Banking instructions

Treasury Preparer starts with the organization, owner and eligible counterparty. The instruction records its subject, requested date, amount and revision. Debit and credit account scopes show which financial accounts the request affects. The counterparty and accounts should be checked before the instruction is sent for review; changing either after a decision changes the basis of that decision.

An instruction for a transfer between provider accounts gives the team a concrete case. The preparer identifies the account on each side, records the intended amount, and attaches the supporting request. If the accounts or amount disagree with the request, the preparer resolves the discrepancy while the instruction is still a draft. The owner can then explain the transaction without asking an approver to infer it from a subject line.

• Prepare. Record the organization, counterparty, owner, amount and account directions while the instruction is in Draft.
• Review. Move a complete instruction into Review and retain its revision for the independent decision.
• Follow through. Keep the provider instruction reference and outcome with the original record through confirmation.

The status separates a prepared instruction from one authorized by a reviewer. Submitted and Pending describe work awaiting a provider result. Confirmed belongs to an outcome supported by verified provider evidence. A rejected instruction remains visible with its decision history; it is not silently recycled as though it had never been reviewed.

Agree which organizations own the instructions, who may prepare for each organization and which counterparties are eligible. Decide how the team verifies account identity and debit or credit direction before review. Set a convention for the subject and record number so an operator can find the instruction from a provider reference or a supporting document. The preparer should know which changes require a new review of the current revision.

Also agree who supplies provider status and how that status is checked. The instruction can retain a provider identifier, but the team must distinguish a submission acknowledgement from a confirmation or settlement event. A second attempt after an unclear response needs its original operation key and receipt checked before anyone submits again.

Use a real transfer request in a rehearsal. Ask Treasury Preparer to create the instruction, record both account directions and attach the source request. Ask Independent Treasury Approver to compare the amount, accounts and counterparty with the evidence, then record a decision on that revision. Follow the provider reference through the Submitted and Pending stages. Finish only when the evidence supports Confirmed and the operation receipt points to the effect that actually persisted.

Run a second case with a changed amount after review. The reviewer should see the new revision and decide on its current evidence. A prior approval must not silently authorize a changed instruction. Keep the earlier decision and attachments available so Auditor can reconstruct why the transaction was released.

• Instruction status board — Instructions grouped by status so the owner can separate drafts, review work and provider follow-up.
• Provider outcome queue — Submitted and pending instructions with the provider reference beside the amount and counterparty.

See instruction review, provider outcome and implementation.