15 Managing Reconciliation Workflow

Preparers submit reconciliations for review when they are finished working on them. Only preparers can submit reconciliations for review. Before a preparer can submit a reconciliation, all required questions must be answered, and values must be supplied for all custom attribute configured as required. If the Unexplained Difference Must Be Zero option is enabled, the Unexplained Difference field on the Balance Summary tab must be zero before the preparer can submit the reconciliation.

• When a preparer submits a reconciliation, responsibility passes to the first reviewer in the workflow, and the status changes to Open with Reviewer. An email notification is sent to the reviewer. If the reconciliation has no reviewers, the status changes to Closed.

• When a reviewer approves a reconciliation, responsibility passes to the next reviewer in the workflow, if there is one, and status remains Open with Reviewer. An email notification is sent to the reviewer. If the reconciliation has no other reviewers, the status changes to Closed.

• When a reviewer rejects a reconciliation, responsibility returns to the preparer, and the status changes to Open with Preparer.

Reviewers can "flag" transactions that need attention. Flagged transactions display a flag icon to enable preparers to find them easily. Reviewer can delete only their own comments. After the reconciliation status changes to Closed, however, comments cannot be deleted.

If an administrator has enabled this feature, users are able to reopen reconciliations to make a correction and return the workflow to themselves. Administrators and power users can select who to reopen the reconciliation to.

To submit, approve, or reject reconciliations:

1. Select a reconciliation.

2. Select Actions, and then Open.

3. Submit, Approve, or Reject the reconciliation.

To reopen a reconciliation:

1. Select a reconciliation.

2. Select Actions, and then Reopen.

3. Do one of the following:.
   • If you are an administrator or power user, you can select who to reopen the reconciliation to. For example, the preparer or one of the reviewers
   • If you are a preparer, you can reopen a reconciliation that has moved in the workflow to a reviewer and return to yourself. You can also reopen a closed reconciliation and open it to yourself.
   • If you are a reviewer, you can select a closed reconciliation and reopen it to yourself. You might want to review again or reject it back to the preparer.

To submit, approve, or reject multiple reconciliations at one time:

Note:

The Service Administrator must enable this feature. If enabled, users will be able to perform one or more of these actions: Submit, Approve, or Reject.

1. Select one or more reconciliations that you want to submit, approve, or reject.
2. From Actions, select Bulk Update, then the action you want to perform on all the reconciliations (Submit, Approve, or Reject).