Reconciliation is organised in sections: Accounts receivable, Accounts payable, Taxes (one per registration), Prepaid expenses, Fixed assets, Other assets, Other liabilities, Payroll liabilities (salary, bonus and reimbursements payable) and Equity. Each section has one task on the close board, and every account mapped to it is a sub-task under it.
1. Registrations and statutory dues
- Open Settings › Company profile. Under Registrations and statutory dues, add each registration: GSTIN, TAN (TDS), TAN (TCS), PF, ESI, professional tax, labour welfare fund, FSSAI and others.
- Pick its payment frequency: monthly, quarterly, half-yearly, yearly, or No payment required (FSSAI, CIN and the like). Enter the due day: a day of the month after the period, or after the quarter, half-year or year end.
- Tick Enable for reconciliation and pick how often. There is no default: until a frequency is chosen there is no reconciliation task.
- Choose the functional area. Its people prepare, review and approve the registration’s tasks.
Every new close then gets a payment task for each registration whose payment falls in it, and a reconciliation task for each registration reconciled in it. If your template already has a payment task for the same dues on the same day (for example “TDS payment” on the 7th), CloseDesk doesn’t add a second one. A close made before you set this up offers Add to this close on the Reconciliation page.
2. Section frequencies
In Settings › Reconciliation setup, pick how often each section is reconciled and the area for its board task. A section with no frequency isn’t reconciled. Quarter, half-year and year ends follow the fiscal year.
3. Map the accounts
Branches
A company with branches in several states (or several PF, ESI or professional tax establishments) adds them under Company profile → Branches, then picks the branch on each of its registrations: a GSTIN per state, for example, while one TAN can stay with the whole company. Each registration gets its own payment and reconciliation tasks.
How the accounts follow depends on how the books are kept:
- Each branch has its own books: import each branch’s trial balance on its own, picking the branch under Whose books in Import trial balance. A branch’s accounts are kept apart from the main books (Output CGST in Bengaluru’s books is a different account from Output CGST in the main books), and its GST accounts map to that branch’s GSTIN. Importing one branch replaces only that branch’s balances in the close.
- One set of books with a separate account per branch (for example “Output CGST - Bengaluru”): import one trial balance. An account whose name mentions a branch or its state maps to that branch’s registration; check the rest in the mapping table.
- One set of books with a branch field on each entry: export the trial balance for each branch (filtered by branch, cost centre or location in Tally or Zoho Books) and import each as that branch’s books.
A branch with no registration of its own for some dues (TDS, say) uses the company-wide one. Tax figures (GSTR-1, GSTR-3B) are matched to the GSTIN of the account’s registration, so each branch is checked against its own returns. The mapping table can be filtered to one branch’s books. A branch that still has registrations or accounts can’t be removed.
The Account mapping table lists every balance sheet account that is reconciled. Pick its section: receivables, payables, prepaid, fixed assets, other assets or liabilities, payroll liabilities, equity, or a tax registration (for example TDS Payable and TDS Receivable to the TDS registration). Pick Recon not required for an account you don’t reconcile: it gets no sub-task when the trial balance is imported, and the mapping filter lists these accounts together. Map from account names fills in the accounts that aren’t mapped yet. An account that isn’t mapped goes to Other assets or Other liabilities.