Finance Exports: Verify Every Expected Record

Export Verification Checklist

Accept a file against a requested report definition, not a notification that delivery finished.

Report delivery is not report acceptance

MarketSharp sales, production, cost and payment reports can describe different groups of records. An exact link between the known records says nothing about records missing from the supplied reports. Compare report title and filters before combining them. LMN exports may retain nested totals and labor-rate assumptions that should not be flattened into duplicate economic rows. Ramp grids can virtualize rows, so a count of visible cells does not tell you how many records are in the full report.

Keep the original files and a list of what was received. Document the requested report, legal entity, date range, status filters, original filename, saved record IDs, control totals, capture time and the version of the tool that collected the file. Record the browser version only when that report was actually collected through a browser. If a scheduled export is incomplete, preserve that failed receipt and investigate its source. Do not manufacture successful coverage by reusing an old file.

Repeated dates need a row definition

A daily report may contain several legitimate rows for one date, such as different channels or stores. Define its key before calculating a weekly total. If two rows share the complete expected key but disagree, retain both source rows and stop the affected aggregation until the conflict is explained. Selecting an arbitrary row or adding both can create an unsupported result.

This applies beyond field-service exports. Triple Whale's Sheets documentation addresses delayed syncs and duplicate rows, and warns that editing the source tabs can disrupt later syncs. Keep the original receipt and report metadata before investigating. Delivery success does not prove uniqueness, completeness or a reconciled business answer.

Two totals can agree while both omit the same records

If a schedule and its control total are derived from the same partial export, agreement only checks that export's arithmetic. Compare against an independent list of expected records: a native invoice roster, a stated report count with independently retained identities, or the appropriate ledger control account. Document which one is independent and which merely repeats the supplied file.

For a nested labor export, separate employee detail, crew subtotal and company total before aggregating. Adding all three levels can multiply the same cost. For a production-to-payment bridge, first define whether a row represents a sale, job, invoice or payment. A fully joined subset does not establish that every eligible sale or completed job reached the export.

The scheduled output should show how many records were expected, received, matched and backed by cost details separately. Missing cost details belong on the exception list even if every invoice joined. That is the difference between automating delivery and building a report an owner can use to set prices.

{
  "fictional": true,
  "unit": "USD cents",
  "id": "complete-export",
  "rawRows": 4,
  "distinctRows": 3,
  "coveragePct": 60,
  "missing": [
    "D",
    "E"
  ],
  "costMissing": [
    "B"
  ],
  "completeProfitCents": null,
  "limitation": "This is teaching arithmetic from supplied invented inputs, not source authenticity, financial assurance or authority to post."
}

Retain the actual delivered attachment

Open the related financial check when the next question concerns that workflow. The Financial Systems Field Guide holds the named-system collection notes, pitfalls and bounded prompts.

Sources and method

Field Guide. This guide shows how to check whether the numbers are ready to use. The examples use made-up numbers, clearly labeled and available to download. They do not include private customer documents or measured customer results. Before using the method, check that your account has the required access and that your reports count the same things.