Specs

Reference Hygiene specs

Setup notes and briefing numbers for Reference Hygiene.

Reference strings that reconcile cleanly

These Reference Hygiene specs list the reference formats and validation points used before a deposit is treated as clean. They are written for teams that need fewer manual checks when statements and proof of payment records do not line up first time.

These specs define how a payer reference should be built before a deposit is marked usable for reconciliation. They cover length, character limits, spacing, date fragments, invoice links, and the places where bank statements often trim or alter what was entered. South African payment rails do not display references in exactly the same way, so the checks here focus on what survives through statement export and proof of payment records.

A clean reference is one that can be matched without guessing across the bank line, the internal ledger, and the proof image. For cash deposits and branch-assisted payments, the format needs to remain readable even after teller capture or scanned slips. When teams keep to one pattern, exceptions stand out earlier and fewer unmatched lines drift into month-end suspense.

Validation points before posting

Use these specs alongside capture rules for EFT, branch deposits, and card settlement support where references arrive in different formats. Before sending details through the contact form, say the query is about reference hygiene, give the bank name if known, and add one example of the current payer reference exactly as it appears on the statement. A screenshot or cropped proof of payment helps when spacing, truncation, or extra digits are part of the problem.

Maximum reference length by capture point
Allowed characters and blocked symbols
Examples from statements and POP records

SA banking behaviours that affect references

Reference handling differs between branch deposits, EFT entries, and card settlement descriptions, so the same payer intent can land in several shapes. A Johannesburg head office may capture one format while a Durban branch writes another on the deposit slip, which creates duplicates that look unrelated at first glance. The specs call out these common variations so finance teams can decide what is acceptable and what must be corrected at source.

Statement downloads from South African banks may shorten text, remove spaces, or shift the order of visible fields. Load shedding and mobile capture at tills can also produce rushed entries with transposed digits or missing invoice markers. Because of that, the validation step checks both the exact reference and a controlled fallback pattern, rather than relying on memory or manual interpretation.

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Briefing material to prepare

Send sample references from at least three recent payments, plus one that failed to match cleanly. Include the internal format you wanted staff or customers to use, so the gap between instruction and bank output can be tested properly.

If the issue sits in statement imports, attach a CSV extract or a redacted screen capture from the banking portal. Where proof of payment documents are part of the review, keep the bank line, payment date, and reference visible on the same file.