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Reconciliation

Cointab is not just a bank reconciliation tool or payment gateway reconciliation tool. It is a flexible reconciliation engine for comparing any two sides of financial or operational data.
By Vishwesh Sarkar
• 31 articles

How do I create a new reconciliation?

Short Answer: Open the New reconciliation page, upload the source and ledger files in the left/right 'Upload file' cards, confirm column mapping in the Import modal, then use the page’s primary action to save the reconciliation. PreRequisites 1. Signed in to the app and on the New reconciliation page 2. You have the source bank statement and ledger files available for upload Steps 1. Open the New reconciliation page. Header 'New reconciliation' is visible and the page shows two upload areas left and right. 2. Upload the source/bank file: click the left 'Upload file' card the blank upload area with an upload icon. Your file chooser opens or the Import modal appears to begin processing the file. 3. Upload the ledger file: click the right 'Upload file' card and select the ledger file. The Import modal shows a preview of the uploaded ledger file. 4. In the Import modal, review the sample rows and map each column to the correct system field using the controls on the right, then confirm/save the mapping. Mapping is saved and the modal closes; uploaded file appears attached to its card. 5. Click the page’s primary action the prominent button in the top-right header to save/create the reconciliation. Reconciliation is saved and you get a confirmation or are taken to the reconciliation list/detail. Troubleshooting 1. Clicking an 'Upload file' card does nothing. LikelyCause: Browser popup/file picker blocked or a temporary JS error. Action: Refresh the page, try a different browser, or disable extensions that block pop-ups. Then retry the upload. 2. Primary action top-right is disabled or not saving. LikelyCause: Required files not uploaded or column mapping incomplete. Action: Ensure both source and ledger files are uploaded and the Import modal mapping is completed for required fields; then try saving again. 3. Import/modal shows an error or 'Upload failed'. LikelyCause: File format or content issue unsupported format, corrupted file, or missing headers. Action: Open the file in Excel/text editor, ensure it has headers and proper data, re-save CSV/XLSX, then re-upload. If problem persists, export again from the source system. Note: After mapping, the Import modal displays a preview of sample rows on the left and mapping controls on the right. If you only see one upload card filled, the primary save action may remain disabled until both sides are completed.

Last updated on Aug 27, 2026

How do I map columns in the Import modal after uploading a file?

Short Answer: When the Import modal opens, review the sample rows on the left, use the dropdowns or inputs on the right to assign your file columns to system fields, then click the modal’s primary button to save the mapping. PreRequisites 1. You have uploaded a file and the Import modal is open preview table visible Steps 1. In the Import modal, look at the sample rows table on the left to confirm which column contains which data. You can see sample values from your file to help mapping decisions. 2. On the right side of the modal, set each mapping control dropdown or input to the corresponding column from your file. Each required system field is assigned to a column. 3. If a required column is missing, close the modal, update the file to include the header/column, and re-upload. File contains all required columns for successful mapping. 4. Click the modal’s primary button bottom-right to save mappings and proceed. Modal closes and the mapping is applied to the uploaded file. Troubleshooting 1. A required mapping control shows '–' or empty and you cannot proceed. LikelyCause: The file does not include a usable column for that required field. Action: Edit the file to add or rename the header so it’s clear, then re-upload and map again. 2. Values look incorrect after mapping dates/numbers malformed. LikelyCause: Incorrect column chosen or formatting/locale differences e.g., date format, decimal separator. Action: Choose the correct column, or normalize the file standard date format, consistent decimal separator and re-upload. Note: Always verify sample rows in the left pane match the mapping you set on the right before saving.

Last updated on Aug 27, 2026

How do I upload a file to the 'Upload file' area?

Short Answer: On the New reconciliation page click the appropriate 'Upload file' card left for source, right for ledger, pick your file in the file chooser, then confirm column mapping in the Import modal. PreRequisites 1. You are on the New reconciliation page screen shows 'New reconciliation' 2. The file you want to upload is saved locally and accessible Steps 1. On the New reconciliation page, locate the upload card you need left or right labelled by the empty upload area with an upload icon. Upload card is visible and clickable. 2. Click the middle of the upload card the area with the upload icon to open your computer’s file picker. Operating system file dialog opens so you can choose a file. 3. Select the file and confirm; wait for the Import modal to appear with a preview of the uploaded file. A preview table appears in the Import modal so you can map columns. 4. Review the preview, set column mappings on the right, and confirm to attach the file to the page. The file shows as uploaded on its card on the New reconciliation page. Troubleshooting 1. The Import modal opens but the preview table is empty. LikelyCause: File has no data rows, uses an unusual delimiter, or the header row is missing. Action: Open the file in Excel or a text editor, ensure there is a header row and data rows, save with a common delimiter comma or tab, then re-upload. 2. Upload hangs or times out. LikelyCause: Large file size or intermittent network. Action: Try a smaller sample file, check your network, or split large exports into smaller files and re-upload. Note: If the upload area shows the file name after upload, confirm that the preview looks correct before saving the reconciliation.

