Troubleshooting reconciliation source file linking and connection errors

Last updated: August 14, 2026

When linking or reconnecting reconciliation source files, you may encounter various errors or connection issues. This article covers common problems and their solutions to help you successfully set up and maintain your reconciliation sources.

Spreadsheet Structure Requirements

Before linking spreadsheet files as reconciliation sources, ensure your file meets these structural requirements:

Column Positioning

Column Positioning The Account column must be positioned in column A of your spreadsheet, and the header in row 1 must be labeled exactly as Account. If the header is named differently (e.g., "Account Code", "GL Account", etc.), the balance will not sync even if the file is saved in the correct folder and the tab is marked for Numeric. Incorrect column positioning or header labeling can result in 500 errors when attempting to connect the reconciliation source. After updating the header label, refresh the file in Numeric to sync the data.

Date Header Format

Date headers in your reconciliation source file must use MM/DD/YYYY format. If your date columns are formatted as DD/MM/YYYY (e.g., 31/01/2026, 28/02/2026), you need to change them to MM/DD/YYYY format (e.g., 01/31/2026, 02/28/2026) before uploading or linking the file.

Account Code Matching

If you receive the error "No matching account codes were found in this sheet", you can use the account's external ID from your ERP system instead of the account code. Format the external ID in the account column as ext[xxxx] (lowercase 'ext' with brackets around the external ID number).

For example, if the external ID in your ERP system (e.g., NetSuite) is 1225, enter ext[1225] in the account column. This allows Numeric to map the reconciliation to the correct account.

Account Number Requirement: Reconciliation data will not sync if the account number or account code field is empty in your lead sheet. Ensure all accounts in your reconciliation lead sheet have account numbers populated. If account numbers are missing, populate them in your accounting system (e.g., NetSuite) first, then use those values in your reconciliation lead sheet to enable syncing.

Multi-Entity Setup

If you're using a multi-entity configuration, you must reference the Internal ID of the entity rather than the entity name. To find the Internal ID:

  1. Navigate to Settings > Integrations > General Ledger

  2. Go to the Entity tab

  3. Look for the ID field (typically single or double digit numbers)

Verifying Entity Codes: If reconciliations are not connecting to the correct accounts, verify that the entity code in your reconciliation lead sheet matches the intended entity. For example, if a reconciliation is set to entity code "25" for "Outdoorsy Holdings Elimco" but should be for "Outdoorsy Holdings Inc" (entity code "30"), update the entity code in your lead sheet to the correct value.

Common symptom: If you're working with a single-entity reconciliation but have included an entity column in your source file, the connection may show as successful but fail to save or display properly. In this case, remove the entity column entirely from your spreadsheet since it's not needed for single-entity reconciliations.

Folder Sync Issues

Missing Numeric Lead Sheet

If your folder sync gets stuck for extended periods (45+ minutes), it may be due to files missing properly labeled Numeric tabs:

  • A single file without the correct Numeric lead sheet can prevent the entire folder from syncing

  • All files in a synced folder must have proper Numeric lead sheets for successful folder-level syncing

Resolution:

  • Ensure all files in the folder have appropriately labeled Numeric tabs

  • Remove any problematic files that don't meet this requirement

  • If the sync remains stuck, disconnect and reconnect the entire folder

Duplicate Account Handling

Account Code Duplication Rules

The system enforces specific rules for account code duplication depending on your reconciliation source type:

  • Single-entity leadsheets: Each account code can only appear once on a leadsheet linked to a specified entity

  • Multiple entry reconciliation sources: An account code can appear once per entity combination

Within-Sheet Duplication

Duplicate account codes can also occur within a single sheet itself. If an account code appears multiple times on the same spreadsheet, the balance will fail to automatically populate from the linked reconciliation source.

Ensure proper leadsheet formatting with each account code appearing only once per sheet.

If an account code appears more than once in violation of these rules, you will receive an error indicating the account code repeats.

