Payment Reconciliation Engine

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Updated September 28, 2026

• Match on references before tolerances Exact reference and payout-level passes should settle most records before any fuzzy matching runs, because a wrong automatic match hides two problems while an unmatched row stays visible.
• Decompose every net payout into separate postings Fees, refunds, chargebacks, FX and reserve movements each get their own ledger posting, since netting them into one difference account hides fee overcharges and leaves won disputes with no posting to reverse.
• Give every break type one detection rule, one owner and one resolution A typed break queue with business-day aging and escalation turns reconciliation from a search for differences into a list of resolutions, and breaks are closed by postings or recorded reasons, never deleted.
• Deduplicate at file, statement and entry level Banks and PSPs re-deliver files, so the engine keys statements on the account, the bank's own statement identification and, where present, the sequence number and keeps an append-only raw store it can replay deterministically.
• Prove statement continuity before matching entries The opening booked balance must equal the prior closing booked balance and, where the bank numbers its statements, the sequence must not skip, or the engine pauses bank-leg matching for that account instead of matching an incomplete set.

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In short: a payment reconciliation engine is the service that proves each money movement recorded in a platform's ledger also happened at the bank and, where a payment service provider (PSP) carried it, at the PSP, with amounts that agree once batching and deductions are accounted for, and inside the expected settlement window. It ingests PSP settlement reports and bank statements, normalizes them into one event model and matches them to ledger entries on deterministic references first and bounded tolerances second. Every difference that outlives its settlement window becomes a typed break with an owner, an age and a defined resolution, so the ledger is corrected by new entries rather than by edits.

Idempotency keys in payment APIs and the double-entry ledger's own design are treated here as solved problems the engine sits on top of.

What Does a Payment Reconciliation Engine Match?

Three records describe the same money, and none of them is authoritative on its own. The ledger records what the platform believes happened. A PSP report records what the processor captured, what it deducted and which payout carried the rest, while a bank statement shows what actually reached the account, often as one credit for an entire payout. A three-way reconciliation is complete when every ledger movement that should have produced cash links to a bank entry, through the PSP record and its payout where a PSP carried the payment, and when every bank entry is explained by something in the ledger.

The legs disagree for ordinary reasons. Captured payments reach the bank on the PSP's payout schedule, often one or more business days after capture. Most PSP payouts arrive net of fees, refunds and chargebacks, and a bank can book a whole batch as one entry. None of this is an error, and an engine that raises every difference as a break buries the real breaks under timing noise. Teams building FinTech software usually meet the problem when a payout credit first fails to match, which is when a PSP's reporting surface starts to matter as much as its payment API, the side covered in our payment gateway integration cost guide.

A Canonical Event Model for Ledger, PSP and Bank Records

Matching three formats against each other directly needs an adapter per pair and leaves breaks with no shared vocabulary. The engine should instead normalize every source row into one canonical event before matching, keeping the original row next to it. A workable event carries these fields.

• The source leg and report type, such as a PSP settlement report, an intraday bank report or an end-of-day statement, and the row's own identity inside that source, such as the bank's entry reference or the PSP's transaction id, which together form the ingestion key, with the file or API page recorded next to it as provenance.
• Integer minor-unit amounts with currency and direction.
• A booking date and a value date as separate fields, because a PSP report and a bank statement often organize the same money by different dates.
• A typed map of references, such as the end-to-end id, the PSP transaction reference, the payout or batch id and the bank's entry reference.
• A status as the source states it, for example pending or booked, a separate reversal flag where the source carries one, plus a hash of the raw row so a re-ingestion can prove it saw the same bytes.

The reference map is where the bank leg helps most. Per the Dutch Payments Association's camt.053 implementation guidelines, the end-to-end identification is "Unique identification, as assigned by the initiating party, to unambiguously identify the transaction. This identification is passed on, unchanged, throughout the entire end-to-end chain." The same guidelines state that "The end-to-end identification can be used for reconciliation or to link tasks relating to the transaction." The bank's own reference for the booked entry, AcctSvcrRef, is defined there as "Unique reference as assigned by the account servicing institution to unambiguously identify the entry."

