1. Introduction
This document provides comprehensive instructions on how to effectively utilise the Maker-Checker process for manual match control within the cash module
- Enhanced security: This additional layer of verification adds an extra level of security to your manual matching process, safeguarding your financial data.
- Streamlined workflow: The ‘Maker-Checker’ process is seamlessly integrated into your existing workflow, making it easy to use and minimising disruption.
- Greater confidence: With two sets of users on each manual match exception, you can have greater confidence in the accuracy of your financial records.
- Accuracy improvement: Duco implemented a ‘Maker-Checker’ system to manual match exceptions, ensuring that every match is reviewed and verified by a second individual, significantly reducing errors.
2. Getting Started
2.1 Prerequisites
Before using the maker checker system, ensure that:
- You have the necessary admin rights to configure processes.
- To create a match you need to have the correct permissions as an “Manual Matcher” to manually match
3. Manual Match Maker Checker Overview
The maker checker process involves two key roles: Maker and Checker. The Maker initiates a match, and the Checker reviews and verifies the match before final approval. This two-step process enhances accuracy and reduces errors.
There are now two separate ways to approve these maker checker match proposals.
Option 1: Pending change page:
This page allows you to view only the pending approval requests.
Option 2: New columns in results view
The ability to filter through ‘Pending change ID’ and ‘Change type’ allows you to approve or reject actions more easily.
4. Roles and Responsibilities
4.1 Maker
- Initiates the maker checker as per normal process
- Provides required details and documentation or commentary on the transactions.
- Submits the match request as per normal process.
4.2 Checker
- Reviews the match request submitted by the Maker.
- Verifies details against your internal criteria to match
- Approves or rejects the match.
5. Step-by-Step Instructions
5.1 Initiating a Match (Maker)
- Log in to the system with your credentials.
- Navigate to the "process” page section and select your desired process.
- Locate the transactions that you require to be manually matched
- Perform necessary labelling, comments or groupings
- Submit the match request.
5.2 Verifying and Approving (Checker)
- Log in to the system using your credentials.
- Access the "Pending changes" section of the workflow buckets (i) or approve directly in the results screen (ii)
- Note: For pending changes, select the grouped transaction pending match. For the results screen, select a single transaction involved in a pending match. The pop ups at the bottom of the screen will reflect the constituents involved.
- Select the transaction you wish to approve or the pending change
- Review the details provided by the Maker and the system in the pop up at the bottom of the screen.
- Verify the match against predefined criteria.
- Approve or reject the match.
The match will now appear in the manual match queue
(i)
(ii)
5. Viewing and Auditing
- Viewing Pending Matches
- Users can access a dedicated "Pending Changes" section to view and drill into the details of matches awaiting approval.
- Workflow Audit
- All actions related to the Maker Checker workflow are tracked in the workflow audit log, providing transparency and accountability.
- Global Audit Logs
- Additionally, all actions are recorded in the global audit logs for comprehensive tracking and reporting.
6. Actions when pending
- Users can label, comment and pin on transactions pending approval, providing context and additional information for the approver but they cannot perform other actions.
7. Self-Rejection
- If a user initiates a match and wishes to withdraw it, they have the ability to reject their own matches pending approval.
8. Troubleshooting
6.1 Common Issues
- Issue: Mismatched transaction.
- Solution: Communicate with the Maker for clarification or reject.
- Issue: Cannot match
- Solution: Check that you have the rights to approve or allocated to the group
9. Best Practices
- Communicate effectively between Maker and Checker.
- Clearly document the rationale behind match decisions.
- Regularly review and update predefined criteria.
10. FAQs
How can I check the status of a submitted match?
- Navigate to the pending change section to view the status and details of submitted matches.
- Or you will see that your transactions are now greyed out
When are Pending Changes cleaned up?
- We clean up decided pending changes after backend configured time (default is 30 days). The data is still available in the audit log,
11. Conclusion
By following this maker checker user guide, users can ensure a streamlined and accurate matching process through the Maker-Checker mechanism.