Reconciliation line states
The states a reconciliation line moves through in ClaimDS — matched, held, approved, rejected or written off — and how a sheet finally closes.
A reconciliation sheet is worked line by line, and each line moves through a clear set of states from "just uploaded" to a final decision. Understanding those states is the key to working a sheet confidently — and to knowing when a sheet is done.
How a sheet is built
You upload a principal's settlement data (usually from an Excel template), and ClaimDS tries to match each row automatically against your open claims, using the agreement, the invoice and the material. A row either finds its claim (matched) or doesn't yet (unmatched).
The line states
From there, each line ends up in one of a few states:
- Matched — paired with a claim, awaiting your decision.
- Unmatched — no clear match yet; you either match it by hand or reject it.
- Held — set aside for negotiation with the partner.
- Approved — settled at the agreed amount. A final state.
- Rejected — declined. A final state.
- Written off — a held line you've decided to absorb. A final state.
Working a line
A matched line you can approve, hold, or reject. An unmatched line you match by hand and then decide, or reject. A held line, once you've talked to the partner, you either approve (at whatever amount you agreed) or write off. Approved, rejected and written-off are terminal — there's no path back out of them, which keeps the trail honest.
When a sheet closes
A sheet stays open while any line is still undecided. Once every line reaches a final state, the sheet closes on its own. At that point ClaimDS produces the sheet's factsheet and the approved lines flow on toward accrual and settlement.
Related
Still stuck?
Book a demo and we'll walk through it on your own data — or just talk to us.