Counterparty data is only as structured as the payment message that carried it, which is why the ISO 20022 structured address migration matters to reconciliation too: a structured counterparty address can be compared field by field, an unstructured one only as a fuzzy string.

How Does Matching Work? Deterministic References First, Then Tolerances

Matching runs as ordered passes, from certain to probable. Each pass only sees what earlier passes left unmatched, and every match records which pass and which rule version produced it.

1. Exact reference pass. Join on an identifier both sides carry: the PSP transaction reference between ledger and PSP report, the end-to-end id between ledger and bank for payments the platform initiated, the payout or batch id between PSP report and bank credit where the PSP places it in the credit's reference or remittance information.
2. Aggregate pass. Group PSP transactions by payout id, compute the expected net amount and match the group to one bank credit. This 1:N case is the usual shape of PSP settlement, and the check is arithmetic: the group, net of its fee, refund, chargeback, reserve and FX lines, sums to the credit.
3. Composite key pass. For rows without a shared reference, match on amount, currency, counterparty account and a date window. The tolerance is bounded and typed: zero on amount unless a named fee or FX rule explains the difference, and a window counted in business days.
4. Suggestion pass. Anything below the auto-match threshold goes to a review queue with its candidates shown and is never posted automatically.

References cannot be assumed complete. The Dutch camt.053 guidelines set the expectation for booked entries as a guideline rather than a guarantee: "At least one reference should be present to identify the underlying transaction(s)." Which reference is present varies by bank and payment type, so the composite pass exists for entries that arrive with only an amount and a counterparty.

A customer who settles three invoices with two transfers is an N:M case with no meaningful pairing, so the engine records a group whose two sides sum to the same amount. As design guidance, N:M search needs hard bounds: cap the group size and restrict candidates to a bounded date window and set of open amounts. A group that would exceed those limits goes to the review queue, because an unbounded search is slow and at volume finds combinations that add up by coincidence. Unmatching creates a new version of the match record rather than deleting it.

What Does the Engine Need From a PSP?

The platform controls the PSP leg least, because the report format belongs to the processor. Whether data arrives as a file or through an API, four properties decide how much of it matches deterministically and stays explainable.

• Payout-linked transaction lines. Every capture, refund, dispute and fee line carries its own stable identifier and the id of the payout that carried it. Without that link the engine rebuilds each payout group from amounts and date windows, an expensive place to lose determinism because one payout settles many lines.
• A payout record with net amount, currency and expected arrival date.
• Regeneration as a new version. A corrected report arrives as a new version of the same report, never as silent edits to rows that earlier matches used.
• Reserve movements as explicit lines. Funds withheld into a reserve, and later released, appear as their own lines, so a short payout is explained by a posting instead of a residual.

Fees, FX, Refunds and Chargebacks as Separate Postings

A PSP payout is usually a net number, so the engine decomposes it before comparing it with anything. Each component, whether refund, chargeback, dispute fee, processing fee, FX conversion or reserve movement, becomes its own ledger posting against its own account.

Netting these into one settlement difference account is a common shortcut, and an expensive one. Once fees are netted, a fee above the contracted rate is hard to detect, because the variance disappears into the same line as timing and FX. Once chargebacks are netted, a won dispute has no separate posting to reverse.

Worked example: one payout from captures to bank credit

The illustrative figures below are round hypothetical numbers, not the rates or terms of any PSP. One payout groups EUR 10,000.00 of captures, one of which was taken in USD and converted by the PSP.

Line in the payout	Amount (EUR)	Ledger posting
Gross captures	10,000.00	Clears settlement-in-transit
Refunds	-400.00	Refund liability
Chargeback	-150.00	Chargeback receivable
Dispute fee	-15.00	Fee expense
Processing fees	-180.00	Fee expense
FX difference on the USD capture	-25.00	FX loss
Reserve withheld	-500.00	Reserve receivable
Net payout, equal to the bank credit	8,730.00	Cash at bank

The aggregate pass matches the single EUR 8,730.00 bank credit to the whole group. Because every deduction has its own posting, a contracted processing fee of EUR 160.00 would surface the EUR 20.00 difference as a fee variance break, and the later release of the reserve clears the reserve receivable instead of arriving as unexplained cash.