Last updated on Aug 27, 2026

What does the import preview table show and how should I use it?

Short Answer: The import preview table shows sample rows from your uploaded file so you can verify the data and choose correct column mappings before saving. PreRequisites 1. You have uploaded a file and the Import modal is open preview visible Steps 1. Open the Import modal by uploading a file from the Create view. A preview table with sample rows from the file appears on the left. 2. Scan the sample rows to identify which file column contains dates, descriptions, amounts, or other key values. You can clearly identify columns to map. 3. Use the mapping controls on the right to assign each required system field to the correct column from the preview. Mappings reflect the data shown in the sample rows. 4. If sample rows look wrong e.g., missing headers or shifted columns, close the modal and correct the file before re-uploading. A corrected file yields an accurate preview for mapping. Troubleshooting 1. Preview rows show header text among data rows. LikelyCause: Header row is not recognized extra blank rows above header or the file includes extra lines. Action: Open the file, remove extra blank rows above the header, save, and re-upload. 2. Numbers or dates display incorrectly in preview. LikelyCause: Locale/format mismatch e.g., comma vs period decimal separator or non-standard date format. Action: Normalize formatting in your source/export use ISO dates or US format, then re-upload. Note: Use the left preview to validate mapping decisions — accurate mapping prevents later reconciliation errors.

Last updated on Aug 27, 2026

Why did my upload fail and how do I fix 'Upload failed' errors?

Short Answer: An 'Upload failed' message means the system couldn’t process the file; common fixes are to re-export or reformat the file, check file size/encoding, and re-upload. PreRequisites 1. You attempted an upload and saw an 'Upload failed' or similar error modal Steps 1. Read the exact message in the 'Upload failed' modal for any specific cause or hint. You understand if the failure is format, size, or content related. 2. If the file is exported from a bank or another system, re-export it, choosing a standard format and including headers. A fresh clean file that often resolves format issues. 3. Open the file in Excel/text editor to verify there are no password protections, empty header rows, or unusual delimiters; save again as CSV or XLSX if needed. File is readable and uses standard delimiters/encoding. 4. Try uploading a small sample first 50 rows to confirm format is accepted before uploading the full file. Small sample uploads successfully, confirming acceptable format. 5. If issues persist, capture the error message and contact support with the file for assistance. Support can reproduce and advise on the required file format. Troubleshooting 1. Modal displays 'Upload failed' without detail. LikelyCause: Generic processing error, possibly due to corrupt file or unsupported encoding. Action: Open the file in a text editor, save with UTF-8 encoding, remove unusual characters, then retry upload. 2. Upload fails only for very large files. LikelyCause: Server or browser timeouts / size limits. Action: Split the export into smaller files and upload them separately, or contact support to confirm file size limits. 3. Mapping step fails after upload. LikelyCause: Required columns are missing or column headers are malformed. Action: Edit the file to include clear header names, save, and re-upload so you can map correctly. Note: The Import modal and 'Upload failed' modal are the key places to read exact error details — copy the error text when contacting support.

Last updated on Aug 27, 2026

How do I run a new reconciliation?

Short Answer: Click 'Run new reconciliation' in the report header to start a new run, then wait for the 'Running monthly revenue reconciliation' page and the progress bar. PreRequisites 1. You are on the report page 'Monthly revenue reconciliation' 2. Source files or data are ready for processing Steps 1. From the report header click 'Run new reconciliation'. A new reconciliation begins or you are taken to the running status screen. 2. On the running screen, monitor the progress bar and status messages. You see 'Running monthly revenue reconciliation' and progress e.g., 'Matching transactions by rule 1'. 3. Wait for the run to complete and review results in the summary cards and transaction lists. Report results are displayed Fully matched, Partially matched, Unmatched, Skipped. 4. If the run fails, use the error page button 'Run reconciliation again' to retry. System attempts to re-run the reconciliation. Troubleshooting 1. 'Run new reconciliation' doesn't start a run or the button doesn't respond. LikelyCause: Temporary UI or network issue. Action: Reload the page and try again. If it still doesn't work, wait and retry or check the error page if shown. 2. Run repeatedly fails. LikelyCause: Corrupt or invalid source files. Action: Check your source files for validation errors see 'Skipped' tab and correct them before re-running. Note: If you re-run the same dataset, allow time for the system to process changes before downloading results.

