# Reconciliation — User Manual for Finance Operators *MW-Core Recon (rule-engine version) · Last updated 2026-07-12* This guide is for the finance team members who run daily reconciliation: upload the day's files, run the match, review results, download the Excel report, and handle exceptions. No technical knowledge is needed. > **Vocabulary note:** your screens use *your* organisation's words. A > hospital sees "HIS" and "Units"; a retail chain sees "POS" and "Stores". > This manual writes "internal system" and "location" — read them as > whatever your screens show. --- ## 1. Getting access - Reconciliation is restricted to users with the **Finance Admin** or **Super Admin** role. If the Reconciliation menu is missing or you see *"Reconciliation is restricted to finance admins"*, ask your administrator to update your role. - Log in at **`/admin/login`**. The left sidebar has a **RECONCILIATION** section: | Menu item | What it's for | Who uses it | |---|---|---| | **Run Recon** | The daily 4-step wizard: pick a reconciliation, upload files, run, download the report | Finance operator (you) — daily | | **History** | Every past run: status, counts, report download, drill-down | Finance operator — daily | | **Rule Sets** | What each reconciliation matches on (and a test "dry run") | Finance admin — occasionally | | **Onboarding** | Set up a new business, new file formats, location codes | Administrator — rarely | | **Legacy Config** | Old per-type settings, kept for reference | Administrator | --- ## 2. Daily routine — running a reconciliation ### Step 1 · Select 1. Open **Run Recon**. 2. Pick the **Reconciliation Date** — the transaction date of the files you are about to upload (usually yesterday). 3. Click the reconciliation you want to run (for example *"Card 3-Way Recon (Bank ↔ Gateway ↔ Internal System)"*), then **Continue → Upload Files**. ### Step 2 · Upload You'll see one upload slot per required file. Each slot names the exact file format it expects (e.g. *"HDFC Bank Card Settlement (MPR)"* — XLSX, or *"MomentsPay Transaction Export"* — CSV). - Upload each file exactly as downloaded from the bank portal / gateway / internal system. **Do not edit, reformat, or delete rows** — the system handles messy headers, padded codes, and name variations automatically. - A green **✓ Uploaded** appears per file. When all slots are green, click **Start Reconciliation →**. ### Step 3 · Processing A progress screen shows the stages: *Parsing → Matching → Generating report*. Typical runs finish in under a minute; very large files can take a few minutes. Don't close the page. ### Step 4 · Results You'll see totals: **Matched**, **Unmatched**, and the amounts for each. - **⚠ Yellow warning box?** The system compared the dates *inside* your files with the date you selected. A warning like *"most transactions are dated 2026-06-09 but the selected recon date is 2026-06-10"* almost always means either the wrong date was selected in Step 1 or the wrong day's file was uploaded. Check before trusting the results. - Click **↓ Download Excel Report** to save the report. - **Run Another** starts a fresh run. --- ## 3. Reading the Excel report The workbook always starts with a **Summary** sheet: - Your organisation's name, the reconciliation name, and the date. - A table with one row per **matching stage** (e.g. *Bank Card vs Gateway*, then *Internal System vs Matched Bank Card*): total, matched, unmatched counts and amounts. - Indented **tier rows** under each stage, e.g. `↳ tier: exact-4key` and `↳ tier: 3key`. Tiers tell you *how strictly* a row matched: - **exact / 4-key** — matched on every key including approval code: fully trustworthy. - **3key / fallback** — matched without the approval code: fine, but worth a glance. - **tolerant** — matched within an allowed amount/date difference: review these. - A **location-wise table** per stage (your Units/Stores/Centres), showing matched vs unmatched per location. Then one pair of sheets per stage: - **…-Matched** — every matched row, with a `Match Tier` column first. - **…-Unmatched** — rows from your side with no counterpart. **This is your work list.** - Some stages also have a *counterparty unmatched* sheet (e.g. *GW-NoSettlement*) — gateway/bank rows that nothing on your side explains. > Reports are stored for **30 days**. After that the download disappears from > History, but nothing is lost — an administrator can regenerate the report > for any past run because the underlying results stay in the system. --- ## 4. Handling exceptions (unmatched rows) Instead of tracking unmatched rows in a side spreadsheet, use the built-in exceptions screen: 1. Open **History** and click **Details** on the run. 2. The header shows an **open exceptions** count. Filter by stage if needed. 