Instruction preparation

An Accounting Preparer starts with the organization that owns the instruction and the counterparty that will receive it. The subject and record number make the work identifiable; the document date, amount and owner place it in an operating period and a person’s queue. For a trading finance team, a supplier settlement instruction can be prepared under the trader’s organization with the eligible settlement counterparty selected. Its amount is the intended provider amount for this instruction.

• Record owner. The Accounting Preparer keeps the instruction and its revision ready for review.
• Decision owner. The Accounting Reviewer checks authority and records the reason for a decision.
• Evidence owner. The Reconciliation Analyst connects source events and balances to the instruction.

Check that the counterparty remains active and belongs to the right organization before an instruction enters review. Attach the source request and identify who uploaded it. Keep internal and shared attachments distinct so a provider-facing document is not exposed simply because it was added to a record. The preparer can revise the draft, but the revision used for an approval must be the revision later submitted.

Agree who owns each organization’s instructions, which counterparty codes are eligible and what supporting material is required. Rehearse a draft that has the wrong counterparty: the preparer corrects it before review, and the reviewer sees the revised amount and party. A record waiting for review stays in that state until a distinct reviewer decides; a preparer’s edit is not the decision.

The handoff is easiest to audit when the preparer can explain why this counterparty and account were selected. Record the intended provider amount in the instruction and keep the source request attached to that same record. If a trader changes the settlement amount before approval, revise the instruction before sending it to the reviewer. The original attachment and the new revision should remain understandable together. Do not use the presence of an attachment as a substitute for checking its contents.

Prepare a settlement instruction for an active counterparty in the right organization. Attach the request, assign an Accounting Preparer and enter the intended amount. Then change the counterparty to one outside that organization. The preparer should correct the selection before requesting review, and the reviewer should inspect the corrected revision and attachment. Keep the record number with the decision so the Auditor can trace what was approved.

• My Draft Instructions — Check your dated instructions, amounts and owners before sending a revision for review.
• Instructions in Review — See the revisions that the Accounting Reviewer still needs to decide.

Follow instruction review and provider confirmation to rehearse the handoffs.