How to access and interact with your reconcile tab
This guide takes you through our Reconcile tab - which provides your reconciliation overview. You’ll learn how to interpret the reconcile table, understand its columns and customise your columns and filters to your preferences. Plus, we’ll explain the actions you can take to manage your reconciliations efficiently 🚀
1.1. Navigate to the Statements module → Reconcile tab
On the left side of the page, where you see the purple column, hover your mouse to reveal the names of all the modules.
A list will appear. The second option from the top, is the ‘Statements’ module, click on that.
You’ll find yourself on the dashboard page of the statement's module. If you look on the top left there will be 4 tabs (Dashboard, Reconcile, Detail, Vendor Insights).
Click on the ‘Reconcile’ tab.
1.2. Overview of the reconcile table
This is a table that displays all your historic reconciliations in Xelix.
The lines that are highlighted in purple are the unread reconciliations we have automatically pulled from the statements that have landed in your inbox with the help of Helpdesk Lite or the Helpdesk module. This is our default setting but can be disabled upon request.
💡 Note: if you click on the ‘info required’ rec, it will automatically take you to the rec composer workflow, where your input is required.
At the bottom right of the table, you can see the total number of reconciliations in Xelix as well as the pages of tables you can browse through. There is also a button to select the number of reconciliations displayed per page with the default being 200/page.
1.3 Understanding the table columns
There are thirteen columns in the default table we provide for you:
Rec Status: identifies if this statement is reconciled (in green) or unreconciled (in red)
💡 By clicking the funnel icon on this title, you can filter the reconciliations:Information required: the reconciliations where user input is needed to view the results of the reconciliation. If you look closely at the info required ring, you'll be able to determine the amount of reconciliation steps require further information by counting the amount of purple dashes within the ring.
Unreconciled: view all the incomplete reconciliations
Reconciled: view all the completed reconciliations
Rec Vendor No: the vendor’s unique reference number e.g. 163158
Rec Vendor: your vendor’s name
Ledger date: The ledger date selected when the reconciliation was started.
Ledger Balance: the sum of all the open invoices on the ledger of the ERP, on the ledger date selected.
Line items: amount of individual entries relating to matches, statement-only and ledger-only details.
Matches: how many invoices in the statement match with the data in your system
Actions Pending: the number of actions pending to reconcile this statement
Statement: copy of the statement used in the reconciliation that you can click to download
Assigned User: the team member assigned to this reconciliation
Created By: identifies team member if they manually created this reconciliation (otherwise ‘Auto Created’ with a mailbox symbol to identify which statements have been automatically created with mailbox integration)
Recent Changes: the number of recent changes made to the data in your system(s) since the reconciliation started. (click on the number → reconciliations result page → a table that outlines all the recent changes that need approval). We will take a closer look to recent changes in 'Review Changes'.
There are non-default columns we provide for you, these are some useful ones to highlight:
Rec Last Updated: shows you the date the rec was updated due to various reasons such as:
The ‘action’ changed
The statement was edited
A reconciliation comment / vendor note was added/edited
The statement was remapped
The rec was marked ‘reconciled’ or ‘unreconciled’
A user was assigned/updated
A rec line was deleted (unless the rec has been shared / exported)
Received Date: the date you:
receive a statement via email
the date a statement lands in your inbox
Rec Time Since Created: the time taken to mark a rec as reconciled since a rec was created
Rec Time Since received: the time taken to mark a rec as reconciled since a statement was received via email
Emailed Vendor: status of the email containing the export shared with vendor
Rec Group: group of vendors that are included in the reconciliation
Vendor Group: group of vendors which can be used for reporting and tracking purposes
Link to invoice: link to view this invoice in your ERP system
1.4. Customising and navigating the table
In addition to the default columns, you can easily filter, sort and customise the columns displayed using the “Columns & Filters” button on the top left of the table, tailoring your view to meet your specific needs.
When you click on it, you will see a list of columns and filters that you can enable by either clicking on the corresponding toggle on the left or selecting an option from a drop-down selection e.g. Rec Vendor. There is also a search bar to search for a particular column or filter.
To learn more about interpreting your rec results, we provide an example reading of a reconciliation here
💡 Note: If you want to locate a particular invoice or vendor, you can use the search bar on the top left of the table.
1.5. Actions you can take
On the top right of the table, there is the ‘New Reconciliation’ button in purple. This is the button you click when you want to manually upload a statement to reconcile. ['How to reconcile a statement']
The export button will automatically export this table as an Excel file and download it on your PC.
To select individual rows, click the white square box on the left of the desired row.
To select all rows in the reconciliation, click the white square box in the left-most table header.
When rows are selected, a shortcut button appears at the top right, allowing you to assign multiple users to the selected reconciliations, either individually or in bulk.
The three-dot menu button will become active when you select any rows. When enabled, it offers the following options:
Mark as ‘reconciled’
Mark as ‘unreconciled’
Delete a reconciliation
Add a comment to a reconciliation
Click here to view our step-by-step guide on how to reconcile a statement in Xelix using our new redesigned reconciliation workflow: Rec Composer.