Banking instructions

The Accounting Preparer opens an instruction for the organization that owns the work. The record carries its subject, amount, requested date, owner and counterparty. For an invoice finance operator, this can be a banking movement that the treasury team must authorize and track. The instruction record tells the treasury team what it asked a provider to do; the provider’s response establishes what actually happened.

Keep the counterparty and organization clear before asking for review. A provider name in a note cannot replace the linked business partner. If the requested amount or counterparty changes, the revision matters because the Accounting Reviewer decides against the version presented for review. Supporting documents remain attached to the instruction so a later reader can trace the request.

• Draft ownership. The Accounting Preparer checks the instruction while it is Draft and gathers supporting material before moving it to Review.
• Independent decision. The Accounting Reviewer examines the amount, counterparty and revision, then records a decision before the instruction is authorized.
• Provider outcome. A submitted instruction stays distinct from a confirmed one. The team follows its provider identifier and the relevant confirmation or settlement evidence.

Agree which organizations may use each counterparty and who can prepare instructions for them. Define the provider connection that accepts authorized instructions and the evidence it returns. Set the amount and date conventions used by the team, including the account in which an expected movement will appear. Make the independent reviewer a different person from the preparer. Agree who investigates rejected or pending instructions and how long the team waits before escalating a provider response.

The team should also agree how a correction is recorded. A corrected request must preserve the earlier decision and provider evidence. A local status change cannot establish that an external movement was reversed. The provider’s authoritative result belongs with the instruction before anyone closes the case.

Take a representative settlement movement. The Accounting Preparer selects the organization and eligible partner, enters the requested amount and attaches the supporting document. An Accounting Reviewer sees it in the review queue and decides against that revision. Once authorized, the preparer submits it through the configured provider connection. The resulting provider identifier stays on the instruction. If the provider has acknowledged the request but supplied no verified settlement evidence, the team treats it as pending. Only verified confirmation moves the case to Confirmed.

Run the same case with a changed amount after review. The previous decision must remain visible, and the changed revision must receive its own proper authorization. Finally, test a rejected request and use its retained instruction and decision to identify who needs to act next.

• Instruction workboard — Open instructions grouped by their current status for daily follow-up.
• Instructions awaiting review — Requests the Accounting Reviewer can assess against a specific revision.
• Provider pending instructions — Submitted requests still waiting for a conclusive provider outcome.

See instruction authorization and provider confirmation.