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Intercompany Reconciliation

CleverBalance automates intercompany reconciliation by matching Entity A vs B transactions to detect missing entries, mismatches, and timing differences—replacing manual Excel processes.
By Vishwesh Sarkar
• 36 articles

Why does the page show 'No reconciliations found'?

Short Answer: 'No reconciliations found' means no records match your active filters. Adjust the filters or create a new reconciliation. PreRequisites 1. Be signed in 2. Be on the Reconciliations page Steps 1. Confirm the message: 'No reconciliations found' and read the hint beneath it. You see: 'No reconciliations found' and 'Try adjusting your filters to view available reconciliations.' 2. Set 'Run by' to 'All users' to include reconciliation runs by everyone. 'Run by' displays 'All users'. 3. Set 'Reconciliation for' to 'All reconciliations' to widen the scope. 'Reconciliation for' displays 'All reconciliations'. 4. Broaden or clear the 'Reconciliation type' filter (if possible) and try again. The reconciliation list refreshes and shows matching items if any exist. 5. If you still see no results, click '+ New reconciliation' to create a reconciliation or check with your team if reconciliations should exist. You either begin a new reconciliation or confirm there are no past reconciliations to display. Troubleshooting 1. No reconciliations appear after broadening filters. LikelyCause: There are no reconciliations in the system yet or data sync is delayed. Action: Wait a few minutes, refresh the page, and if reconciliations still do not appear contact your administrator. 2. You expect results but see none. LikelyCause: You may lack permission to view certain reconciliations. Action: Ask your administrator to confirm your access level for reconciliations. Note: The page hint explicitly recommends adjusting filters to find reconciliations.

Last updated on Apr 24, 2026

How do I create a new intercompany reconciliation?

Short Answer: On the New reconciliation page choose Select reconciliation type = Intercompany reconciliation, set Reconciliation name, upload Entity A and Entity B files, then click Run reconciliation. PreRequisites 1. Signed in to CleverBalance 2. Open the New reconciliation page 3. Have Entity A and Entity B statement files ready in CSV, XLS, or XLSX format and under Maximum file size: 10MB Steps 1. Open the New reconciliation page and confirm you see the header New reconciliation. The page shows Select reconciliation type and Reconciliation name fields. 2. Under Select reconciliation type click the dropdown and choose Intercompany reconciliation. Intercompany reconciliation is selected and subtitle Entity A statement vs Entity B statement is visible. 3. In Reconciliation name click the input and type your desired name (or keep the default Intercompany Reconciliation). The chosen reconciliation name appears in the Reconciliation name field. 4. Under Entity A statement confirm the displayed file or click Edit (pencil) to replace the file. Entity A statement panel shows the uploaded file name. 5. Under Entity B statement either drag & drop your file into the panel or click Upload file and select the file. Entity B statement panel displays the uploaded file name. 6. Confirm both files meet Supported formats: CSV, XLS, XLSX and Maximum file size: 10MB. Files are accepted without errors. 7. Click Run reconciliation (yellow button at top-right) to start the process. The reconciliation begins and moves to the mapping step. Troubleshooting 1. Upload is rejected or file does not appear. LikelyCause: Unsupported format or file exceeds 10MB. Action: Convert to CSV/XLS/XLSX, ensure size is under 10MB, and retry. 2. Run reconciliation does not start. LikelyCause: One or both files missing or network issue. Action: Confirm both Entity A and Entity B files are uploaded, refresh, and retry. 3. Clicking Edit does not change the file. LikelyCause: Browser/UI issue. Action: Refresh the page or try a different browser. Note: You can drag & drop files or use Upload file. Use View sample data format to verify the expected file structure before uploading.

Last updated on Apr 24, 2026

How do I upload the Entity B statement?

Short Answer: Drag & drop your file into the Entity B statement panel or click Upload file; supported formats are CSV, XLS, XLSX and the Maximum file size is 10MB. PreRequisites 1. Be on the New reconciliation page 2. Have the Entity B statement ready in CSV, XLS, or XLSX format and under Maximum file size: 10MB Steps 1. Locate the Entity B statement panel on the New reconciliation page. You can see Drag & drop your file here and the Upload file button. 2. Either drag & drop your file into the panel area (Drag & drop your file here) or click Upload file. A file selection dialog opens (if you clicked Upload file) or the drag action starts the upload. 3. If you used Upload file, choose the file from your computer and confirm. The selected file uploads and its name appears in the Entity B statement panel. 4. Verify the uploaded file is accepted (no rejection message) and matches Supported formats: CSV, XLS, XLSX and Maximum file size: 10MB. Entity B statement shows the file name and is ready for reconciliation. Troubleshooting 1. Clicking Upload file does not open a file chooser. LikelyCause: Browser script blocker or an extension preventing dialogs. Action: Try dragging the file into the panel, disable script blockers/extensions for this site, or use a different browser. 2. File is rejected after upload. LikelyCause: File format not supported or file exceeds Maximum file size: 10MB. Action: Save or export the file as CSV, XLS, or XLSX and ensure it is below 10MB, then retry. Note: If your file is large, consider splitting it into smaller files that meet the 10MB limit.

