BCMS

Ensure Finance Movements Reconciliations and Exceptions Are Controlled

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Objective

Ensure payments, receipts, reimbursements, settlements and balance movements are legitimate, independently authorized, reconciled and prevented from bypassing restrictions.

Control Activity

Finance requires source evidence, trusted counterparty details, authority and dual control before release. It checks applicable legal, AML, sanctions, safeguarding, fraud and dispute restrictions, stops unresolved movements, reconciles execution to bank and ledger records and records exceptions or overrides. Access, limits and exception trends are reviewed periodically.

Evidence

  • Expected evidence: Movement request and source document
  • Expected evidence: Counterparty and changed-bank-detail verification
  • Expected evidence: Preparation, approval and release audit trail
  • Expected evidence: Restriction or Compliance clearance
  • Expected evidence: Bank, payment, client and ledger reconciliation
  • Expected evidence: Exception, override and aged-item register
  • Expected evidence: Signatory, access and limit review
  • Evidence location: source evidence in SYS-FIN-001 Odoo Accounting ERP, SYS-ECM-002 Compliance Reporting and Evidence Repository; target Hermes assessment record in Odoo under ISS-HERMES-001.
  • Retention: according to the applicable approved policy and Bitkaya record-retention requirements.
  • Testing method: sample movements and exceptions for purpose, counterparty, authority, restriction check, dual control, execution, reconciliation and escalation
  • Testing frequency: per movement and reconciliation cycle; quarterly access and trend review

Assurance

Runtime effectiveness results are maintained in Odoo and assessed through the Hermes workflow tracked in ISS-HERMES-001. This note defines design, ownership, evidence expectations and testing method; it does not contain a manually maintained operation, evidence or overall effectiveness rating.

  • Design status: implemented

History

  • 2026-07-26: Normalized evidence metadata and separated design status from runtime effectiveness.
  • 2026-07-26: Created from the approved FIN Manual.

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