Last updated on Aug 27, 2026

How do I share this report and control who can view it?

Short Answer: Click 'Share', enter emails in 'Enter email address', choose a role e.g., 'Member', select 'Private' or 'Public' under Report access, then click 'Save & send invites' or 'Copy link'. PreRequisites 1. You are on the report page and can access the 'Share' control Steps 1. Click 'Share' in the report header to open the 'Share this report' modal. The 'Share this report' modal opens. 2. In 'Share with your team' type one or more email addresses into 'Enter email address' and set the role using the dropdown default 'Member'. Recipients appear in the field ready to be invited. 3. Review 'People with access' to see existing users and their roles for example 'Richard Roe — Admin', 'Jane Doe — Member', 'Alex Smith (you) — Owner'. The current access list is visible. 4. Under 'Report access' choose 'Private' or 'Public'. 'Private' means only team members can view; 'Public' means anyone with the link can view no login required. Access option is set. 5. Click 'Save & send invites' to send invites or 'Copy link' to copy a public link. Invitations are sent or the link is copied to clipboard. Troubleshooting 1. 'Save & send invites' is disabled or does nothing. LikelyCause: No email entered or entered email format is invalid. Action: Enter a valid email address into 'Enter email address' and try again. 2. Shared users cannot see the report. LikelyCause: Report access set to 'Private' or recipients were not added successfully. Action: Confirm recipients are listed under 'People with access' and change to 'Public' if appropriate, or re-add and 'Save & send invites'. Note: 'Copy link' is useful for sharing an unsecured public URL; 'Private' restricts access to team members only.

Last updated on Aug 27, 2026

What should I do if the reconciliation fails with 'Reconciliation could not be completed'?

Short Answer: Click 'Run reconciliation again'. If it still fails, check your uploaded files for errors or contact support as the error message suggests. PreRequisites 1. You are viewing the failure screen that says 'Reconciliation could not be completed' Steps 1. On the error screen, click the green button 'Run reconciliation again'. The system attempts another reconciliation run. 2. If the run fails again, inspect your source files for validation issues and fix any problems. You locate and correct errors such as invalid dates or missing fields. 3. Re-upload corrected files if applicable and run the reconciliation again. A fresh reconciliation starts with corrected data. 4. If the issue persists after verifying files, follow the error screen advice to contact support for assistance. Support can investigate persistent backend or system problems. Troubleshooting 1. Reconciliation fails immediately each attempt. LikelyCause: Uploaded files contain a consistent validation error skipped/invalid rows or a corrupt file. Action: Open the 'Skipped' tab, inspect data quality issues in the modal for specific rows, correct the source files, and re-run. 2. Temporary service error message appears. LikelyCause: Backend outage or transient error. Action: Wait a few minutes and try 'Run reconciliation again'. If it continues, contact support. Note: The failure screen explicitly states: 'We couldn't finish this reconciliation due to a temporary issue. Please try running it again.'

Last updated on Aug 27, 2026

Why were some records marked 'Skipped' and how do I fix them?

Short Answer: Skipped rows were ignored due to data validation issues for example 'Invalid date format'. Open the Skipped tab and a skipped row to see the exact 'Data quality issue' and raw values to fix in the source data. PreRequisites 1. You are on the 'Skipped' tab of the report Steps 1. Open the 'Skipped' tab or click the 'Skipped' card. You see 'Skipped – Side A' and 'Skipped – Side B' lists with issue descriptions. 2. Click a skipped row to open 'Skipped transaction details' modal. Modal opens and shows a 'Data quality issue' box with the reason for example 'Invalid date format'. 3. Review the raw values in the modal Date (raw), Transaction ID, Amount (raw) and the issue text. You can see exactly which field failed validation. 4. Correct the source data by fixing date formats, providing missing dates, ensuring amounts are numeric or filling mandatory fields and re-run reconciliation. Corrected records will be processed in the next reconciliation run. Troubleshooting 1. Record is still skipped after correction and re-run. LikelyCause: Updated source file was not uploaded or the wrong dataset was used. Action: Confirm the corrected file is uploaded and then click 'Run new reconciliation'. 2. Issue reads 'Invalid date format' but date looks valid. LikelyCause: Date format in source doesn't match the expected format used by the recon. Action: Convert dates in the source to the expected format and re-run. Note: The modal includes the message: 'This row was skipped during reconciliation due to data validation errors. Please review and correct the source data.' Use that to guide fixes.

Last updated on Aug 27, 2026