Last updated on Apr 24, 2026

Why can't I upload my file?

Short Answer: Uploads commonly fail because the file is not CSV/XLS/XLSX, is larger than 10MB, or a browser/network issue is preventing the upload. PreRequisites 1. Be on the New reconciliation page 2. Have your file accessible on your computer Steps 1. Check the file type and size. Confirm it is CSV, XLS, or XLSX and under Maximum file size: 10MB. You know whether the file meets format and size requirements. 2. Try uploading again by dragging & dropping into the target panel or by clicking Upload file. If format/size are correct, the file should start uploading. 3. If upload still fails, refresh the page and retry or try a different browser. Upload succeeds or you identify a browser-specific issue. 4. If needed, split the file into smaller files or re-export it from the source system in a supported format. A smaller or correctly formatted file uploads successfully. Troubleshooting 1. Upload shows an immediate rejection or 'unsupported file type' message. LikelyCause: File is not CSV/XLS/XLSX or has the wrong file extension. Action: Open the file in your source application and export/save it as CSV, XLS, or XLSX, then retry. 2. Upload fails with a size limit error. LikelyCause: File exceeds Maximum file size: 10MB. Action: Reduce file size by removing unused rows/columns or split the file into multiple smaller files under 10MB. 3. Upload dialog doesn't open or drag & drop does nothing. LikelyCause: Browser extensions or blockers interfering, or a temporary script error. Action: Disable extensions that might block uploads, refresh the page, or try a different browser. Note: If you continue to see unexplained upload failures after trying the fixes above, capture any error messages and retry in a different browser to isolate the issue.

Last updated on Apr 24, 2026

How do I choose the correct amount representation for my file?

Short Answer: Choose 'Single signed amount column' if amounts use positive/negative signs, or 'Separate debit and credit columns' if debits and credits are in separate columns. PreRequisites 1. Configure entity A statement dialog open 2. '2. Header row' set so amount columns are visible Steps 1. Find '6. Amount representation' in the Required fields panel and read the prompt 'How is the amount represented in this file?'. You see two radio options: 'Single signed amount column' and 'Separate debit and credit columns'. 2. Select 'Single signed amount column' if your file has one amount column where negative numbers indicate credits, or select 'Separate debit and credit columns' if there are two separate columns. The selected option matches the format used in your source file. 3. Verify a few amount values in 'Data preview (20 rows)' to ensure amounts appear correctly according to your selection. Amounts in the preview align with the option chosen. 4. If totals or signs look wrong after saving, return to this control and switch to the other option to test which matches your data. Amounts parse correctly after selecting the correct representation. Troubleshooting 1. Totals or reconciled amounts are incorrect after mapping. LikelyCause: Incorrect selection between signed amounts and separate debit/credit columns. Action: Switch the selection under '6. Amount representation' to the other option and reapply. Confirm values in 'Data preview (20 rows)'. Note: Pick the option that reflects your source file format. If unsure, inspect sample rows in the preview to see whether amounts have signs or separate debit/credit values.:

Last updated on Apr 24, 2026

How do I configure entity A statement to map my file columns for reconciliation?

