Published policy

Financial Reconciliation and Settlement Policy (v2.1)

Daily three-way reconciliation between physical collections, finance accounts, and contractual schedules; anomaly reporting and audit preservation.

Slug: reconciliation-policyEffective: 2026-08-20Published: 8/20/2026Statutory & Rulebook Codified

Financial Reconciliation and Settlement Policy

This policy governs the daily and periodic financial reconciliation procedures enforced across Subidha Furniture's commercial operations.

1. Three-Way Reconciliation Architecture

To ensure zero financial leakage and 100% accounting fidelity, the finance desk executes daily three-way reconciliation comparing:

**Source Collections**: Physical cash in counter drawers, payment gateway settlement logs, and bank account statement credits.
**Finance Accounts**: System balance ledgers representing cash counters, UPI clearing accounts, and bank ledgers.
**Contractual Schedules**: Expected EMI schedules, rent demands, direct sale invoice receivables, and security deposit ledgers.

2. Dynamic Ledger Mapping & Rollups

**Dynamic COA Mapping**: Collections made to specific financial channels (such as `UPI_COLLECTION` or `CASH_COUNTER_1`) dynamically map through `FinanceAccountCoaMapping` into the general ledger.

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**Liquid Balance Integrity**: Net liquid balances roll up continuously to parent settlement accounts, providing real-time visibility into shop liquidity without manual spreadsheet manipulation.

3. Anomaly Handling and Discrepancy Workbenches

**Automated Anomaly Detection**: The reconciliation engine flags discrepancies, including:

Unmatched bank credits lacking customer subscription references;
Timing differences between gateway swipes and bank settlement deposits;
Over-collections or under-collections against scheduled installment obligations.

**No Silent Auto-Repair**: The system strictly forbids silent algorithmic rewriting of financial entries. Discrepancies are queued into the Admin Reconciliation Workbench for human review and auditable adjustment.

4. Reversal and Lifecycle Integrity

**Net Reporting Posture**: Day-close summaries, operational KPIs, and executive balance sheets report net valid collections, explicitly excluding cancelled, voided, or reversed transactions.
**Permanent Audit Trail**: Every reconciliation adjustment, settlement clearance, and exception resolution generates a permanent audit trail recording the operator, timestamp, and justification.

Legal usage note

Published policy text is for customer clarity, operational governance, and statutory compliance.
Contracts, tax invoices, receipts, and audited delivery records remain the canonical transaction source.
For contract-specific clarifications, contact the Subidha Furniture showroom administration.