Managing reconciliations in an organization can be challenging, especially when staff changes occur. Whether someone has left the company or is taking an extended leave, BlackLine provides efficient methods to reassign reconciliations from one user to another.

Watch our BlackLine Practice Lead, Adam Riskin, demonstrate how easy it is to reassign reconciliations in BlackLine.

Method 1: Using the Bulk Assignment Account Screen

The Bulk Assignment Account screen is perfect for reassigning a large number of reconciliations efficiently. In our example, Kim Wilson is leaving the company, and her reconciliations need to be reassigned to Pat Black. Here’s how to do it:

1. 1. Set the Role:
   • Ensure the role is set correctly for the reassignment. For instance, if Kim was a preparer, keep the role set to “Preparer.” If Kim was an approver or reviewer, adjust the role accordingly.
2. 2. Select Users:
   • In the “From” field, select Kim Wilson (the current user).
   • In the “To” field, select Pat Black (the new user).
3. 3. Adjust the Groups Field:
   • Set the “Groups” field to “GL and Grouped Accounts.” This ensures that both individually reconciled and grouped reconciliations are reassigned.
4. 4. View and Select Reconciliations:
   • Click “Refresh” to display all reconciliations assigned to Kim. Ensure you adjust the results per page to display all items (e.g., 500 items per page) so nothing is missed.
5. 5. Select and Assign:
   • Use the “Select All” option to mark all reconciliations for reassignment.
   • Click “Assign Accounts” to finalize the reassignment.

That’s it! All reconciliations previously assigned to Kim Wilson as a preparer are now reassigned to Pat Black.

Method 2: Managing Assignments via the Account Screen

For smaller-scale changes or more control over selected reconciliations, the Account screen is an excellent alternative.

1. 1. Filter Accounts:
   • Use the filter options to ensure that both “GL” and “Grouped Accounts” are selected, showing all applicable reconciliations.
2. 2. Select Reconciliations:
   • Manually checkmark the reconciliations you wish to update. For example, select a specific set of eight reconciliations to reassign.
3. 3. Use the Actions Menu:
   • Click the “Actions” button and select “Manage Assignments.”
   • Choose the new preparer, approver, or reviewer from the dropdown menu (e.g., Pat Black).
4. 4. Save Changes:
   • After selecting the new user, click “Save.” The system will update the selected reconciliations with the new assignments.

Key Considerations

• Role-Specific Adjustments: Always ensure that roles (Preparer, Approver, Reviewer) are set correctly when reassigning reconciliations.
• Groups Field: By default, this field may be set to “GL Accounts Only,” which limits changes to individually reconciled accounts. Adjusting it to “GL and Grouped Accounts” ensures comprehensive reassignment.
• Page View: Expand the results per page to ensure you can review and select all reconciliations at once.

By following these methods, BlackLine makes it easy to manage and reassign reconciliations efficiently, ensuring smooth transitions during staffing changes. Whether handling a bulk reassignment or a smaller, targeted update, these steps help maintain the accuracy and integrity of your financial processes.

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