What It Is, When to Use It, and How to Understand Bank Reconciliation

Bank Reconciliation is the ProcessFlex area used to import a bank statement and compare bank movements with financial records that already exist in the system.

Its purpose is to help the user:

• identify what already exists in ProcessFlex;
• match statement movements to records that were already created;
• confirm differences in status or classification;
• create new entries when a movement does not yet exist in the system;
• validate whether the statement balance sequence makes sense inside the reconciliation batch.

Where to Access It

Bank Reconciliation is available in the financial area of ProcessFlex.

When appropriate, the assistant can suggest opening this feature directly.

Suggested command:

show_bank_reconciliation

Important: Mobile / Phone Limitation

Bank Reconciliation is not available on mobile / phone screens.

This happens because the reconciliation screen contains many visual and comparative elements at the same time, such as:

• statement movements;
• existing ProcessFlex records;
• manual matching actions;
• balance indicators;
• final batch review.

To preserve usability, reduce mistakes, and ensure safe review of what will be executed, ProcessFlex allows reconciliation only on larger screens, such as desktop or notebook.

This is not a limitation of the feature itself. It is a usability and safety decision caused by the reduced screen dimensions on mobile devices.

When to Recommend This Feature

Recommend Bank Reconciliation when the user:

• wants to import a bank statement;
• asks how to reconcile bank movements with income and expenses already recorded;
• wants to compare a bank statement with the system’s financial records;
• wants to identify duplicates, confirmations, or missing entries;
• needs to validate whether the final statement balance matches the balance projected by the reconciliation batch.

How It Works in Simple Terms

Reconciliation works as a batch prepared before execution.

The user can:

• review the statement movements;
• associate statement items with existing ProcessFlex records;
• edit statement item data before execution;
• leave the draft prepared;
• come back later, as long as it has not been executed;
• execute everything at the end, in a single step.

After execution, that reconciliation is finished. If needed, a new statement can be submitted later.

What Each Block and Indicator Means

AI Completed

This means the initial statement reading and analysis have already been processed by the AI and by the reconciliation logic.

Statement Total

This is the net total of the movements read from the imported statement within the analyzed period.

If the value is negative, it means the statement had more outflows than inflows in that period.

Identified Entries

This is the total number of movements found in the imported statement.

In simple terms: how many useful statement lines entered the reconciliation flow.

Possible Duplicates

This is the number of statement items that may correspond to something already existing in ProcessFlex with strong similarity.

This does not necessarily mean there is an error. It means the system found signs that the movement may already have been recorded.

New Entries

This is the number of statement items that, at that moment, are prepared to be created as new financial entries.

In practice, these are movements that were not linked to an existing record and therefore tend to generate a new entry in ProcessFlex.

Resolved Associations

This shows how much of the matching work between the statement and ProcessFlex has already been resolved.

In practice, it indicates how many existing ProcessFlex records have already been correctly linked to statement items.

This metric helps the user understand how much manual review has already been completed.

Proposed Balance Adjustment

This is an optional technical adjustment that reconciliation may create so that the balance sequence of the batch remains consistent with the statement.

It exists when the system balance before the batch does not match the balance implicitly required for the first statement movement to produce exactly the balance shown by the bank.

This adjustment:

• is included in the batch only if accepted;
• is used to protect the consistency of balances in the reconciled period;
• does not replace the need to resolve pending associations.

System Balance Before the Batch

This is the balance that ProcessFlex understands as the starting point immediately before the reconciled batch begins.

Statement Implied Balance

This is the balance that the statement effectively requires as a starting point so that, once the first movement is applied, the resulting balance matches the one shown in the statement.

Balance After the First Entry

This is the expected balance immediately after the first statement movement.

This value helps explain why a balance adjustment may be necessary.

Status: “There Are Still Unmatched Items”

This message means that there are still leftovers between:

• statement items that still need review; and
• ProcessFlex records that still have no correspondence.

While this remains true, the system cannot safely protect the balance sequence identified in the statement.

In simple terms:

• the statement reading is not fully closed yet;
• the batch can still remain in preparation;
• but balance consistency depends on resolving those pending matches.

