In this guide, we show How to Process Journals Using Automatic Reconciliation within the Finance Module.
Access: The minimum permissions required to complete Automatic Reconciliation are found in the Finance Module section of Config > Setup > Roles & Permissions.
Pre-requisites: Journals have been imported using the Automatic Reconciliation process and are listed in the unreconciled listing for processing. See: How to Complete Automatic Reconciliation of Salaries.
Note: The Automatic Reconciliation process accepts most file types, including .CSV and .TXT files.
To begin, go to Modules > Finance Finance Home Page > Routines > Automatic Reconciliation.
In the left hand filters select Data Type – Other (Journals) and Status – Unreconciled to retrieve the listing of journals to process.
Select an item from the Reconciliation Detail pane.
How to Select Cost Centre
Click on Cost Centre on the Item Details pane.
Note: The Imported On field displays the date and time the file was imported using the Automatic Reconciliation.
Select the required Cost Centre from the drop down and click Save.
The Item Details pane will then turn gold to confirm the selections.
Repeat for further Reconciliation Details if required.
How to Reprocess a Journal
Once all of the required Journal Lines are showing as gold in the Item Details, click Reprocess.
Confirmation of the process will then show on screen.
Journals processed in this way are not automatically posted. To Post the Journal go to Modules > Finance > Finance Home Page > General Ledger > Journals.
Select the Journal created, date and time stamped from the process, and click Post.
The Posted Journal will then hit the Ledger(s) and Cost Centre(s).
How to Roll Back a Journal and Investigate Errors
Errors are checked during Journal Creation in Automatic Reconciliation, preventing incorrect Journals from being posted. The system performs real-time checks to detect issues such as:
- Unbalanced Journals (where credits and debits don’t match)
- Missing key details (e.g. Cost Centre or Fund Code)
- ErrSA2 value mismatches with payroll files
- ErrSALink issues with broken links to salary records
If errors are found, the Journal is rolled back, and the user is notified with the message: “It has not been possible to post this document, please contact the Helpdesk for further assistance.“
When multiple Journal entries are processed, only the rows with errors remain unresolved, while correct rows are posted successfully. For example, if 5 rows out of 500 generate errors, those 5 rows will remain unreconciled, but the other 495 will be posted.
The Error column on the Automatic Reconciliation screen highlights specific Journal issues. For rows marked as ‘Unreconciled‘ or ‘Deleted‘, the relevant error code (e.g., ErrSA2) will appear in this column, helping users identify Journal issues preventing Auto Reconciliation.