Short Answer: Open the Configure entity A statement dialog, review 'Data preview (20 rows)', set '1. Select sheet', '2. Header row', '3. Transaction date', '4. Date format', '5. Reference / Description' and '6. Amount representation', then click 'Save & apply'. PreRequisites 1. Open the Configure entity A statement dialog with your file loaded (you should see 'Data preview (20 rows)') Steps 1. Confirm you are in the 'Configure entity A statement' dialog and that 'Data preview (20 rows)' shows sample rows and columns (for example: 'Entry No', 'Posting Date', 'Document Date', 'Doc Type', 'Doc No'). Dialog title and sample data preview are visible. 2. Under '1. Select sheet' choose the sheet that contains your data (example shown: 'Branch Ledger'). '1. Select sheet' shows the chosen sheet name. 3. Set '2. Header row' to the row number that contains your column headers (example shown: '5'). Column labels are read from the selected header row. 4. In '3. Transaction date' select the column that holds transaction dates (example: 'Posting Date'). The chosen column is marked as the transaction date source. 5. Under '4. Date format' set 'First value', 'Second value', 'Third value' to match the order of day, month, and year in your file (example: Day | Month | Year). Date parsing is set to the correct D/M/Y or M/D/Y order. 6. Confirm the fields listed in '5. Reference / Description' (chips shown: 'Entry No', 'Doc Type', 'Doc No', 'Reference No', 'P O / Agreement Ref', 'Terms', 'Narration / Memo', 'Currency', 'Status'). Remove any unwanted chips by clicking '×'. Reference/description fields are composed of the selected chips. 7. Choose the appropriate option under '6. Amount representation' — either 'Single signed amount column' or 'Separate debit and credit columns'. Amount representation setting matches how amounts appear in your file. 8. Click 'Save & apply' to save your settings, or click 'Cancel' (or the 'x' at top-right) to close without saving. Mappings are saved and the dialog closes, or changes are discarded if you cancelled. Troubleshooting 1. Dates appear invalid or are not parsed. LikelyCause: '3. Transaction date' points to the wrong column or '4. Date format' does not match the date order in your file. Action: Under '3. Transaction date' select the correct date column, then set 'First value', 'Second value', 'Third value' in '4. Date format' to match your file (e.g., Day / Month / Year). 2. Reference / Description is empty or shows wrong values. LikelyCause: '2. Header row' is not set to the row with column headers, so the expected column names are unavailable for mapping. Action: Set '2. Header row' to the row that contains your headers (example: 5). Confirm the desired columns appear as chips in '5. Reference / Description'. 3. Amounts total incorrectly after mapping. LikelyCause: Incorrect selection in '6. Amount representation' (signed amounts vs separate debit/credit). Action: Switch between 'Single signed amount column' and 'Separate debit and credit columns' to match the file format and reapply. 4. 'Save & apply' is disabled or does not save. LikelyCause: One or more required fields under 'Required fields' (items 1–6) are not set. Action: Complete each item under 'Required fields' (Select sheet, Header row, Transaction date, Date format, Reference / Description, Amount representation) then click 'Save & apply'.

Last updated on Apr 24, 2026

How do I configure the Reference / Description fields?

How do I configure the Reference / Description fields? Short Answer: Use '5. Reference / Description' to control which columns are combined into the reference/description; remove unwanted chips by clicking '×'. PreRequisites 1. '2. Header row' set so column names are available 2. Configure entity A statement dialog open Steps 1. Locate the '5. Reference / Description' box in the Required fields panel. A list of chips appears representing currently chosen fields. 2. Review the chips shown (example: 'Entry No', 'Doc Type', 'Doc No', 'Reference No', 'P O / Agreement Ref', 'Terms', 'Narration / Memo', 'Currency', 'Status'). You can see which columns will be used to build the reference/description. 3. Remove any chip you do not want included by clicking its '×'. The unwanted field is removed from the reference composition. 4. If a required field does not appear as a chip, confirm '2. Header row' is correct so that column names become available for selection. Desired fields become available for inclusion. Troubleshooting 1. A column I want to use for reference is not available as a chip. LikelyCause: The header row is set incorrectly so the column name was not recognized. Action: Set '2. Header row' to the row that contains your header names, then re-check '5. Reference / Description' for the field. Note: Chips show the exact fields that will be concatenated for the reference/description. Remove or reorder (if supported) to change how descriptions are generated.

Last updated on Apr 24, 2026

How do I set the date format so the system reads my dates correctly?

Short Answer: Under '4. Date format' set 'First value', 'Second value', 'Third value' to match the order of day, month, and year in your date column (example: Day, Month, Year). PreRequisites 1. '3. Transaction date' selected 2. '2. Header row' set correctly Steps 1. Locate '4. Date format' in the Required fields panel. '4. Date format' shows 'First value', 'Second value', 'Third value' controls. 2. Set 'First value', 'Second value' and 'Third value' to the correct order for your file (options include Day, Month, Year). The selected order matches your spreadsheet date format. 3. Read the helper text 'Select the order of day, month, and year in your date column.' to confirm the change. You have chosen the correct D/M/Y or M/D/Y order. 4. Verify dates in 'Data preview (20 rows)' now display and parse as expected. Dates appear correctly parsed in the preview. Troubleshooting 1. Dates still show wrong values after changing the order. LikelyCause: Date column contains mixed formats or non-standard separators, or the wrong transaction date column is selected. Action: Confirm '3. Transaction date' points to the intended column and inspect a few raw date cells in your source file; normalize mixed formats in the source or choose the alternate order that matches most rows. Note: Start with the most common order used in your region (e.g., Day/Month/Year) and adjust if preview shows mismatches.

