Resolving reconciliation source file linking and unlinking issues

When working with reconciliation source files, you may encounter various errors during the linking or unlinking process. This article covers the most common issues and their solutions.

Error: "No matching account codes were found in this sheet"

This error typically occurs due to formatting issues in your spreadsheet.

Resolution Steps:

1. Remove the first two columns from your spreadsheet (you can keep them for reference, but removal may be required for successful linking)

2. Ensure your date format is exactly MM/DD/YYYY - other formats like DD/MM/YYYY are not supported

3. You can include additional reference columns (such as account names or descriptions) alongside the required Account and Date columns

4. For multi-entity reconciliation: Ensure your Entity column contains the numeric entity ID (external ID from your ERP system), not the entity name. You can find entity IDs in the Entities tab on the GL Settings page and export that table to Excel. You may keep a separate column with entity names for reference, but the Entity column used for reconciliation must contain the numeric ID.

5. If the system continues to show “Multiple entities” even after selecting a specific entity in the upload interface, remove the Entity column entirely from your spreadsheet for single‑entity reconciliations.

6. Verify your account codes are formatted correctly:

   • Account codes must exactly match your GL account numbers character-for-character

   • Avoid decimal formatting: 1505 ≠ 1505.00

   • Remove any spaces before or after account codes

   • Remove any text prefixes added to account codes

7. If account codes still aren't recognized, try using the external ID syntax: Format the account column as ext[xxxx] (lowercase 'ext' with brackets around the external ID number from your ERP system). For example, if the external ID is 1225, enter ext[1225]. This allows Numeric to map the reconciliation using the external ID instead of the account code.

Tab name mismatch errors

When you rename sheet tabs after initially linking a Google Sheet, the system continues looking for the original tab name, causing linking errors.

Resolution Steps:

1. Navigate to Reconcile tab > Manage Sources (the folder icon in the top right corner)

2. Locate the linked spreadsheet in the sources list

3. Select the spreadsheet and click Remove/Unlink

4. Relink the file and carefully select the current correct tab name during the linking process

Data Impact: Removing a source file disconnects it from current and future periods and clears any balances previously synced from that file.

Planning Recommendation: Before removing a source file to resolve tab name mismatches or other linking issues, ensure you have documented any critical balance information that may be cleared, as you'll need to re‑sync this data after relinking.

Duplicate account mapping errors

This error occurs when the same account code appears multiple times in your linked source files. This can happen either when the same account appears in multiple linked files for the same period, or when an account code is mentioned multiple times within a single sheet due to improper leadsheet formatting.

Resolution Steps:

1. Navigate to Managed Sources (folder icon in top right corner) to identify where duplicate mappings are occurring

2. Hover over any error messages in the sources list to see detailed information about what is occurring in each reconciliation source

3. Check for trashed files that may still be linked - files in the trash can remain linked and cause duplicate account code errors even though they're no longer visible in your active files

4. Review all linked workbooks to locate accounts that appear in multiple sources for the same period

5. If duplicates exist within a single sheet, ensure proper leadsheet formatting where each account code appears only once

6. Remove or consolidate duplicate account mappings to ensure each account has only one source

Chart of Accounts (COA) update edge case

In some cases, duplicate account errors can occur after a recent COA update in your ERP system. This happens when the system picks up multiple external IDs for the same GL account codes, creating ambiguous mappings that cannot be resolved by removing duplicate sources.

Resolution: Contact support for assistance, as this requires system-level intervention to resolve the conflicting external IDs.

Reconciliation values not syncing after submission

If reconciliation values are not appearing after clicking ‘Submit’ (even when a ‘Data successfully downloaded’ message appears), duplicate file attachments may be preventing the sync.

Resolution Steps:

1. Click the ‘Manage Sources’ folder icon on the top right of the Reconcile tab

2. Review the sources list to identify any duplicate file attachments

3. Disconnect the duplicate files

4. Reattach the file to allow it to sync properly

Source linking limitations

One-to-one constraint

Each unique source file can only be linked once per period. Attempting to link the same file to multiple reconciliations will result in errors.

Resolution options:

• Consolidate approach: Combine multiple reconciliation tabs into one summary tab within the same source file

• Separate files approach: Create individual files for different account reconciliations and upload them separately

Roll-forward option limitation

Roll-forward settings cannot be modified after initial linking. Files linked as single-period sources cannot be converted to roll-forward sources.

Resolution options:

• Disconnect and re-link: Completely disconnect the original source, then re-link the same file with roll-forward enabled

• Create a copy: Make a copy of the file with a different name and link the new file with the 'Roll Forward' option checked

Troubleshooting roll-forward failures: If files linked with roll-forward enabled are not appearing in a new period, check the following:

1. Verify date header columns in source files: The source file must contain a column with a header matching the current period's date for data to display in the reconciliation. For example, if you roll forward from June to July and your Excel file only has a 6/30/2026 date header, no data will appear in the July reconciliation even though the file remains linked. Add a column with the new period's date header (e.g., 7/31/2026) to the source file. You can keep the previous period's column for reference - you just need to add the new period's column.

2. Check the previous period's reconciliation sources for errors: Configuration issues in the prior period (such as missing or renamed leadsheet tabs) can prevent the system from rolling forward to the current period.

Period transition file linking errors

When transitioning between periods (e.g., from April to May), you may encounter file linking errors if files from the previous period were incorrectly linked or rolled forward.

Resolution:

• Remove the entire previous period's folder from the current period to clear period‑specific linking issues

• After removing the folder, relink your source files for the current period

Key limitations to remember

• Only MM/DD/YYYY date format is supported

• Each source file can only be linked once per period

• Roll-forward settings are permanent after initial linking

• The system stores references to original tab names and doesn't detect renaming