Data Reconciliation - Clearpoint Systems Docs

Data reconciliation is a critical capability of Clearpoint Systems Technology, ensuring data consistency across integrated systems. Every data synchronization is tracked, validated, and automatically reconciled when conflicts are detected.

How Reconciliation Works

When Clearpoint processes data between systems:

1. Data Comparison — Compare data records between source and destination systems
2. Conflict Detection — Identify differences and inconsistencies
3. Resolution Strategy — Apply configured conflict resolution rules
4. Data Correction — Update systems with resolved data
5. Audit Logging — Record all reconciliation activities for compliance

Source System → Reconciliation Engine → Destination System
      ↓              ↓                    ↓
  Data Record   Conflict Detection   Updated Record

Reconciliation Types

Master Data Reconciliation

Ensure consistency of master data across systems:

reconciliation_type: "master_data"
name: "Customer Master Data Reconciliation"
source_systems: ["sap", "salesforce"]
master_source: "sap"  # System of record
conflict_resolution: "master_wins"
reconciliation_frequency: "real_time"
notification_on_conflict: true

Transactional Data Reconciliation

Reconcile transactional data for financial accuracy:

reconciliation_type: "transactional"
name: "Financial Transaction Reconciliation"
source_systems: ["erp", "bank", "accounting"]
reconciliation_rules: ["amount_match", "date_match", "reference_match"]
conflict_resolution: "manual_review"
reconciliation_frequency: "daily"
approval_required: true

Inventory Reconciliation

Maintain inventory accuracy across systems:

reconciliation_type: "inventory"
name: "Inventory Level Reconciliation"
source_systems: ["erp", "ecommerce", "warehouse"]
reconciliation_rules: ["quantity_match", "sku_match", "location_match"]
conflict_resolution: "weighted_average"
reconciliation_frequency: "hourly"
tolerance_threshold: "5%"

Reconciliation Configuration

Conflict Detection Rules

Define how conflicts are detected:

conflict_detection:
  field_comparison:
    - field: "customer_name"
      comparison: "exact_match"
      case_sensitive: false
      ignore_whitespace: true
      
    - field: "order_amount"
      comparison: "numeric_tolerance"
      tolerance: "0.01"  # 1 cent tolerance
      
    - field: "order_date"
      comparison: "date_range"
      tolerance: "1h"
      
  record_comparison:
    - rule: "primary_key_match"
      fields: ["customer_id", "order_id"]
      
    - rule: "fuzzy_match"
      fields: ["email", "phone"]
      similarity_threshold: 0.85

Resolution Strategies

Configure how conflicts are resolved:

resolution_strategies:
  master_wins:
    description: "Master system data takes precedence"
    master_source: "sap"
    apply_to: ["salesforce", "netsuite"]
    
  last_update_wins:
    description: "Most recently updated record wins"
    timestamp_field: "last_modified"
    
  weighted_average:
    description: "Use weighted average for numeric fields"
    weights: {"erp": 0.6, "ecommerce": 0.4}
    
  manual_review:
    description: "Require manual review for conflicts"
    approval_workflow: "data_conflict_approval"
    notification_required: true
    
  custom_logic:
    description: "Apply custom business rules"
    rules:
      - condition: "amount > 10000"
        resolution: "manual_review"
      - condition: "data_age < 24h"
        resolution: "newer_wins"

Reconciliation Scheduling

Configure when reconciliation runs:

scheduling:
  real_time:
    trigger: "data_change"
    debounce: "30s"
    batch_size: 100
    
  scheduled:
    frequency: "0 2 * * *"  # 2 AM daily
    batch_processing: true
    full_reconciliation: true
    
  event_driven:
    trigger: "webhook"
    endpoint: "/webhooks/data-updated"
    authentication: "hmac_sha256"
    
  manual:
    trigger: "on_demand"
    requires_approval: false
    scope: "selected_records"