Last updated on Apr 24, 2026

Why are dates not recognized or parsed correctly after mapping?

Short Answer: Dates fail to parse when the chosen transaction date column or the '4. Date format' order doesn't match the actual date data; fix these settings and re-check the preview. PreRequisites 1. 'Data preview (20 rows)' visible 2. '3. Transaction date' selected Steps 1. Confirm '3. Transaction date' points to the correct column (for example, 'Posting Date'). The correct column is selected as the transaction date. 2. Inspect sample cells in 'Data preview (20 rows)' to see the raw date format used (e.g., '05-Jan-2025' or '01/07/2025'). You understand the day/month/year order in the file. 3. Under '4. Date format' set 'First value', 'Second value', 'Third value' to match the previewed order (Day/Month/Year or Month/Day/Year). Date format order matches the file. 4. If some rows still parse incorrectly, check the source file for mixed date formats and normalize them in the source spreadsheet before re-mapping. Dates are consistent and parse correctly after normalization. Troubleshooting 1. Some rows parse correctly while others show wrong dates. LikelyCause: The date column contains mixed formats (different rows use different formats). Action: Open the source file, standardize the date format across rows, then re-open the dialog and reapply the selected '4. Date format'. 2. No date values appear after selecting a transaction date column. LikelyCause: Wrong '2. Header row' caused the wrong column to be identified as the transaction date. Action: Set '2. Header row' to the row that contains your header names, then re-select the transaction date column. Note: Use the sample rows in 'Data preview (20 rows)' to quickly validate date parsing before saving.

Last updated on Apr 24, 2026

Why are Reference / Description values missing or incorrect in reconciliation?

Short Answer: Reference values come from the chips in '5. Reference / Description'; if they are missing or wrong, check '2. Header row' and the chips in that box. PreRequisites 1. Configure entity A statement dialog open 2. '2. Header row' set Steps 1. Open '5. Reference / Description' and review the chips listed (e.g., 'Entry No', 'Doc Type', 'Doc No', etc.). You can see which columns will be used for the reference. 2. If a needed column is not present, verify '2. Header row' is set to the row that contains your column names. Missing columns become available as chips once header row is correct. 3. Remove unwanted chips by clicking '×' beside each chip you do not want included. Reference composition reflects only the selected chips. 4. Save & apply your changes and inspect a sample reconciliation to confirm references now read as expected. References are built from the selected fields. Troubleshooting 1. Reference fields are blank in output. LikelyCause: No chips are selected in '5. Reference / Description' or the selected columns are empty. Action: Select one or more fields in '5. Reference / Description' and ensure those columns contain data in the source file. 2. Reference text contains unintended values. LikelyCause: An incorrect column was included as a chip. Action: Remove the incorrect chip (click '×') and add the correct field (ensure header row is correct so it appears). Note: Reference composition is literal — the chosen chips are concatenated to build the description, so choose only relevant fields.

Last updated on Apr 24, 2026

Why are most transactions unmatched and how do I investigate them?

Short Answer: Large unmatched counts mean many transactions on one or both statements didn’t pair; click 'Unmatched' and compare date, description, and amount to identify mismatches. PreRequisites 1. Intercompany reconciliation report open 2. Access to source statements or transaction details as needed Steps 1. Click the 'Unmatched' tab under the summary cards to list unmatched rows. Unmatched transaction rows are displayed. 2. Review each unmatched row’s 'Entity A' and 'Entity B' columns to spot differences in date, description, or amount. You identify candidate mismatches for investigation. 3. Use 'Download report' to export data for offline comparison if needed. You have a file for deeper analysis. 4. After correcting source data or resolving exceptions, click 'Run new reconciliation' to re-evaluate matches. A new run will update matched/unmatched counts. Troubleshooting 1. Unmatched rows show identical amounts but remain unmatched. LikelyCause: Differences in other fields (dates, descriptions), small rounding differences, or hidden metadata mismatch. Action: Open the row detail (chevron >) to compare full fields; correct source entries if required and re-run reconciliation. 2. Unmatched count unexpectedly high after a recent data change. LikelyCause: Source statements or feeds changed since the last reconciliation. Action: Confirm the source data is current and re-run reconciliation using 'Run new reconciliation'. Note: The screenshot does not show the source statement screens; you may need access to source systems to correct data.

