FOR RCM CASH-POSTING LEADS, PFS MANAGERS AND FINANCE REVIEWERS
A deposit can match the remittance while the payment remains partly unposted. A posting total can match receipts while the bank settlement is missing. Reconciliation needs separate controls for these questions, plus a named owner for each exception.
This guide illustrates the original RCM Cash Reconciliation PRO Excel workflow using synthetic data. The complete system is now available for $79.
Inspect the workbook and purchase options — $79
Watch the 60-second reconciliation workflow
See the actual synthetic demo workbook, from setup through exception investigation and close review. Large on-screen captions explain each step. Press play, pause to inspect a sheet, or open full screen.
Demo chapters: follow the workbook tabs
- 0:04 — Settings: set the reporting cutoff, period and currency.
- 0:10 — Groups: assign stable group IDs supported by payment evidence, entity and currency.
- 0:16 — Imports: compare loaded rows and signed cash totals with independently obtained source controls.
- 0:24 — Source registers: paste values into blue input areas; keep record IDs unique and formula cells intact.
- 0:30 — Recon: inspect group R-002: $10,000 received and $9,200 posted leaves an $800 posting gap, even though bank and ledger amounts both equal $10,000.
- 0:40 — Cases: assign an owner, due date and next action. Work status does not clear a financial difference.
- 0:48 — Close: resolve outstanding controls and complete the required reviews before releasing the close.
After download: open the included synthetic demo workbook alongside the operating guide, follow these seven steps, then prepare the blank workbook for your approved process. All demonstration records are fictional. The video is a guided preview; this Excel product does not connect to bank or EHR systems.
1. Define a supported reconciliation group
Use a stable reference for one evidenced payment or settlement batch. Every group belongs to one entity and one currency. Retain source trace and document references in your approved systems. Split receipts or combined deposits need evidence-supported group assignments; matching amounts alone do not establish a match.
Choose the reporting cutoff, period start and currency before reviewing results. Carry unresolved prior-period groups forward with their original identifiers. A new month does not resolve an old difference.
2. Prove that the imports are complete
For each source extract, record a row count and signed cash total obtained independently from the original source. Compare those controls with the rows and amounts loaded. Include zero-row extracts where applicable. Correct duplicate IDs, orphan references, missing group assignments and entity or currency mismatches before interpreting a variance.
3. Review three independent financial bridges
| Bridge | Calculation | Question |
|---|---|---|
| Posting | Receipt cash − posting cash | Was the receipt fully reflected in cash posting? |
| Settlement | Receipt cash + approved signed settlement adjustments − bank cash | Does the deposit agree with evidenced net settlement? |
| Ledger | Bank cash − finance-ledger cash, where required | Does finance reflect the settled payment activity? |
Use signed refunds and reversals consistently. Provider-level adjustments belong in receipt cash once. Processor fees, reserves and chargebacks need documented treatment; do not add a balancing adjustment simply to remove a difference. Apply your approved tolerance and review rules.
A synthetic example: one bridge fails
A group has $5,000 receipt cash, $4,200 posted cash, a documented −$100 settlement fee, a $4,900 bank deposit and $4,900 ledger cash. Its posting difference is $800; its settlement and ledger differences are both $0. The matched deposit does not clear the posting exception. These amounts illustrate the method; they are not customer results.
4. Keep financial status separate from case status
Record an owner, due date, reason, next action, review date and evidence reference for each open group. “Awaiting payer” or “explained” describes work progress. It does not change the financial result. Correct the underlying source or complete the authorized posting action, then recheck the bridges.
Review banking-day age and overdue actions together. The workbook's timing targets are editable operational assumptions; set them to your approved local process and banking calendar.
5. Release the close only after the controls clear
Check source coverage, import integrity, financial bridges, current group reviews and preparer/reviewer evidence. Preserve a dated workbook and supporting source controls in an approved repository. Workbook sign-off documents a review; it is not an immutable audit log.
Preview the separate Cash Integrity operating manual
This preview belongs to the $49 manual, sold separately from the Excel workbook above. Silent video with on-screen instructions and fictional data. Press play, pause or use full screen.
- 0:10: trace three independent cash bridges.
- 0:20: identify an $800 posting gap despite a matched deposit.
- 0:30: confirm source completeness, payment identity and authorized allocation.
- 0:40: verify the committed correction using refreshed evidence.
- 0:50: document the reviewer’s release or hold decision.
After download, open START_HERE, read the Quick Start, then use Case 01 with SOP 05 and the offline casebook.
When a zero variance still needs a hold
A zero result is only meaningful after the source population is proved complete. A missing extract, wrong entity, mixed currency or unsupported adjustment can make the numbers appear to agree. Confirm independent source counts and signed totals before accepting any bridge.
Use a documented release decision
- Confirm the population: establish entity, currency, period, source coverage and independent controls.
- Investigate each open difference: record evidence, owner, original exception date and the next authorized action. Separate timing from error.
- Refresh after correction: obtain the committed posting or ledger evidence and rerun the affected bridges. An action marked complete does not prove the correction occurred.
- Record release or hold: the authorized reviewer records the decision, remaining exceptions, evidence references and follow-up dates under local policy.
For the operating procedures behind these decisions, inspect Cash Integrity & Month-End Close — $49. The separate digital manual includes 20 SOPs, 12 worked fictional cases, eight blank editable registers, an offline casebook and a 60-second how-to preview. It teaches investigation and review; it does not include the reconciliation workbook or enforce approvals.
Compare all ebooks and playbooks before choosing your next resource.
Choose the right level of control
| Your immediate need | Use this path |
|---|---|
| A printable daily receipt/remittance closeout | Read the daily cash-posting guide |
| Independent receipt, posting, bank and ledger bridges with controlled month-end review | RCM Cash Reconciliation PRO — $79: the workflow illustrated in this guide |
| Organization-level cash, A/R and denial trends | Compare the management systems |
The reconciliation product is a separate purchase and is not included in the existing RCM Executive Revenue Suite. Avoid buying multiple tools until their inputs, owners and decisions are clear.
Inspect all six product images and the included files before purchase.
Check the software and scope
The system is a macro-free .xlsx designed for desktop Microsoft Excel. Native Microsoft Excel and Google Sheets have not been directly tested. The download includes blank and synthetic-demo workbooks, eight CSV templates, an operating guide and a one-organization internal-use license. It supports 200 groups, 200 cases, 100 import batches and 1,000 rows per source register.
Source loading and group assignments require human verification. It does not include bank feeds, raw 835 parsing, EHR posting or API integration. It reconciles payment activity rather than full bank-account balances, revenue recognition or claim-level underpayments. Use only approved de-identified information and secured evidence references.