3. Each unmatched row shows which side it came from: - **Unmatched (our records)** — in your files, missing at the counterparty. - **Unmatched (counterparty)** — at the bank/gateway, missing in your records. 4. For each row you've investigated, type a short **note** (e.g. *"settled T+1, appears in 10-Jun file"* or *"refund — reversed on 12-Jun"*), then: - **Resolve** — explained and accounted for. - **Ignore** — noise (test transaction, duplicate header row, etc.). 5. Made a mistake? **reopen** puts the row back in the open list. Who resolved what, when, and why is recorded permanently. The goal each day: **open exceptions = 0**. --- ## 5. History **History** lists every run with status, counts, and dates. - **Details** → the drill-down + exceptions screen. - **↓ Download** → the Excel report (available for 30 days after the run). - A **Failed** status shows the reason on the details page — most commonly a wrong file uploaded into a slot (see Troubleshooting). - Super Admins see runs across **all** businesses, with a Tenant column. --- ## 6. Occasional tasks (finance admin) ### 6.1 Testing a reconciliation without affecting anything — "Dry Run" Before trusting a new or edited rule set, test it: 1. Open **Rule Sets**, select the rule set. 2. In the **Dry run** panel, upload one sample file per slot. 3. Click **Run dry run** — you get per-stage matched/unmatched counts and the tier breakdown. **Nothing is saved**; no session, no report. Use this when: a bank changes its file format, you've adjusted matching rules, or you're validating a newly onboarded business. ### 6.2 Understanding a rule set The Rule Sets page shows each reconciliation as readable stages: - **A** and **B** are the two sides being compared (a file, or the *output* of an earlier stage — that's how 3-way reconciliation works). - Each **tier** line lists the fields that must agree, e.g. `card_last4 + terminal_id + amount + approval_code`, and any allowances like `±1.0` (amount tolerance) or `T+2d` (settlement-date window). - *(Advanced)* Some reconciliations use **batch settlement** matching: many of your transactions are matched against ONE settlement line whose amount equals their sum. Editing rule sets is JSON-based with a **Validate** button and is best left to your administrator — invalid rules cannot be saved, and **duplicate** lets you experiment on a copy safely. ### 6.3 Onboarding — new business, new bank file, location codes The **Onboarding** page (administrator territory, included for awareness): 1. **Business Profile** — organisation name, type, and the labels your team sees (HIS vs POS, Unit vs Store). 2. **File Formats** — upload one sample file; the system detects the columns and suggests what each one means; the admin confirms and saves. From then on that file format is recognised everywhere — this is how, for example, Razorpay files were added without any software change. 3. **Locations** — maps the long location names appearing in files (*"SAHYADRI SUPER SPECIALITY HOSPITAL HADAPSAR"*) to your short codes (*"HDP"*) used in reports. --- ## 7. Troubleshooting | What you see | Likely cause | What to do | |---|---|---| | *"Missing uploads for: …"* on start | A required file slot is empty | Upload the file named in the message | | Run **Failed** with *"cannot find column for '…'"* | Wrong file uploaded into that slot, or the bank changed its file layout | Check you exported the right report; if the bank changed the format, ask your admin to update the file format via Onboarding | | ⚠ Date warning on the results page | Date picked in Step 1 doesn't match the dates inside a file | Re-run with the correct date, or upload the correct day's file | | Far more unmatched than usual | Wrong day's file for ONE of the sources (everything shifts), or a partial export | Check the date warning; re-export the file for the full day | | *"File … has N rows, exceeding the limit"* | File larger than 200,000 rows | Split the export or contact your administrator | | Download button missing on an old run | Report older than 30 days was purged | Ask your admin to regenerate it (results are never deleted) | | *"Reconciliation is restricted to finance admins"* | Your account role doesn't include recon access | Ask your administrator for the Finance Admin role | | *"Recon engine service unavailable"* | The matching service is down | Contact your administrator — no data is lost; run again later | --- ## 8. Daily checklist - [ ] Download today's files from each source (bank portal, gateway, internal system) — full day, unedited - [ ] Run Recon → correct **date** → correct **reconciliation** → upload → start - [ ] No yellow date warning on the results page - [ ] Download and file the Excel report - [ ] Open **Details** → work the unmatched rows → notes on every Resolve/Ignore - [ ] **Open exceptions = 0** (or handed over with notes)