Financial Reconciliation - TradeMaster Transactions (TMT)

Overview

The reconciliation system in TradeMaster Transactions helps you match bank transactions with company records to ensure financial accuracy. This feature is critical for accounting teams to verify that all ticket sales, refunds, and payments are properly recorded and accounted for.

Reconciliation Architecture

Key Components

Bank Documents

Transaction records imported from bank statements

Company Documents

Internal transaction records from TMT system

Custody Accounts

Bank accounts used for holding customer funds

Conciliation Data

Matched and reconciled transaction pairs

Database Structure

Custody Accounts

Custody accounts represent the bank accounts that hold customer funds:

{
  "name": "Banco Provincial - VEF Digital",
  "country": "ve",
  "currency": "VEF",
  "type": "digital",
  "metadata": {
    "account_number": "01020123456789",
    "bank_name": "Banco Provincial",
    "account_type": "Checking"
  },
  "status": "active",
  "date": {
    "created": Timestamp,
    "updated": Timestamp
  }
}

Conciliated Records

Reconciled transactions are stored with details from both sources:

{
  "fecha": "2024-03-12",
  "no_docu": "ND-12345",
  "tipo_doc": "ND",
  "monto": 150000.00,
  "event_name": "Concert XYZ",
  "custody_account": "01020123456789",
  "reconciled": true,
  "date_reconciled": Timestamp
}

Reconciliation Process

Select Custody Account

Choose the bank account you want to reconcile from the dropdown.

Set Date Range

Define the period for reconciliation (default is last 31 days).

Fetch Transactions

System retrieves bank and company transactions for the selected period.

Automatic Matching

TMT automatically matches transactions based on amount, date, and reference number.

Manual Review

Review unmatched transactions and manually reconcile if needed.

Approve Reconciliation

Confirm and save the reconciliation results.

Viewing Reconciled Data

Conciliated Table Component

The main reconciliation view shows matched transactions:

ConciliatedTable.js

import { conciliation_data } from '../../../guards/firebase/Firebase';

const getData = async ({ id, dateFrom, dateTo }) => {
  const accountNumber = id.metadata.account_number;
  
  const params = {
    num_cta: accountNumber,
    from: moment(dateFrom).format("YYYY-MM-DD"),
    to: moment(dateTo).format("YYYY-MM-DD")
  };
  
  const response = await conciliation_data(params);
  
  if (response.data?.valido) {
    setRows(response.data.response);
  }
};

Table Columns

The reconciliation table displays:

Column	Description	Format
Fecha	Transaction date	DD/MM/YYYY
N° Documento	Document/reference number	Text
Tipo de Documento	Document type	ND (Debit Note) / NC (Credit Note)
Monto	Transaction amount	Currency formatted (VES)
Event Name	Associated event (if applicable)	Text

Document Types

Nota de Débito (ND)

Debit notes represent money leaving the account:

Refunds to customers
Transfers to clients
Bank fees
Chargebacks

Nota de Crédito (NC)

Credit notes represent money entering the account:

Ticket sales deposits
Customer payments
Bank corrections
Interest earned

Type Template

const typeTemplate = (display) => {
  return (
    <Typography>
      {display === "ND" ? "Nota de Débito" : "Nota de Crédito"}
    </Typography>
  );
};

Currency Formatting

Venezuelan Bolívar (VES)

Transactions are formatted using the Venezuelan currency standard:

const formatter = new Intl.NumberFormat('es-VE', {
  style: 'currency',
  currency: 'VES',
  minimumFractionDigits: 2,
  maximumFractionDigits: 2,
});

// Usage
formatter.format(150000.00); // Bs. 150.000,00

Unreconciled Transactions

Bank Transactions (Not Reconciled)

View bank transactions that haven’t been matched with company records:

import { noconciliation_data_b } from '../../../guards/firebase/Firebase';

const getUnreconciledBank = async (params) => {
  const response = await noconciliation_data_b(params);
  return response.data.response;
};

Company Transactions (Not Reconciled)

View company records that haven’t been matched with bank transactions:

import { noconciliation_data_cia } from '../../../guards/firebase/Firebase';

const getUnreconciledCompany = async (params) => {
  const response = await noconciliation_data_cia(params);
  return response.data.response;
};

Manual Reconciliation

Uploading Bank Documents

Import bank statements manually when automatic sync isn’t available:

import { conciliation_load_bank_manual } from '../../../guards/firebase/Firebase';

const uploadBankDocument = async (file, accountNumber) => {
  const formData = new FormData();
  formData.append('file', file);
  formData.append('account', accountNumber);
  
  const response = await conciliation_load_bank_manual(formData);
  return response;
};

Uploading Company Documents

Import internal transaction records:

import { conciliation_load_cia_manual } from '../../../guards/firebase/Firebase';

const uploadCompanyDocument = async (file) => {
  const formData = new FormData();
  formData.append('file', file);
  
  const response = await conciliation_load_cia_manual(formData);
  return response;
};

Search and Filtering

Global Search

Search across all fields:

const [filters, setFilters] = useState({
  global: { value: null, matchMode: FilterMatchMode.CONTAINS },
});

const onGlobalFilterChange = (e) => {
  const value = e.target.value;
  let _filters = { ...filters };
  _filters['global'].value = value;
  setFilters(_filters);
};

Date Range Filtering

const [from, setFrom] = useState(new Date().setDate(to.getDate() - 31));
const [to, setTo] = useState(new Date());

<CustomDatePicker
  value={dayjs(from)}
  maxDate={dayjs(new Date())}
  onChange={(newDate) => {
    setFrom(newDate.toDate());
    getData({ dateFrom: newDate.toDate() });
  }}
/>

