Specs
Reconciliation Loop specs
Setup notes and briefing numbers for Reconciliation Loop.
Reference fields that close the loop
These Reconciliation Loop specs set out the checks, fields, and records used when matching deposits to internal books. Use them to standardise references, exceptions, and close-off steps across a South African finance team.
These specs define the data points that must appear before a deposit can be matched in the ledger. That includes payer name format, bank reference structure, value date, deposit rail, branch source where relevant, and the staff record used for exceptions. Across South African teams, the aim is one matching standard whether money arrived by EFT, cash deposit, card settlement, or a manual correction entry.
A first-pass check matters because unmatched items multiply fast at month-end. Record the proof of deposit number, exact amount, and the internal account code in the same capture step. When a remittance advice is missing, the specs call for an exception record rather than a guessed allocation.
Outputs used by finance teams
The working spec covers daily and weekly reconciliation, not a broad policy note. It sets out the required fields, the order of checks, and the close-off entries needed before a batch is marked complete. It also sets out where supporting records belong so auditors and bookkeepers can trace one deposit from bank proof back to source paperwork.
Use Reconciliation Loop specs alongside the matching workflow and the briefing record before changing reference formats across departments. Verify amount, date, and depositor reference again before a cash bag, card batch, or EFT advice is handed over for banking. Writing in?
- Mandatory fields for each deposit line
- Exception log before write-off approval
- Cut-off notes by deposit rail
Checks shaped by South African banking
The specs are written for conditions finance teams actually deal with here, including branch cut-offs, cash centre handovers, and settlement timing that changes by rail. A Johannesburg cash deposit run does not behave like a remote branch hand-in, and card batches do not post with the same evidence as EFT receipts. Separate one-off recoveries from routine banking so the exception report stays useful.
Along the coast, humidity and rain can affect how cash slips, deposit bags, and stamped proofs are stored before filing. In Gauteng and other inland routes, longer branch runs and load-shedding often shift when batches are closed and checked. Bank windows and processing cut-offs must be logged as fixed controls, not left as a loose admin reminder.
Operated by Astros Marketing (Pty) Ltd from 2 Makro Place, Sunnyrock 1401.
Briefing inputs for this spec
Provide the current reference pattern, the handoff point between operations and finance, and examples of mismatches that recur. One clear pack is more useful than a long narrative. Include screenshots or scans only where they show the exact field causing failed matching.
Filing the deposit note with the cash-up and bank proof while the batch is still open makes later exception checks far easier. When the bookkeeper reviews an unmatched amount or short reference, keep it beside the supporting records used for that entry.