Cash and reconciliation

Provider statements, confirmations, settlement notices and corrections become Cash Receipts linked to the parent instruction. A receipt can retain the provider event identifier, occurred date, amount, evidence type and verification flag. Cash Applications records a source-identified movement against a provider-held account and an instruction. Account Snapshots preserves the provider’s dated ledger and available balances.

A match requires the exact applied amount and the exact confirmed occurrence date for the linked instruction on the same account. An approximate amount or nearby date is not enough. The movement stays Unmatched or becomes Exception until the evidence is resolved. The team compares the account snapshot with signed confirmed movements and retains the source identifiers behind the calculation.

• Provider source. Keep each event identifier so a repeated import does not masquerade as another movement.
• Exact match. Compare the application with the confirmed amount and occurrence date for the same account.
• Dated balance. Read the provider snapshot at the date being reconciled, including ledger and available balances.

Agree which provider events count as confirmation, how corrections are received, who verifies a receipt, and how often snapshots arrive. Choose the organization and account for a pilot statement period. Make sure the provider supplies event identifiers and dates that can be compared to instruction evidence.

A provider statement shows an outgoing movement for an instruction. The analyst links the movement to its provider-held account and document. The amount matches, but the confirmed date differs from the statement’s applied date. The item remains an exception rather than being forced into Matched. The analyst checks the provider notice and correction history. Once the exact confirmed occurrence date and amount agree for that same account, the application can be marked Matched and its source event remains available for audit.

A second provider event with the same amount should not become the explanation for the first movement merely because it is close in time. The analyst checks the event identifier and the document link as well as the account. If a correction arrives, retain the earlier receipt and add the correction as its own evidence. Compare the dated ledger and available balances with the provider snapshot after resolving the movement. The snapshot is a separate observation; it does not repair a mismatched application.

• Cash application exceptions — Compare the provider event, account, applied date and amount on each open movement.
• Matched cash movements — Trace accepted matches back to the linked instruction and source event.

• Cash reconciliation: Follow the decision and evidence through this work.

Check the data model before importing records.