Batch clearing reconciliation and discrepancy resolution

Many SACCOs receive hundreds or thousands of monthly deposits via employer payroll deductions, commercial bank wire transfers (e.g., CBE), and mobile money apps (Telebirr). SmartERP SACCO provides an automated batch reconciliation engine (sacco.reconciliation.batch).

Automated batch matching engine#

sequenceDiagram
    autonumber
    actor Acct as SACCO Accountant
    participant Batch as SACCO Reconciliation Batch
    participant Engine as Matching Engine
    participant Ledgers as Member Savings & Loan Ledgers
    
    Acct->>Batch: Upload Employer Payroll Deduction Sheet / CBE CSV
    Batch->>Engine: Run 3-Point Auto Matching Rule
    Engine->>Engine: 1. Match Member ID / Payroll Number
    Engine->>Engine: 2. Match Expected Monthly Installment Amount
    Engine->>Engine: 3. Verify Account Status
    Engine->>Ledgers: Post 95% Matched Entries to Savings & Loans
    Engine->>Batch: Flag 5% Discrepancies (Over/Under-payment, Unregistered Member)
    Acct->>Batch: Open Discrepancy Resolution Queue & Manual Adjust

Discrepancy resolution queue#

When uploaded bank lines fail automated matching:

1. Unidentified Depositor: The depositor provided a transaction reference without a valid member number. The line is routed to a Suspense Account until customer contact is confirmed.
2. Partial Installment: The member paid less than the amortized monthly due amount. The engine automatically allocates the payment first to penalty interest, second to accrued loan interest, third to loan principal, and remainder to mandatory savings.
3. Overpayment: Excess funds are automatically deposited into the member's voluntary demand savings account.