Actuals Module Best Practices

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

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.