Instruction preparation

A Treasury Preparer starts with a request that has a clear subject, organization, owner and financial counterparty. The requested amount and date explain what the team intends to send. Before review, the preparer links the debit and credit account scopes and checks that the counterparty and accounts are eligible for the organization. A draft is still editable work; it is not a provider instruction.

• Instruction identity. Give each request its record number and subject so the approver can distinguish it from similar transfers.
• Account scope. Link debit and credit financial accounts with their amounts and confirm the total is balanced before requesting review.
• Supporting material. Attach the documents that explain the request and keep their upload identity and visibility with the instruction.

The instruction owner is the person who can answer questions about the purpose and account scope. The counterparty is the bank or custodian to which the request relates. If a request changes after review begins, the new revision needs a fresh decision. That keeps an old approval from authorizing a different amount or destination.

Decide which treasury members can prepare instructions for each organization and which counterparties they may use. Agree how account codes and external account identities will be checked against the provider’s source. Set a consistent naming convention for record numbers and subjects, and decide which attachments should be shared with an external party. Keep the role that maintains counterparties separate from the person who approves a specific request.

Agree the evidence needed for each instruction type. A routine account movement and an exceptional correction may need different documents, but both need enough context for an independent reviewer. Establish when the preparer moves a draft into review and who handles a returned or rejected request.

A preparer records a request to move funds between two eligible provider accounts. They select the organization, owner and counterparty, enter the amount, and add one debit and one credit account scope. The preparer checks the account codes and uploads the signed request document. Before sending it for review, they verify that the account amounts reconcile to the instruction amount and that the intended value date is visible.

The approver can then inspect the exact revision, account scope and attachment. If the preparer changes the amount after the decision, the revision changes and the prior decision cannot be reused. Run this case in a pilot with a second instruction that has an ineligible account to test how the team catches and returns it.

• My Draft Instructions — The preparer’s owned drafts with amount, date and subject ready for completion.
• Instruction Status Board — Active instructions grouped by their current stage.

Continue with instruction authorization and the provider outcome.