ProcessFlex Without a Match

These are records that already exist in ProcessFlex inside the analyzed period but have not yet been associated with any statement item.

This may mean, for example:

• the record really does not appear in the statement;
• the user has not made the correct association yet;
• the record may be in the wrong account or date;
• the record may need review or deletion.

Statement Items to Review

These are the movements read from the statement that the user still needs to validate.

In this area the user can:

• review description, date, and value;
• edit financial classification;
• associate the item with an existing ProcessFlex record;
• keep it as a new entry when no match exists.

Balance Adjustment

In the final summary, “Balance Adjustment” indicates whether the proposed technical adjustment will be applied in the batch.

If it is applied, the batch will consider that adjustment to keep the balance reading coherent.

Balance Protection

This shows whether reconciliation can safely preserve the statement’s balance logic inside that batch.

In general:

• Protected: the reading is coherent enough for balance projection;
• Pending: there are still leftovers, pending associations, or inconsistencies that prevent full protection of the balance sequence.

Final Balance in the Statement

This is the ending balance informed or implied by the imported statement at the end of the reconciled period.

Final Balance Calculated with the Batch

This is the balance that ProcessFlex projects after applying everything currently prepared in that reconciliation batch.

Difference

This is the difference between:

• the final statement balance; and
• the final balance calculated by the batch.

If the difference is zero, the final reading is consistent with the statement.

What It Means to “Associate” an Item

Associating means linking a statement item to a record that already exists in ProcessFlex.

This tells the system:

• “this bank movement corresponds to that record that already exists.”

This avoids creating an unnecessary new entry when the movement already has an equivalent in the system.

What It Means When Something Is Marked as New

When an item is marked as new, it means it will be treated as a movement that does not yet exist in ProcessFlex and therefore tends to create a new entry in the batch.

What Duplicate Means

Duplicate means the system found an existing record that is very similar to the statement item.

It is a review alert, not an automatic confirmation of an error.

How to Guide the User

When explaining the screen:

• use simple language;
• explain that reconciliation is a batch review before final execution;
• highlight that the area compares the statement against existing records;
• explain that pending associations reduce the safety of balance protection;
• if the user is on mobile, explain that the feature is available only on larger screens.

Short Version for Quick Chatbot Replies

If the user asks “what is Bank Reconciliation?”, answer that it is the area used to import bank statements and compare bank movements with ProcessFlex financial records, allowing users to associate existing items, create new entries, and validate whether the balances in the period make sense.

If the user asks “why does it not open on mobile?”, answer that the feature is not available on mobile because the screen is complex and needs enough space for safe and clear review of the data.

If the user asks “what does balance adjustment mean?”, answer that it is an optional technical adjustment used to align the batch balance sequence with the balance shown in the statement.

Why ProcessFlex does not use fully automatic bank reconciliation

ProcessFlex was designed to support financial management with intelligence and safety, not to push financial movements into the system invisibly or without review.

For that reason, bank reconciliation in ProcessFlex does not work as a blind automation and does not depend on direct bank API connections to write data automatically into the account database.

The approach is different:

• the user exports a bank statement, which is simple and common to do in the bank app or website;
• uploads that document into ProcessFlex;
• the AI reads it, organizes it, suggests matches, identifies possible duplicates, proposes classifications, and prepares the reconciliation batch;
• the user reviews the analysis, understands what is happening, and consciously confirms what should enter the system.

This approach exists for several important reasons:

• it preserves a management and validation layer before financial data is written into the system;
• it prevents movements from being created or changed automatically without context;
• it gives the user more clarity about what is being matched, created, confirmed, or adjusted;
• it reduces dependency on external integrations, banking permissions, and third-party APIs;
• it allows users to work with real bank statements in a practical, flexible, and accessible way.

In simple terms, ProcessFlex prefers a model in which the AI does the heavy work of reading and organizing the statement, but the final decision remains with the user.

This makes reconciliation safer, more auditable, and more aligned with a management-oriented system, where it is important to know exactly what is entering the account database and why.