SOP — Bookkeeping & Reconciliation

Goal: a ledger that always matches the bank.

Record (as it happens)

1. Money in (a paid order) → #transaction (direction: in, category: sales-revenue, ref to the order). Set reconciled: false.
2. Money out (supplier, software, ads, shipping) → #transaction (direction: out) and a #expense note if it’s an operating cost. COGS books when stock ships.
3. Always set account (which bank/card) and method.

Reconcile (weekly)

4. Pull the bank/payment-gateway statement.
5. Match each line to a #transaction. When matched, set reconciled: true.
6. Unmatched bank line → create the missing transaction. Unmatched vault line → investigate; never delete to “fix” a mismatch.
7. Confirm the running cash balance equals the bank balance.

Red flags → escalate

Any movement > RM1,000, a duplicate charge, a gateway fee that looks off, or a transaction that can’t be matched after one cycle.

Definition of done

Every transaction for the period reconciled: true; vault cash == bank cash.