Last updated on Apr 24, 2026

How do I share this reconciliation report with teammates?

Short Answer: Open the Share this report modal, type one or more emails in the Add emails field, choose a role using the Member dropdown if needed, then click Save. PreRequisites 1. Be signed in to your account 2. Have the email addresses of the teammates you want to invite 3. Share this report modal is open (Share this report) Steps 1. In the Share this report modal, go to the Share with your team section and click the Add emails field. The Add emails input is active and ready for typing. 2. Type one or more email addresses into Add emails (Type one or more emails to give teammates access to this report.). Each email address is entered into the field. 3. Use the Member dropdown next to Add emails to select the role you want to assign to the new invitees (the dropdown currently shows Member). The chosen role is shown in the dropdown. 4. Click Save to apply the invitations and role assignments. The modal closes or updates and the new people appear under People with access. 5. Confirm the invited users appear under People with access with their email and role. Invited teammates are listed in People with access. Troubleshooting 1. You can't add an email or the input rejects the address. LikelyCause: The email address format is invalid or contains a typo. Action: Correct the email (use full address like [email protected]) and try again. 2. Clicking Save does not add people or shows an error. LikelyCause: You may not have permission to invite users or there is a temporary network issue. Action: Confirm you are authorized to share this report (check with the Owner listed under People with access) and retry after checking your network. 3. Invited people do not appear under People with access after saving. LikelyCause: Save did not complete or the invite failed. Action: Try saving again; if it still fails, contact the report Owner or your admin. Note: The modal text explicitly says: Type one or more emails to give teammates access to this report.

Last updated on Apr 24, 2026

Recipients say they can't open the report link I shared. What should I check?

Short Answer: Check Report access: if Private only team members can view. Add recipients under Add emails or change Report access to Public and click Save so anyone with the link can view. PreRequisites 1. Share this report modal is open 2. Have the recipient email addresses handy Steps 1. Open the Share this report modal and check which Report access radio option is selected (Private or Public). You know whether the report requires team membership to view or is link-accessible. 2. If the report is Private, add the recipient email(s) via Add emails and click Save. Recipients are added to People with access and can sign in to view. 3. If you want recipients to view without signing in, select Public under Report access and click Save, then Copy link and resend it. Recipients can open the report without logging in. 4. Confirm recipients are using the same email you added and that they are signed in if the report is Private. Recipient can access the report. Troubleshooting 1. Recipient still sees an access error after being added. LikelyCause: They may not be signed in with the added email or their invitation did not process. Action: Ask them to sign out and sign back in with the same email you added; if the issue persists, remove and re-add the email and click Save. 2. Link works for some people but not others. LikelyCause: The report is Private and only listed team members can view; unlisted recipients cannot view. Action: Either add the missing recipients to People with access or change the Report access to Public and click Save.

Last updated on Apr 24, 2026

Why is Save disabled or my changes are not being applied when sharing the report?

Short Answer: Save may be disabled if no valid changes are detected (no emails added or no Report access change), or changes may fail due to validation, permissions, or connectivity issues. PreRequisites 1. Share this report modal is open Steps 1. Confirm you made a change: added at least one valid email in Add emails or changed the Report access option. Save becomes actionable when there is a valid change. 2. Verify each entered email is correctly formatted. No validation errors remain for the email entries. 3. Check your network connection and retry clicking Save. If it was a network issue, Save completes successfully. 4. If Save still fails, verify you have permission to share or change access; consult the Owner listed in People with access. If permission is the issue, an Owner or admin will complete the change for you. Troubleshooting 1. Save button remains disabled (grayed out). LikelyCause: No valid change detected (no emails entered or no Report access change). Action: Add at least one valid email or change Report access, then click Save. 2. Save appears to succeed but changes do not persist. LikelyCause: Insufficient permission to modify sharing settings or a backend error. Action: Ask the Owner listed under People with access to make the change or contact support; include a screenshot if possible. Note: The modal shows the current Owner; if you lack permissions, ask the Owner to update sharing settings.

Last updated on Apr 24, 2026