Export Capabilities

CSV Export

Export reconciliation data for external analysis:

const dt = useRef(null);

const exportCSV = (selectionOnly) => {
  dt.current.exportCSV({ selectionOnly });
};

<IconButton onClick={() => exportCSV(false)}>
  <IconDownload />
</IconButton>

Reconciliation Reports

Summary Metrics

Reconciliation Status
Financial Totals
Timing Analysis

Total transactions processed
Successfully reconciled count
Unreconciled bank transactions
Unreconciled company transactions
Reconciliation percentage

Cloud Functions

TMT uses Firebase Cloud Functions for reconciliation processing:

Available Functions

// Get reconciled transactions
const conciliation_data = httpsCallable(functions, 'conciliation_data');

const result = await conciliation_data({
  num_cta: '01020123456789',
  from: '2024-01-01',
  to: '2024-03-12'
});

Access Control

Required Permissions

Reconciliation features require specific permissions:

Administrador: Full access to all reconciliation features
Contador: Read-only access to view reconciliation data
Coordinador: Limited access to view client payouts
Other roles: No access to reconciliation

// Permission check example
if (!ability.can('view', 'ViewClientPayouts')) {
  navigate('/auth/permissions');
}

Best Practices

Daily Reconciliation

Reconcile transactions daily to catch discrepancies early and maintain accurate records.

Document Everything

Keep detailed notes on manual reconciliations and any discrepancies found.

Regular Audits

Perform weekly audits of reconciliation processes to ensure accuracy.

Backup Data

Export and backup reconciliation data regularly for compliance and disaster recovery.

Common Reconciliation Issues

Timing Differences

Issue: Transaction appears in bank statement but not in company records, or vice versa.Solution: Check if transaction is pending or was processed in different accounting periods. Wait 24-48 hours for settlement.

Amount Mismatches

Issue: Bank amount differs from company record due to fees or exchange rates.Solution: Account for transaction fees separately. Check if currency conversion was applied. Document the difference.

Missing Reference Numbers

Issue: Cannot match transactions due to missing or incorrect reference numbers.Solution: Use combination of date + amount to manually match. Update records with correct reference numbers for future.

Duplicate Entries

Issue: Same transaction appears multiple times in bank or company records.Solution: Identify and flag duplicates. Verify with bank statements. Remove duplicate entries and note in audit log.

Troubleshooting

No Data Returned

if (!response.data?.valido) {
  console.error('Invalid response from reconciliation API');
  // Check:
  // 1. Account number is correct
  // 2. Date range is valid
  // 3. Cloud function is deployed
  // 4. User has proper permissions
}

Loading Issues

const [loading, setLoading] = useState(false);

try {
  setLoading(true);
  const response = await conciliation_data(params);
  setRows(response.data.response);
} catch (error) {
  console.error('Reconciliation error:', error);
  setRows([]);
} finally {
  setLoading(false);
}

Compliance and Auditing

Regulatory Requirements

Maintain reconciliation records for required retention period (typically 7 years)
Ensure all discrepancies are documented with explanations
Implement segregation of duties (different people perform and review reconciliations)
Regular management review of reconciliation processes

Audit Trail

All reconciliation actions should be logged:

const logReconciliation = async (action, details) => {
  await Firestore.collection('reconciliation_audit').add({
    action: action,
    user_id: currentUser.uid,
    user_name: currentUser.name,
    timestamp: firebase.firestore.FieldValue.serverTimestamp(),
    details: details
  });
};

Getting Started

Core Features

User Guides

Administration

​Overview

​Reconciliation Architecture

​Key Components

Bank Documents

Company Documents

Custody Accounts

Conciliation Data

​Database Structure

​Custody Accounts

​Conciliated Records

​Reconciliation Process

​Viewing Reconciled Data

​Conciliated Table Component

​Table Columns

​Document Types

​Nota de Débito (ND)

​Nota de Crédito (NC)

​Type Template

​Currency Formatting

​Venezuelan Bolívar (VES)

​Unreconciled Transactions

​Bank Transactions (Not Reconciled)

​Company Transactions (Not Reconciled)

​Manual Reconciliation

​Uploading Bank Documents

​Uploading Company Documents

​Search and Filtering

​Global Search

​Date Range Filtering

​Export Capabilities

​CSV Export

​Reconciliation Reports

​Summary Metrics

​Cloud Functions

​Available Functions

​Access Control

​Required Permissions

​Best Practices

Daily Reconciliation

Document Everything

Regular Audits

Backup Data

​Common Reconciliation Issues

​Troubleshooting

​No Data Returned

​Loading Issues

​Compliance and Auditing

​Audit Trail

​Next Steps

Platform Settings

Contracts

Build docs developers (and LLMs) love

Overview

Reconciliation Architecture

Key Components

Database Structure

Custody Accounts

Conciliated Records

Reconciliation Process

Viewing Reconciled Data

Conciliated Table Component

Table Columns

Document Types

Nota de Débito (ND)

Nota de Crédito (NC)

Type Template

Currency Formatting

Venezuelan Bolívar (VES)

Unreconciled Transactions

Bank Transactions (Not Reconciled)

Company Transactions (Not Reconciled)

Manual Reconciliation

Uploading Bank Documents

Uploading Company Documents

Search and Filtering

Global Search

Date Range Filtering

Export Capabilities

CSV Export

Reconciliation Reports

Summary Metrics

Cloud Functions

Available Functions

Access Control

Required Permissions

Best Practices

Common Reconciliation Issues

Troubleshooting

No Data Returned

Loading Issues

Compliance and Auditing

Audit Trail

Next Steps