Bank-side charges follow the same rule. Per the Dutch camt.053 guidelines: "If for a single transaction costs, fees and/or charges are part of the Transaction Amount (item 2.78), the cost, fees and/or charges are specified in the Amount Details (item 2.172) under the Transaction Details section." An engine that reads only the entry amount sees a short credit. One that reads the amount details posts the bank charge and matches the remainder exactly.

FX needs a stated rate source. The difference between the platform's booking rate and the rate the PSP report states becomes an FX gain or loss posting, and a break only beyond a tolerance the finance team has set and versioned. Refunds match to their original capture and chargebacks to their dispute record. A dispute the platform wins produces a new reversing posting rather than an edit.

Reconciliation Breaks: Types, Owners and Resolution Postings

A break is an unexplained difference that has outlived its expected window. The table also lists timing differences, which the engine tracks the same way until they match or age into a break. The taxonomy below is Pharos Production's own engineering framing, not a structure any payments standard prescribes. It works because each break type has one detection rule, one owning function and one defined resolution, usually a posting.

Break type	Typical cause	Detection rule	Owner	Resolution posting
Timing difference	Payout or bank credit due on a later business day	Ledger event with no counterpart, still inside its settlement window	The engine	None. The amount waits in settlement-in-transit
Missing settlement	PSP held the payout, moved funds to a reserve or paid a changed bank account	PSP payout past its expected arrival date with no bank credit	Payments operations	Reclassify from settlement-in-transit to reserve receivable or a claim against the PSP
Unidentified bank credit	Credit without a usable reference, or a transfer with no matching instruction	Bank entry unmatched after all automatic passes	Treasury	Unidentified receipts suspense, reclassified once the payer is identified
Amount mismatch	Undeclared fee, FX difference or partial settlement	References agree, amounts differ beyond the typed tolerance	Finance	Fee expense or FX gain or loss for the explained part. An unexplained remainder stays open
Fee variance	Fee charged differs from the contracted rate	PSP fee line or bank amount details differ from the fee computed from the pricing table	Finance	Actual fee to fee expense, overcharge to a receivable if claimed
Duplicate record	File delivered twice or statement flagged as a copy or duplicate	Ingestion key with an identical row hash or statement identity already stored, or a copy or duplicate indicator on a statement already held	Engineering	None. Ingestion discards and logs the duplicate
Reversal or return	Bank reversed a booked entry, or a transfer was returned	Reversal indicator with the opposite direction to an earlier booked entry, or an entry whose bank transaction code or return information marks it as a return of an earlier transfer	Payments operations	Reversing posting against the original match, reopening the balance it settled
Chargeback	Cardholder dispute debited in a PSP settlement	PSP dispute line with no ledger dispute event	Disputes team	Chargeback receivable or loss, dispute fee posted separately
Refund outside the platform	Refund issued directly at the PSP	PSP refund line with no ledger refund event	Support operations	Refund against the customer balance after approval
Statement continuity gap	Missing statement, skipped sequence number or incomplete statement	Opening booked balance differs from the prior closing booked balance, closing booked balance differs from opening plus booked entries or a populated sequence number skips	Treasury	None. Bank-leg matching for the account pauses until the gap is filled

Aging and escalation

Every break ages in business days from the date it was expected to match, not the date it was detected, and aging buckets drive escalation from the owning team to a named lead and then to finance leadership. A break closes only with a resolution posting or a recorded reason and is never deleted, because its history is the best input for fixing the root cause.

Where the platform holds client funds, how often safeguarded balances have to be reconciled is a separate question, covered in our e-money safeguarding reconciliation guide. The engine's contribution is to make any cadence cheap to run.

How do you know the engine works?

The team tracks four numbers, most of them per source. The auto-match rate shows how much volume the deterministic passes settle, and a sudden fall can be the first sign that a PSP or bank changed its output. Unmatched value by aging bucket shows exposure in money rather than row counts. The reopen rate, the share of automatic matches and resolutions later undone as wrong, shows whether matching and auto-resolution rules are too loose. Days to close measures the whole chain, from the last statement to a reconciled period. Each is read against the engine's own trend, not an external benchmark.

