 'Customer name' and set 'Period' Select month/year at the top of the page. 'Customer name' and 'Period' are populated. 6. Click 'Run reconciliation' top right. Reconciliation runs and the results page displays summary cards 'Total', 'Fully matched', 'Partially matched', 'Unmatched'. 7. Open the 'Fully matched', 'Partially matched' or 'Unmatched' tab to review individual rows. Tables of matched/unmatched rows appear with Date, Reference / Identifier, Amount and Difference columns. Troubleshooting 1. 'Run reconciliation' returns unexpected large differences or few matches. LikelyCause: Incorrect column mapping wrong header row or wrong Debit/Credit orientation or missing Reference / Identifier selections. Action: Open both 'Configure file' modals and verify header row, 'How is the amount represented in this file?' option, the correct Debit/Credit dropdowns and Reference / Identifier selections Invoice Ref / Invoice No. / PO No / Doc No. Re-run reconciliation. 2. 'Run reconciliation' button appears inactive or no results after clicking. LikelyCause: Files not present in one or both cards, or 'Period' not selected. Action: Confirm files are shown in Books and Customer statement cards and set 'Period', then click 'Run reconciliation' again. Note: Map both files consistently: Books net = Debit - Credit; Customer statement net = Credit - Debit. These notes appear in each Configure modal.

Last updated on Sep 08, 2026

How do I view matched transaction details and unmatch a pair?

Short Answer: Click a matched row to open 'Matched transaction details', review the 'Match basis' and transaction lines, then click 'Unmatch' to break the match. PreRequisites 1. You have run reconciliation and there are matched rows visible in the results table. Steps 1. On the results page click the matched row you want to inspect in the Fully/Partially matched table. 'Matched transaction details' modal opens. 2. In the 'Matched transaction details' modal check the 'Match basis' box which shows 'Reference ID + Amount' and the text 'Transactions matched using Identifier and Amount.' You see the Books / ledger and Customer statement transaction lines and totals. 3. If you want to separate the pair, click 'Unmatch'. The transactions are unpaired and the modal will reflect the change; totals on the results page will update after the modal closes or after refresh. 4. Close the modal by clicking 'X' and review the updated totals in the summary cards or re-run reconciliation if needed. The pair is removed from the matched list and appears in Unmatched or Partially matched as appropriate. Troubleshooting 1. Clicking 'Unmatch' does not change the totals or the pair remains matched. LikelyCause: UI did not refresh or a transient update failed. Action: Close the modal, refresh the page, or re-run reconciliation to ensure the change is reflected. Note: The 'Match basis' box shows the criteria used in this flow 'Reference ID + Amount'.

Last updated on Sep 08, 2026

What do the Total, Fully matched, Partially matched and Unmatched cards show?

Short Answer: Each card shows Books / ledger and Customer statement totals and transaction counts for that group; 'Difference' shows the numeric gap for that group. PreRequisites 1. You have run a reconciliation and are on the results page. Steps 1. Open the reconciliation results page after running reconciliation. Cards labeled 'Total', 'Fully matched', 'Partially matched', and 'Unmatched' are visible at the top of the page. 2. Read each card: review 'Books / ledger' amount and transaction count, 'Customer statement' amount and transaction count, and the 'Difference'. You can see totals e.g., Books / ledger 58,206.50 and counts e.g., 117 transactions. 3. Click a card or its tab 'Fully matched', 'Partially matched', 'Unmatched' to open the detailed table for that group. Table lists transactions for the selected group with Date, Reference / Identifier, Amount and Difference columns. 4. Use '+ Add filter' if needed to narrow the displayed rows in the selected tab. Filter UI appears so you can refine which rows are shown. Troubleshooting 1. A card's totals are unexpected too large or small. LikelyCause: Incorrect column mappings or header row errors in one of the configured files. Action: Open the relevant 'Configure file' modal for Books or Customer statement and verify header row, Date and amount mappings, then re-run reconciliation. Note: Percentages shown next to transaction counts e.g., '85 transactions (73%)' indicate portion of total transactions.

Last updated on Sep 08, 2026

Why are fewer matches found than I expect?

Short Answer: Fewer matches are typically caused by missing or mismatched Reference / Identifier columns, incorrect header row, or wrong amount mapping between Books and Customer statement. PreRequisites 1. You have run a reconciliation and noticed low matched transaction counts. Steps 1. Open the results page to confirm the counts on the 'Fully matched', 'Partially matched' and 'Unmatched' cards. You see the number of transactions and percentages for each group. 2. Open 'Configure file - Books' and check that identifier columns like 'Invoice Ref', 'PO No', 'Doc No' are selected. Identifier columns are properly selected for Books. 3. Open 'Configure file - Customer statement' and confirm 'Invoice No.' and 'PO No' or other matching identifiers are selected. Identifier columns are properly selected for Customer statement. 4. If identifiers are present but not matching, inspect sample identifier values in the preview for subtle differences extra spaces, prefixes. You identify formatting differences and can normalize data before re-running. 5. Use 'Add column' in the Configure modal if the identifier you need isn't available in the preview. The missing identifier column is exposed and can be selected. 6. After corrections, re-run reconciliation and check match counts again. Match counts increase if mapping fixes resolved mismatches. Troubleshooting 1. Identifier columns appear but values differ by formatting. LikelyCause: Source data has extra characters, prefixes or different formats. Action: Clean/standardize the source file prior to upload or adjust which identifier columns are used; use 'Add column' to bring in corrected columns. 2. No identifiers available to select. LikelyCause: Header row set incorrectly so header names are not recognized. Action: Set the correct header row in the Configure modal until headers align with the preview. Note: Matching relies on both identifiers and amounts — both must be aligned to find matches.

Last updated on Sep 08, 2026

Why does the reconciliation show a non-zero Difference and how do I fix it?

Short Answer: A non-zero Difference means Books and Customer statement totals don't balance for the selected group — usually caused by wrong header row, incorrect amount orientation, or missing Reference/Identifier mappings. PreRequisites 1. You have a reconciliation run that shows a non-zero Difference on summary cards or table rows. Steps 1. Open the results page and identify which card Total/Fully matched/Partially matched/Unmatched shows a non-zero Difference. You know which group needs investigation. 2. Open 'Matched transaction details' for specific rows to inspect individual lines and verify amounts and references. You can see Books and Customer statement lines and the 'Match basis'. 3. Open 'Configure file - Books' and 'Configure file - Customer statement' and verify header rows, Date and Debit/Credit mapping. Mappings align so net amounts are calculated correctly. Notes show Net amount formula in each modal. 4. Ensure the same identifier columns Invoice Ref / Invoice No. / PO No / Doc No are selected as 'Reference / Identifier' in both files. Identifier selections are consistent across both files. 5. Correct any mapping issues and re-run reconciliation to see if the Difference resolves. Difference should update; if still non-zero, continue investigating unmatched transactions. Troubleshooting 1. Totals shift sign positive/negative unexpectedly. LikelyCause: Debit/Credit columns assigned to the wrong dropdown book vs statement interpretation mismatch. Action: In each Configure modal verify the 'How is the amount represented in this file?' selection and the Debit/Credit dropdown assignments; re-run reconciliation. 2. Row-level differences are zero but summary Difference remains non-zero. LikelyCause: Some transactions are missing from match groups unmatched rows or were not included due to mapping errors. Action: Review Unmatched and Partially matched tabs, open rows to inspect, and adjust mappings to include identifiers; re-run reconciliation. Note: Use the 'Matched transaction details' modal to trace amounts back to the source rows for precise troubleshooting.

Last updated on Sep 08, 2026