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The balance sheet provides the true financial statement of a company as of that date. Balance sheet reconciliation is a process that aligns all the internal accounts or transactions with external documents like bank statements, general ledgers, and invoices. It ensures the accuracy of a company’s financial statement. It helps identify discrepancies in financial statements that are otherwise challenging to identify.
Why is Balance Sheet Reconciliation Necessary for Your Business?
Inaccurate financial statements can land you in trouble with your internal or external stakeholders. If they are not corrected at the right time you will end up paying hefty fines or regulatory penalties. Reconciliation helps maintain accurate financial records, which can save you from losing investor confidence, reputational damage, and cash flow issues due to faulty accounts.
Regularly reconciling the balance sheet can help stakeholders and the leadership assess the fraudulent activity. This activity helps them take corrective action and prevent financial loss.
Importance of Balance Sheet Reconciliation
Balance sheet reconciliation is an important accounting activity that has to be carried out to identify various discrepancies in the accounting process as a whole. When you try to match the balances of the statement with subsidiary supportive account statements then you can identify the differences which in turn helps you dig deeper into understanding what went wrong and where. Here’s why you need to reconcile your balance sheet:
- Balance sheet reconciliation identifies errors and discrepancies that can be corrected before closing the final statement. Thus helping you ensure all accounts are tallied right.
- It helps you manage financial risks by helping you identify errors at an earlier stage so you can take corrective actions not only in your accounts but concerning decision-making as well.
- The balance sheet is a true financial statement that helps you know your company’s position as of that specific date. This means you have a clear visibility into what are your assets and liabilities. This insight is very important for sound decision-making.
- Accounting teams should ensure the activities are concerning and comply with Generally Accepted Accounting Principles or GAAP to ensure compliance.
- Balance sheet reconciliation also helps you manage cash flow efficiently as you have true visibility into the final totals.
How to do Balance Sheet Reconciliation?
Balance sheet reconciliation has some basic hygiene that can help identify discrepancies. To ensure the efficiency of the process, here are the series of steps to follow:
- Identify Accounts to Reconcile: Gather all necessary information for the accounts you need to reconcile. This includes accounts like receivables, payables, inventory, expenses, and other relevant accounts.
- Collect Essential Data and Documents: Ensure you have all the necessary documents for reconciliation, such as bank statements, general ledgers, invoices, and other pertinent records.
- Compare Data with Supporting Documents: Carefully compare the balances and totals from these supporting documents with those in the balance sheet to identify any discrepancies or errors.
- Identify and Understand Discrepancies: If you find any differences, investigate where the internal processes may have gone wrong. Discrepancies could be due to process inefficiencies, human error, or other issues.
- Post Adjusting Entries to Correct the Ledger: Make the necessary adjusting journal entries in the general ledger once the discrepancies are identified. This step involves posting new entries, adjusting balances to correct errors, and ensuring the records are accurate.
- Complete the Reconciliation Process: Ensure that the final balance in the general ledger matches the supporting documents. Investigate and resolve any remaining discrepancies, then document the reconciliation process with a detailed report or summary.
What are the Common Challenges in Balance Sheet Reconciliation?
Unreliable Data
When larger teams handle smaller tasks manually, the accounts they compile are prone to human error. This issue is exacerbated when data isn't stored in centralized systems accessible to everyone, making it difficult to maintain uniformity in journal entries. These inconsistencies create challenges in obtaining accurate data for proper reconciliation.
Dependency on Manual Processes
Sticking to outdated technology or relying on legacy systems, such as manual journal entries, physical receipts, or paper invoices, can lead to significant challenges. Not adopting automation for payments, receipts, and other cash-related activities can result in incorrect numbers being reflected in the accounts.
Lack of Streamlined Processes
Inadequate internal controls or poor accounting practices can create hurdles during balance sheet reconciliation. For example, different organizations may follow varying accounting principles, leading to errors by employees who are unaware of specific practices. Additionally, inefficient policies, procedures, and unstreamlined financial reporting can further complicate the reconciliation process.
What are the Best Practices for Balance Sheet Reconciliation?
- Using Automated Workflow Systems - Implementing automated accounting solutions allows for the creation of account reconciliation project plans, where specific general ledger (GL) accounts are assigned to users. This not only streamlines the reconciliation process but also ensures that tasks are completed efficiently and on schedule. Automation reduces the manual workload, minimizes errors, and enhances overall accuracy in account management.
- Avoiding Manual Reconciliation of Accounts - By enabling automated matching of accounts, you can significantly improve the accuracy of totals during the final reconciliation process. Automation reduces the risk of human error and ensures consistency across all entries, making the reconciliation process faster and more reliable.
- Using Tools for Better Reporting - Utilizing advanced tools and software for reporting can provide more accurate and comprehensive insights into financial data. These tools help generate detailed reports that are essential for tracking progress, identifying discrepancies, and ensuring compliance with accounting standards. Enhanced reporting capabilities also allow for better decision-making and more effective financial management.
Reconciling accounts and the balance sheet is an essential step in any accounting process because it ensures the accuracy of your financial data, allowing you to make informed decisions. Automation can streamline the balance sheet reconciliation process of matching account balances with supporting documents, reducing manual data entry and errors.
Bluecopa helps streamline balance sheet reconciliation by automating workflows, enabling real-time transaction matching, and reducing manual tasks.
FAQs
1. Why is balance sheet reconciliation important?
Reconciling balance sheets helps capture errors and discrepancies that might otherwise be missed or noticed. By adjusting these discrepancies you can identify the cause for the same and set corrective measures to avoid such errors in the future. It improves process efficiency and provides you with a true financial position of the company.
2. How often should you reconcile balance sheets?
Regular reconciliation of accounts will ensure your account statements for assets, revenue, liability, and expenses are properly recorded. Reconciliation of the balance sheet is done either monthly or quarterly.
3. What are the risks of not performing balance sheet reconciliation?
When you don’t reconcile your accounts or balance sheet, you risk overlooking errors or incorrect numbers that can distort your company's true financial position. This can lead to poor decision-making and, potentially, legal issues due to non-compliance and inaccuracies in your financial records.
4. What is the difference between balance sheet reconciliation and General ledger reconciliation?
Balance sheet reconciliation involves verifying the accuracy of balances in the company's balance sheet accounts, such as assets, liabilities, and equity, ensuring they match supporting documentation. General ledger (GL) reconciliation, on the other hand, focuses on comparing the entries in the general ledger with source documents or sub-ledgers to confirm that all financial transactions are properly recorded. While balance sheet reconciliation deals with specific accounts, GL reconciliation ensures the overall accuracy of the ledger.