Idempotent Re-Ingestion of Files Delivered More Than Once

Banks and PSPs re-deliver files: a connection retries, an operator resends a day, a PSP regenerates a report. The engine has to reach the same state whether it sees a file once or five times, which means deduplication at three levels.

At the file level, a content hash of the raw bytes catches exact re-deliveries before parsing. At the statement level, the bank's own identity for a statement is stronger than a hash, because a re-sent statement can differ in header timestamps. The Dutch camt.053 guidelines define the statement identification as "Unique identification, as assigned by the account servicer, to unambiguously identify the account statement." and say of the electronic sequence number that "The sequential number is increased incrementally for each statement sent electronically." They also carry a flag for re-sent documents: "Indicates whether the document is a copy, a duplicate, or a duplicate of a copy."

Keying stored statements on the account, the statement identification and, where present, the electronic sequence number is a design conclusion rather than something the guidelines prescribe, but it follows from how they define those elements. At the entry level, the ingestion key from the canonical model leaves the file out, so the same entry cannot produce a second event even inside a different file of the same report type.

For a regenerated PSP report the engine diffs the versions and emits correction events, so matches built on superseded rows are re-evaluated. Raw files go to an append-only store the pipeline can replay to rebuild events and matches deterministically.

Statement Continuity: Does the Opening Balance Equal the Prior Closing Balance?

Before matching any entry, the engine should prove it holds the complete chain of statements for the account. The Dutch guidelines state the rule for the opening booked balance directly: "It always equals the closing book balance from the previous report." For the closing booked balance: "It is the sum of the opening booked balance at the beginning of the period and all entries booked to the account during the pre-agreed account reporting period." Interim balances are excluded as anchors, being "Balance calculated in the course of the account servicer's business day, at the time specified, and subject to further changes during the business day."

That gives three mechanical checks per account and statement. The opening booked balance equals the previous statement's closing booked balance. The closing booked balance equals the opening balance plus the booked entries, signed by their credit or debit indicator. Last, where the bank populates the electronic sequence number, it follows the previous one without a gap, allowing for a documented reset such as a new year. A failure raises the continuity break from the table and pauses bank-leg matching for that account.

The balance codes involved, OPBD, CLBD, PRCD and ITBD, are cited as the version 1.1 guidelines list them for camt.053.001.02, and the check does not depend on that code list. An engine that skips continuity can match every entry it received and still be wrong, because entries in a statement it never received raise no break of their own, and bank-originated entries such as charges have nothing on the ledger side to expose them.

The Bank Leg: Statements, Intraday Reports, MT940 and BAI2

An engine serving several banks needs a per-bank profile: formats and message versions sent, batch booking, populated references and transaction coding.

End-of-day statements

The Dutch Payments Association's camt.053 knowledge-base page describes the format plainly: "CAMT.053 is a message format within the ISO 20022 standard and is used for the digital exchange of daily bank statements between banks and their customers." It adds: "It is the modern successor to the MT940 message from SWIFT and offers more comprehensive and better structured data."

Its implementation guidelines, version 1.1, describe camt.053.001.02 and note that "It provides information for cash management and/or reconciliation. It contains information on booked entries only." Later versions exist: the European Payments Council's customer reporting recommendation EPC188-09 maps SEPA attributes to the .001.08 versions of camt.052, camt.053 and camt.054. The element names cited here come from version 1.1, so the parser should dispatch on the message namespace and confirm each element against the version a given bank sends.

Intraday reports and deduplication against the statement

The EPC recommendation names camt.052 the bank-to-customer account report and camt.054 the bank-to-customer debit and credit notification. Which of them a bank sends, and how often, depends on the service agreed with that bank. The Dutch guidelines make the same point about statements: "Depending on services and schedule agreed between banks and their customers, statements may be generated and exchanged accordingly, for example for intraday or prior day periods."

One money movement can therefore arrive in an intraday report, a notification and the end-of-day statement. Intraday records are provisional and the booked end-of-day entry is the record of account. Intraday data can drive early matching, but a record that reappears in the end-of-day statement is not a duplicate: it is linked to the booked entry, through the bank's entry reference where the bank keeps it stable or the composite key where it does not, and superseded by it, never counted alongside it.

