Actuals Module Best Practices
Expert recommendations for financial reconciliation optimisation in Mastt
Following these practices ensures accurate financial tracking and streamlined reconciliation processes for your construction projects.
Essential practices
Import actuals monthly for manageable reconciliation
Regular monthly imports keep your data current and reconciliation workload manageable. Large quarterly imports create bottlenecks and increase error likelihood.
Example: Set a recurring monthly task to export SAP data on the 5th of each month and complete reconciliation by the 10th.
Verify suggested matches before accepting
The system provides accurate suggestions, but human verification ensures quality and catches edge cases the algorithm might miss.
Tip: Focus verification on high-value items and unusual PO number patterns first.
Document reasons for unmatched items
Clear documentation facilitates investigation and helps identify systemic issues affecting matching accuracy.
Example: "PO-2024-1847 - verify with procurement team, potential typo in ERP system" rather than generic "needs investigation."
Maintain consistent data formatting across systems
Keep PO numbers and WBS codes consistent between your ERP and Mastt systems for optimal automatic matching performance.
Process by month and use smaller batches
Break large imports into monthly batches for easier handling and faster processing. This approach also makes troubleshooting more manageable.
Common mistakes to avoid
| Mistake | Why it matters |
|---|---|
| Don't accept all suggested matches automatically | Whilst the system is highly accurate, automatic acceptance can miss nuanced discrepancies that require human judgement. |
| Avoid inconsistent PO number formats | Mixed formats (PO-2024-001 vs PO2024001) prevent automatic matching. Standardise formats across all systems. |
| Don't ignore the Needs Attention view | Quarantined duplicates and conflicts require regular attention. Ignoring them creates data quality issues over time. |
Pro tips
- Use bulk reconciliation for related purchase orders to save significant processing time.
- Export financial data with maximum detail fields to improve matching accuracy.
- Set up monthly reconciliation calendars to maintain consistent processing schedules.
Measuring success
Look for increasing automatic match rates and decreasing items in the investigation bucket to confirm you're optimising the process effectively.
Need help?
Contact Mastt Support for additional assistance.