Specs
Export Week specs
Cut-off notes and reference figures for Export Week.
How Export Week specs track the banking week
Set out the checks used when export-period deposits do not follow the usual rhythm. Cover timing flags, supporting documents, reference alignment, and the conditions that trigger follow-up before entries are signed off. That creates a clearer framework for week-specific exceptions.
Export Week specs begin with the payment route, the bank's stated cut-off, and the export document that must match the entry. An ordinary branch cash deposit does not behave like an EFT linked to customs paperwork or a card settlement arriving after shipping release. On South African books, that distinction matters most when Johannesburg treasury teams, Durban port activity, and Cape Town forwarding schedules sit in the same reporting week.
Keep the first deposit proof with the export pack, not in a separate inbox. A stamped slip, bank receipt, or saved proof of payment should sit next to the invoice number and shipping reference used for that week. When the figures are queried later, the match can be checked against one record set instead of hunting across WhatsApp chats and bank downloads.
Checks used in Export Week
Set out the control points that matter when export-period deposits fall outside the normal banking rhythm. Compare value date, customer reference, supporting papers, and sign-off conditions before posting to the ledger. The aim is a workable week-specific review, not a stack of generic finance steps that ignore bank timing.
Use Export Week specs alongside the related workflows note and any briefings entry tied to the same shipment cycle. Before a handover is closed, compare the amount, depositor name, and reference string with the invoice pack and release paperwork.
- Value date checked against shipment timing
- Reference string matched to export paperwork
SA banking conditions during export runs
Export Week checks must reflect South African banking patterns around OR Tambo freight, Durban harbour paperwork, and Cape Town branch cut-offs that fall before afternoon dispatch. Smaller inland branches may handle cash and document stamping differently from major commercial centres, so the exception point needs to be noted clearly. Where a deposit trail breaks, separate the missing proof, the unmatched reference, and the week-end reconciliation risk before finance signs off.
Along the coast, weather delays can affect courier handover times and the movement of supporting export documents. Inland routes often change when staff can reach a branch or deposit point, especially where distance and traffic shape the banking run. Load shedding still disrupts payment confirmations, batch release times, and access to scanned proof, so each cut-off should be treated as a fixed control point.
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Week-specific sign-off evidence
Use Export Week when the usual deposit flow must line up with cross-border paperwork and local bank cut-offs.
Sign off Export Week entries only after the banking proof, trade reference, and exception note sit in the same file. Where the deposit pattern differs from the usual week, record the reason in plain terms so the reviewer can see why timing moved. That keeps the ledger support usable at month-end and during any later audit sample.