Entry status supports the rule. Per the Dutch guidelines, "Booked means that the transfer of money has been completed between account servicer and account owner", while pending means "Booking on the account owner's account in the account servicer's ledger has not been completed." The same document cautions that booked status does not necessarily mean the money is final, which depends on the payment system and the agreed terms, so a booked entry is not treated as irrevocable settlement.

Batch-booked entries and transaction details

A bank often books a whole batch as one entry with the detail underneath. The Dutch guidelines define the batch element Btch as "Set of elements used to provide details on batched transactions." and the transaction details element TxDtls as "Set of elements used to provide information on the underlying transaction(s)." When TxDtls is present, the engine expands the entry into child events, matches each child and checks that the children sum to the parent.

The detail does not always sit in the statement. The EPC recommendation notes that "the information may be displayed differently when, for example, the customer asks for a globalised posting in the account statement message (camt.053) and a detailed entry report in the notification message (camt.054)." In that setup the engine joins the camt.054 detail to the camt.053 entry, a 1:N case on the bank side.

Rejected items inside a batch are reported in one of two ways, and the bank profile has to know which. From the Dutch guidelines: "Bruto means that the total amount of the batch is always reported. Rejects are reported as contra postings (as singles or aggregation)" and "Netto means that the total amount of the batch minus the rejects is reported. Rejects are reported separately in a reject reporting." Under net reporting the reject report becomes a third input to the 1:N match.

Reversals

Reversals are flagged, not inferred. The Dutch guidelines describe the reversal indicator as follows: "Indicates whether or not the entry is the result of a reversal. Usage: This element should only be present if the entry is the result of a reversal." The direction is inverted: "If the CreditDebitIndicator is CRDT and ReversalIndicator is Yes, the original operation was a debit entry." And "Status Booked is the only status that can be reversed." The engine matches a reversal to an earlier booked entry of the opposite direction, reverses the original match and posts the reversing entry. A reversal with no original is itself a break, often a sign of a statement the engine never ingested or of an original booked before the engine's history starts.

Bank transaction codes

Every entry carries a bank transaction code, defined in the Dutch guidelines as the "Set of elements used to fully identify the type of underlying transaction resulting in an entry." It is useful for routing entries to the right matching rule, but its use differs between banks.

The EPC recommendation lists among the barriers to PSP-to-customer implementation guidelines: "No European Standard on the use of Bank Transaction Codes." The bank profile maps each bank's codes to the engine's own event types, and an unmapped code raises a configuration alert rather than falling through to a default rule.

MT940 as a fallback format

Bank connections can still deliver MT940, and the engine reads it into the same canonical events. Swift's ISO 20022 FAQ for corporates states that SCORE users can continue to send and receive MT940 and MT942 within SCORE, and it gives no end date for that use. For statements between financial institutions, Swift's CBPR+ roadmap, which Swift states will be reviewed, plans mandatory receipt of camt statement messages ahead of an end of coexistence whose enforcement depends on community adoption. Swift also states it cannot convert MT statements into camt messages.

The Dutch guidelines map camt.053 elements to MT940 fields, for example the statement identification to field :20: and the electronic sequence number to field :28C:, which keeps the statement identity key portable across both formats. MT940 references are narrower, though, so MT940 entries lean on the composite pass and deserve a stricter review threshold.

BAI2 for US bank accounts

US bank accounts often report in BAI2. The Accredited Standards Committee X9 BTRS FAQ is direct about its status: "The existing cash management reporting BAI format is not currently a standard; it is a commonly used format." It also notes: "It has many optional fields and variations from bank to bank."

The standardized successor is ANSI X9.121-2016, the Balance and Transaction Reporting Standard, version 3, which its title page describes as an update to BAI2. The file nests numbered records from file and group headers down to transaction details, closed by trailers that carry control totals. A parser should verify every trailer before emitting any event and reject the whole file on a mismatch.

When to Build a Payment Reconciliation Engine

Spreadsheet reconciliation works at one PSP, one bank account and one currency. The case for a dedicated engine appears when a second PSP or bank adds a report format, payouts span several currencies, matching volume becomes the bottleneck for closing the books or the platform holds customer funds and may be asked to evidence its reconciliation.

