Configure Reconciliation Data Once, Reuse It for Every Run

Cointab's reconciliation data configuration feature helps finance teams set up source files in a structured, reusable way. Instead of rebuilding spreadsheets or adjusting formulas for every period, users can map fields once, validate incoming files consistently, and reuse the same reconciliation workflow across future runs.

The result is a cleaner setup for transaction matching, fewer file-format surprises, and a more controlled reconciliation process for bank reconciliation, payment reconciliation, marketplace reconciliation, vendor reconciliation, and other finance workflows.

Configure source data for Side A and Side B

Cointab uses a Side A and Side B model so finance teams can compare the records they expect to be correct with records received from external systems or partners.

• Side A holds your internal records, such as sales data, books, ERP exports, order reports, ledgers, or receivable and payable reports.
• Side B holds external records, such as bank statements, payment gateway reports, marketplace settlements, delivery partner files, vendor statements, or customer statements.

This structure makes it easier to standardize reconciliation inputs across different teams and reporting periods.

Map the fields that matter most

A strong reconciliation setup starts with the right field mapping. Cointab lets users define the key fields needed for reconciliation so the system knows exactly how to interpret the file.

Typical configuration includes:

• Header row selection
• Date column mapping
• Amount column mapping
• Reference or identifier column mapping
• Multiple identifier fields when needed, such as order ID, transaction ID, invoice number, UTR, AWB number, or settlement ID

This is especially useful when different source systems use different column names or report layouts.

Validate file format before reconciliation begins

Finance teams often receive files in inconsistent shapes, with missing columns, incorrect data types, or unexpected formats. Cointab helps reduce that risk by validating the file before reconciliation runs.

Validation can help ensure that:

• Required columns are present
• Date values are in the expected format
• Amount fields are usable for matching logic
• Null or incomplete values are identified clearly
• Files that do not match the configured structure are rejected with a clear message

This keeps bad data from flowing into reconciliation and makes the process easier to audit.

Transform source data into a usable reconciliation format

Many finance teams need a little more than simple field mapping. They also need to prepare data before matching can begin. Cointab supports configurable data preparation so users can structure incoming records into a reconciliation-ready format.

Common transformation needs include:

• Converting inconsistent source layouts into a standard column format
• Cleaning reference fields for matching
• Combining or splitting fields to improve lookup logic
• Preparing amounts, dates, and identifiers for comparison
• Creating outputs that can be used later for review and reporting

This is useful when teams work with multiple partner files or when the same business process produces data in different formats over time.

Add supporting data where enrichment is needed

Not every file needs to be reconciled directly. In many workflows, finance teams first need to enrich or prepare source data with another file before the actual match.

Supporting data can be used for tasks such as:

• Looking up missing order details
• Adding fee or tax rates
• Merging metadata from product, store, customer, or vendor master files
• Converting partner-specific identifiers into internal identifiers
• Preparing data for better matching and exception analysis

This makes the configuration layer more useful for real-world reconciliation setups where one file alone is not enough.

Create derived columns with less manual formula work

Cointab also supports derived columns on both sides of a reconciliation. These are calculated fields created from existing data, which can be used as amount fields, lookup fields, matching fields, or output fields.

Users can create derived columns using AI-assisted formula generation by describing the rule in plain language. Examples include:

• Net amount
• Clean transaction ID
• Amount after fee
• Delivered payment amount
• Refund amount as a negative value
• Combined reference field

Derived columns are recalculated each time reconciliation runs, which helps keep recurring workflows consistent.

Built for popular reconciliations and custom workflows

The same data configuration framework works for both pre-built and custom reconciliation setups.

Popular reconciliations

Popular reconciliations are standard templates for common workflows such as:

• Sales vs payment gateway reconciliation
• Marketplace sales vs settlement reconciliation
• Bank vs books reconciliation
• COD delivery partner reconciliation

For these workflows, Cointab already defines the expected structure and matching logic. Users mainly upload the files, select the period, and run reconciliation.

Custom reconciliations

Custom reconciliations are designed for business-specific workflows. Teams can define Side A and Side B, map the relevant columns, upload supporting files, and reuse the setup in future periods.

This is useful when the business compares internal records with multiple PSPs, marketplaces, banks, vendors, logistics partners, or other external sources.

Why finance teams use customizable data configuration

Customizable reconciliation data configuration helps teams reduce repetitive setup work and improve control over recurring finance operations.

Key benefits include:

• Less spreadsheet dependency because the setup is structured and reusable
• More consistent matching because fields are mapped the same way every run
• Faster exception review because data is validated before matching starts
• Better audit readiness because the reconciliation inputs and outputs are easier to review
• Reusable workflows that can be run again for monthly, weekly, daily, or custom periods
• Better team collaboration in a shared workspace instead of passing files around manually

A practical fit for recurring reconciliation operations

This feature is especially useful when teams handle recurring data from banks, payment gateways, marketplaces, vendors, delivery partners, or internal systems. It gives finance users a controlled way to prepare source data, standardize fields, and keep reconciliation setups reusable across reporting periods.

That makes it easier to support month-end close, exception analysis, partner follow-up, and audit review without rebuilding the workflow each time.

FAQs

What is reconciliation data configuration in Cointab?

It is the setup layer that lets finance teams map source files, validate required fields, prepare supporting data, and define the structure used for reconciliation.

Which file formats can be used?

Cointab supports CSV, XLS, and XLSX files for reconciliation setup and data upload.

Can the same configuration be reused for future runs?

Yes. Once a reconciliation is configured, the same setup can be reused for future periods, which reduces repeat work and helps standardize reporting.

What happens if a file does not match the configured format?

The file is rejected with a clear error so users can correct the format before the reconciliation run continues.

Can supporting data be used during setup?

Yes. Supporting data can be used to enrich, merge, lookup, or prepare source records before reconciliation begins.