Resolution:

Follow this step‑by‑step procedure to diagnose and resolve duplicate account code errors:

  1. Open Manage Sources: In Reconcile, click the folder icon in the top right corner to open Manage Sources

  2. Identify the conflicting source: Hover over the duplicate error message to see which source file or tab is creating the conflict, then click through the linked item

  3. Check the linked sheet for common causes:

    • The same account code appearing more than once in the Account column

    • For multi‑entity setups: Confirm each duplicate line has a different Entity ID (the same account cannot appear twice for the same entity)

    • For single‑entity setups: Ensure there is no Entity column and the account appears only once

  4. Remove or replace duplicate sources in Manage Sources:

    • Remove any extra or duplicate sources linked to the same account and entity

    • If a source is no longer needed or was trashed, disconnect it with the X button

    • Use the Replace function to swap in the correct file if needed

Additional considerations:

  • Check for trashed files that may still be linked: Files in the trash can remain linked and cause duplicate account code errors

  • Remove duplicate accounts from secondary workbooks

  • Remove unused workbooks that contain duplicate accounts

Multi-Entity Sheets with Multiple Reconciliation Reports

If you have a multi-entity sheet in one tab with multiple reconciliation reports (e.g., Primary Book and Secondary Book), this can cause duplicate account code errors if both reports are linked as sources and both include the same account code for the same entity or period. For multi-entity sheets, ensure each account code appears only once per entity combination and is not repeated across rows for the same entity.

ERP-Level Duplicate Account Code Mappings

When duplicate account code mappings exist in your ERP system (multiple internal IDs mapped to a single GL account code), the entire spreadsheet matching workflow will display errors, even when attempting to refresh different accounts that are not affected by the duplicate. The duplicate mapping issue must be resolved before any accounts in the spreadsheet can sync successfully.

Common error message: "Found more than 1 active account with the same code within an organization"

Resolution:

  1. Identify which NetSuite accounts are incorrectly sharing the same account code

  2. Correct the duplicate mapping in NetSuite so that each internal ID maps to a unique account code

  3. After correcting the duplicate mapping in your ERP system, refresh the sync to resolve the error

File Relinking Limitations

The system has specific limitations when reuploading previously uploaded spreadsheet source files:

  • Files can only be reuploaded if both the initial upload and re-upload occur within the same period

  • This particularly affects rollforward files that were previously disconnected and then attempted to be reuploaded in a different period

Workarounds for Relinking Issues

If you encounter issues relinking a spreadsheet source file that was previously disconnected in a prior period, try these solutions:

  1. Upload with a different name: Create a duplicate of your file and upload it with a different filename

  2. Contact support: Reach out to support to have engineering delete the previous file record from the backend, which will allow relinking of the original file

General Troubleshooting Tips

  • Verify that your spreadsheet file format is supported

  • If you receive a 401 error "Unable to access file store. Please verify you have access to this file store, then re-authorize your connection in settings": Reconnect your file storage account (e.g., Box) in Settings > Integrations to restore access

  • Check that all required data fields are populated

  • Ensure file permissions allow the system to access the document

    • Confirm the file was added as a reconciliation source, not as a link — adding a file as a link will not populate the reconciliation balance

    • Verify whether the permission issue is isolated to the Reconciliation Sources area or occurs across other sections of Numeric (such as the LINKS section). Files may work fine in other areas but fail specifically in Reconciliation Sources.

    • For SharePoint/OneDrive files: If permission errors persist, try reauthorizing the file storage connection by navigating to Settings > File Storage and clicking reauthorize on the OneDrive/SharePoint row. IT approval is only required for the initial user setup — if it is now prompting for IT permission, the authorization was likely revoked.

    • Verify that the Numeric SharePoint/OneDrive file storage integration is fully connected and authorized by your Microsoft admin. Numeric inherits permissions from the user, so if you are unable to access the file in SharePoint, Numeric won't be able to access it either.

  • If connection appears successful but balance information doesn't display or save, check for: duplicate reconciliation sources in Manage Sources, incorrect Account column positioning, Account header not labeled exactly as "Account", entity ID reference issues, unnecessary entity columns in single-entity reconciliations, or missing account numbers in the lead sheet

If you continue to experience issues after following these troubleshooting steps, contact support for additional assistance.