Build versus buy turns on criteria rather than feature lists. One is the number of legs and formats: a few legs in formats a packaged tool already reads suit buying, while several PSPs and banks mixing camt, MT940 and BAI2 favor control over parsers and bank profiles. Another is whether resolution postings must land directly in the platform's own ledger and chart of accounts. Audit requirements count too, since rule versions, match history and replay from raw files may have to be demonstrated. So does team capacity, because an engine is a product with an owner, not a one-off integration.

A sensible first build is narrow: idempotent ingestion with an append-only raw store, the canonical event model, statement continuity checks, the reference and aggregate passes plus the break queue with owners and aging. That already covers batched PSP payouts and makes every remaining difference visible. Composite matching, N:M groups, FX decomposition and further bank formats come next, each behind the same event model so none changes what earlier matches mean. Matching passes are few, so they belong in versioned, tested code rather than a general rules engine, which keeps every match explainable by a rule version.

How Pharos Production Helps

A reconciliation engine is where ledger, PSP integrations and bank connections have to agree, so it is best built alongside them. Our FinTech software development team designs reconciliation engines around these principles, as part of the payment and ledger systems they reconcile. For platforms that hold customer funds, the same engine feeds the controls described in our e-money safeguarding reconciliation guide.

Sources: Dutch Payments Association (Betaalvereniging Nederland), XML message for Bank to Customer Statement (camt.053) Implementation Guidelines for the Netherlands, version 1.1 and CAMT.053 knowledge-base page; European Payments Council, EPC188-09 Recommendation on ISO 20022 Customer Reporting, version 5.0; Accredited Standards Committee X9, BTRS FAQs and ANSI X9.121-2016 BTRS Version 3 format guide; Swift, ISO 20022 FAQs for corporates and CBPR+ roadmap. Engineering guidance, not accounting or legal advice.

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Last updated: September 28, 2026

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• What is the difference between two-way and three-way payment reconciliation?

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  Two-way reconciliation compares two records, usually the ledger against the bank statement. Three-way reconciliation adds the PSP report in between, so each ledger movement is traced to the processor's transaction and payout records and then to the bank credit that carried the payout.

  The middle leg is what explains why a payout rarely equals the captures it settles: most PSPs deduct fees, refunds and chargebacks before the money reaches the bank. Some also withhold reserves.

• Should a reconciliation engine run in real time or in daily batches?

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  Both, with one authoritative run per period. Intraday data gives early matches that the booked statement and the settlement report later confirm or reopen.

  Beyond that daily cycle, a re-run for an affected period is triggered by events rather than the clock: a regenerated PSP report, a late or re-sent statement that closes a continuity gap, a reversal of an entry already matched or a new rule version. Because raw files sit in an append-only store, each re-run replays stored inputs deterministically and changes only what the new input or rule touches.

• How should matching tolerances be set?

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  Each tolerance should be a named, versioned rule scoped to a currency, a source and a break type, with a default of zero on amount. Date windows are counted in business days of the relevant settlement calendar.

  Tolerances are tuned from break history: a rule that keeps producing manual overrides is too tight, and one that produces wrong matches found later is too loose.

• Can a reconciliation engine resolve breaks automatically?

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  Only when the difference is fully explained by a rule, for example a fee line or an FX difference within a set tolerance, and the resulting posting follows a pre-approved template. Everything else goes to a person.

  Manual resolution postings should need a second approver, and every automatic one should record the rule version that produced it.

• What data does the engine need from a PSP?

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  Above all, a stable identifier on every transaction line and a payout reference tying each line to the payout that carried it. Those two fields decide how much of the PSP leg can be matched deterministically, whether the report arrives as a file or through an API.

• Does the engine need to read both camt and MT940 bank formats?

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  Often, yes. Swift gives no end date for MT940 exchanged between banks and corporates within SCORE, while banks that have moved to ISO 20022 cash reporting send camt messages.

  Onboarding a new bank then means adding a profile rather than changing the engine: record the format and message version, the batch booking mode, the references the bank populates and a mapping of its transaction codes. Then replay several weeks of that bank's historical statements through the parser and confirm that the continuity checks pass before live matching starts.

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