Department: Finance & Accounting Process Owner: Senior Accountant Last Updated: January 2026
1. Overview and Purpose
Objective: To define the procedures for syncing corporate card platform and AP platform transactions into the accounting software, and for classifying cash activity from the bank feed. This ensures completeness of financial data, proper account coding, and audit-ready classification of all revenue and expense activity.
2. Scope
This SOP applies to:
- Monthly syncing of corporate card transactions
- Syncing of approved AP vendor bills
- Classification of uncategorized deposits and payments from bank feeds
It is a core component of the monthly close process and supports reconciliations in related accounting procedures. Bank reconciliation procedures are covered in a separate month-end close SOP.
3. Step-by-Step Process
3.1 Review and Sync Corporate Card Transactions
- Log into corporate card platform
- Filter for all posted transactions not yet synced
- For each transaction:
- Confirm receipt is attached
- Verify account, class, location, and project coding
- Sync to accounting software only if complete
- Flag transactions with missing receipts or unclear coding
Reviewer / Back-up: AP Specialist / Accounting Coordinator
3.2 Sync Approved Bills from AP Platform
- Log into AP platform
- Confirm all invoices marked "Approved" and "Paid" for the current period
- Initiate sync via system integration settings
- Confirm successful sync in activity log
- Compare sync summary to AP platform "Payables Detail" report
Reviewer / Back-up: AP Specialist
3.3 Classify Debit(Revenue) Transactions from Bank Feed
- In accounting software, go to Banking → For Review
- Filter for uncategorized deposits
- For each transaction:
- Identify revenue source (donation, pledge payment, grant remittance, etc.)
- Code to correct revenue account
- Apply class and project / donor designation
- Attach source documentation
- Mark as "Reviewed" and accept to ledger
Reviewer / Back-up: Accounting Coordinator / Senior Accountant
3.4 Classify Credit(Expense) Transactions from Bank Feed
- Still in accounting software → "For Review," filter for uncategorized payments
- For each transaction:
- Identify vendor, purpose, and account
- Assign correct expense account, class, and location
- Confirm if already covered by corporate card or AP platform to prevent duplication
- Mark and accept to ledger only if validated
Reviewer / Back-up: Accounting Coordinator
3.5 Reconcile Synced and Classified Transactions
- At month-end:
- Reconcile all corporate card and AP platform transactions to general ledger
- Ensure no unreviewed bank feed transactions remain
- Match transaction counts and totals to external platform reports
- Flag any discrepancies and resolve before books are locked
Reviewer / Back-up: Senior Accountant / Controller
4. Key Roles and Responsibilities
| Role | Responsibilities |
|---|---|
| AP Specialist | Corporate card sync, AP platform sync, and receipt compliance |
| Accounting Coordinator | Classification of cash transactions and reconciliation support |
| Senior Accountant | Final review of classifications and period-end reconciliation |
| Controller | Oversight of sync integrity and classification accuracy |
5. Key Files and Systems
- Corporate Card Platform – Card transaction and receipt system
- AP Platform – Vendor invoice processing and approvals
- Accounting Software – General ledger and bank feed classification
- Bank Statements – Verification of cash movement and transaction timing
- Card Expense Summary Report – Cross-check to ledger totals
- Payables Detail Report (AP Platform) – Matches synced AP activity
- Bank Feed Transaction Log (optional) – Used for tracking manual classifications
- Account & Class Reference Guide (optional) – Documents coding guidelines for common transaction types
6. Exceptions and Special Cases
- Missing Receipts (Corporate Card): Transactions not synced until receipt is received or exception approved
- Manual Journal Entries: May be required for timing corrections or sync delays
- Capital Campaign Expenses: Must be tagged to project and classed separately
- Restricted Fund Expenses: Require fund / project designation in appropriate field for traceability
- Unusual One-Time Charges: Escalate to Senior Accountant or Controller before classification
7. Risks and Controls Summary
| Step | Risk | Control |
|---|---|---|
| 3.1 Review and Sync Corporate Card Transactions | Unverified card syncs may introduce misclassified expenses or compliance issues | Transactions are synced only after full review of coding and receipt documentation |
| 3.2 Sync Approved Bills from AP Platform | Missing syncs or timing lags may leave expenses off the books or duplicated | Post-sync reconciliation is performed monthly using system logs and expense reports |
| 3.3 Classify Debit(Revenue) Transactions from Bank Feed | Unclassified or misclassified deposits may distort revenue recognition | Each revenue item is tied to supporting docs and matched to receivables where applicable |
| 3.4 Classify Credit(Expense) Transactions from Bank Feed | Misclassified or unreviewed bank transactions may misstate program or administrative expenses | Every outgoing payment is manually classified with full context and backup cross-check |
| 3.5 Reconcile Synced and Classified Transactions | Misaligned records across systems may result in audit flags or financial misstatements | All synced and classified transactions are reconciled monthly as part of close process |
