Reconciliation is the process of comparing certain financial records against monthly statements from other sources—such as integrated accounting systems, a bank, credit card company, or other financial institutions to make sure they match
Table of Contents
What am I reconciling?
Reconciling - Where to start?
Frequently Asked Questions
I don’t see today’s activity in my integrated accounting system.
I expect to see activity for my time period in my integrated accounting system, but I do not see any activity at all.
I see an error on the “integrated accounting system” integration log. What do I do?
When I run the ledger detail report for a period and match it to the journal entries made by LineLeader, I see a mismatch.
What am I reconciling?
For the purposes of this document, the focus will be on reconciling Accounts Receivable (money owed to a company by its debtors) and cash (manual and electronic payments).
Note: In order to successfully balance, LineLeader must be the Accounts Receivable system of record. All Accounts Receivables must be accounted for in LineLeader in order to balance LineLeader to your integrated accounting system. If Receivables are entered directly into the integrated accounting system bypassing LineLeader, the two systems will not be able to be balanced.
Reconciling - Where to start?
When imported in batch (e.g. daily, weekly, or monthly), you will be able to successfully reconcile through the most recent batch load. Between batch loads, LineLeader will always reflect up to the moment receivables and cash transactions, but that data will not be reflected in your integrated accounting system until the next batch load. Here are the steps:
Run a report of activity in your integrated accounting system for the desired period of time and identify the LineLeader batch entries for the date(s).
Run the Ledger Detail report in LineLeader for the same period of time.
Validate that the journal entries in your integrated accounting system match the summary data in the ledger detail report including Accounts Receivable and cash.
When these amounts match, you are done! The Frequently Asked Questions section tackles issues that arise if those amounts do not match.
Frequently Asked Questions
I don’t see today’s activity in my integrated accounting system.
With a batch accounting system integration, you will not see data in the system until that batch process is run. For example, if your accounting system integration calls for a daily batch load, today’s activity will appear in your integrated accounting system tomorrow. You will be able to see real-time Accounts Receivable and cash transactions in LineLeader but that activity will not be loaded into your integrated accounting system until the following day (typically 5:00 AM EST).
I expect to see activity for my time period in my integrated accounting system, but I do not see any activity at all.
Verify: If you expect to see activity in your integrated accounting system, but no activity is present, you should run the Ledger Detail report for the same time period. You will see one of two outcomes:
If the Ledger Detail report is blank, that is confirmation that there was no accounting activity in LineLeader to transfer to your integrated accounting system. There was no revenue (invoices) or cash (manual or electronic) payments collected. There is no cause for alarm as the system has worked as intended.
If there is activity on the Ledger Detail report but no activity in your integrated accounting system, the next step is to verify that the integration did successfully run. To do that, visit Billing -> Reports -> “integrated accounting system” Integration Log (where “integrated accounting system” is the name of your accounting system of record). You will run this report for the time period in question and look for errors. The screenshot below represents a system that uses a daily batch transfer. It is important to understand what these logs mean. Each daily entry will consist of two lines. The first line designates the start of the process, the second shows the outcome of the process. Lines highlighted in green are successful whereas lines highlighted in red indicate an error that happened during the batch load.
The four columns are:
Date/Time: Timestamps for when the process began (or ended in the case of the second line). In this screen, the batch load started on 12/23/21 at 5:59:41AM (the process ended on 12/23/21 at 5:59:57AM.
Batch Stamp: Name of the batch to be imported to the integrated accounting system. Typically this is the name of the batch which is reflected in the Memo section of the corresponding journal entry in your integrated accounting system.
Request Stamp: The two-time stamps here should be mirror images of each other to indicate that the batch load is running for the current day. There are times when these dates do not match and that typically indicates a scenario where the automated batch load failed (incorrectly mapped data, connectivity issues, etc.) and the batch load had to be run at a different time that same day or a later date (depending on the resolution time).
Message: The Message in the first line captures the detail of what was sent to the integrated accounting system. If you click expand, you will see each individual activity entry exactly as it was sent to the integrated accounting system. These entries should match the entries on the Ledger Detail report. The Message in the second line reflects the out of the batch load from the integrated accounting system. If the second line is highlighted in green, that is confirmation that the batch load was successfully reported back to LineLeader by the integrated accounting system. If that line is red, that is confirmation that an error occurred and was reported back to LineLeader by the integrated accounting system.
Note: If the batch load experiences an error, the process will stop and no activity will be loaded for that day. When this happens, LineLeader attempts to solve the errors internally in the event it is connectivity or server related; however, if the error is a result of a data mapping issue, you will be contacted by LineLeader support to assist in resolving the data mapping issue as that will require modifications to your QuickBooks environment and LineLeader support has no visibility into that.
I see an error on the “integrated accounting system” integration log. What do I do?
If you see an error on the “integrated accounting system” integration, you can reach out directly to support@lineleader.com for assistance from a Client Success representative in the event you have not received communication from LineLeader already. Additionally, you can click expand on the line with an error to better understand what happened. This detail will show you exactly what was sent to the integrated accounting system and the detailed error that cause the issue. There are two primary errors that occur which cause the integration to fail:
Recent changes to your configuration require you (the “integrated accounting system” Administrator) to go into the Integrated Applications preferences and re-authorize your integrated application to log in automatically - What this means is that when the batch process was initiated, the integrated accounting system environment was in single-user mode. The LineLeader integration requires the environment to be in multi-user mode.
Could not start an “integrated accounting system”. - For some reason, the integration was unable to access the integrated accounting system. Attempting to rerun the integration at a future time typically resolves this issue as it is usually temporary.
There is an invalid reference to “integrated accounting system” Account 6045; in the General Journal debit line. “Integrated accounting system” error message: Invalid argument. The specified record does not exist in the list - This error indicates a data mapping issue. Typically, a ledger code has been specified in LineLeader that does not exist in the integrated accounting system. This can be fixed by identifying the code in question. In this case, it is 6045 and ensuring that code is present in the integrated accounting system. Once that is done, the batch data load can be attempted again by LineLeader.
Note: You are not responsible for identifying and fixing these errors on your own. LineLeader will reach out to you in the event there is an error and your assistance is needed or there is some reason the integration is delayed more than a couple of hours in the event of a technical issue. If you do have questions, please don’t hesitate to contact support@lineleader.com
When I run the ledger detail report for a period and match it to the journal entries made by LineLeader, I see a mismatch.
If you see a journal entry in your integrated accounting system with the LineLeader stamp that does not match the summary data on the Ledger Detail report, you should reach out to support@lineleader.com. The Client Success advocate will work with you to ensure all reporting parameters are correct and escalate as necessary.