Reconciliation Monitoring

Reconciliation Status Tracking

Monitor reconciliation activities:

reconciliation_status:
  active_reconciliations:
    count: 5
    records_processed: 1,247
    conflicts_detected: 23
    conflicts_resolved: 18
    
  pending_review:
    count: 5
    oldest_conflict: "2024-01-14T15:30:00Z"
    priority: "high"
    
  completed_reconciliations:
    count: 847
    last_completion: "2024-01-15T10:30:00Z"
    duration: "45m"

Conflict Analysis

Track conflict patterns and trends:

conflict_analysis:
  conflict_types:
    field_mismatch: 45%
    missing_records: 30%
    duplicate_records: 15%
    format_differences: 10%
    
  conflict_sources:
    sap_salesforce: 40%
    erp_accounting: 35%
    ecommerce_warehouse: 25%
    
  resolution_methods:
    automatic: 70%
    manual_review: 25%
    escalation: 5%

Advanced Reconciliation Features

Multi-System Reconciliation

Reconcile data across multiple systems simultaneously:

multi_system_reconciliation:
  name: "Customer Data Golden Record"
  systems: ["sap", "salesforce", "marketing", "billing"]
  golden_record_strategy: "weighted_scoring"
  scoring_weights:
    sap: 0.4
    salesforce: 0.3
    marketing: 0.2
    billing: 0.1
  field_priorities:
    contact_info: "salesforce"
    financial_data: "sap"
    marketing_preferences: "marketing"

Historical Reconciliation

Reconcile historical data for audit purposes:

historical_reconciliation:
  name: "Historical Data Audit"
  date_range: "2023-01-01:2023-12-31"
  systems: ["erp", "accounting"]
  reconciliation_type: "full_audit"
  generate_reports: true
  archive_results: true
  retention_period: "7_years"

Predictive Reconciliation

Use ML to predict and prevent conflicts:

predictive_reconciliation:
  enabled: true
  model_type: "random_forest"
  training_data: "last_12_months"
  prediction_accuracy: "92%"
  auto_prevention: true
  confidence_threshold: 0.85

Reconciliation Reports

Standard Reconciliation Reports

Generate comprehensive reconciliation reports:

reconciliation_reports:
  daily_summary:
    name: "Daily Reconciliation Summary"
    schedule: "0 6 * * *"
    format: "pdf"
    sections:
      - "reconciliation_overview"
      - "conflict_summary"
      - "resolution_statistics"
      - "outstanding_items"
      - "trend_analysis"
    recipients: ["ops@company.com", "finance@company.com"]
    
  weekly_detailed:
    name: "Weekly Detailed Reconciliation"
    schedule: "0 8 * * 1"
    format: "excel"
    include_raw_data: true
    sections:
      - "detailed_conflict_analysis"
      - "system_performance_metrics"
      - "data_quality_assessment"
      - "recommendations"
    recipients: ["data_steward@company.com"]

Custom Reconciliation Reports

Create custom reconciliation reports:

custom_reports:
  compliance_audit:
    name: "Compliance Reconciliation Audit"
    schedule: "monthly"
    format: "pdf"
    compliance_framework: "sox"
    sections:
      - "reconciliation_controls"
      - "exception_handling"
      - "audit_trail_analysis"
      - "management_review"
    signature_required: true

Error Handling and Recovery

Error Classification

Classify and categorize reconciliation errors:

error_classification:
  data_errors:
    - "invalid_format"
    - "missing_required_fields"
    - "data_type_mismatch"
    
  system_errors:
    - "connection_timeout"
    - "api_rate_limit"
    - "authentication_failure"
    
  business_errors:
    - "duplicate_records"
    - "reference_not_found"
    - "business_rule_violation"

Recovery Procedures

Define recovery procedures for different error types:

recovery_procedures:
  automatic_retry:
    max_attempts: 3
    backoff_strategy: "exponential"
    delay: "30s"
    
  manual_intervention:
    escalation_level: "tier_2"
    notification: ["email", "slack"]
    sla: "4h"
    
  data_quarantine:
    quarantine_location: "quarantine_bucket"
    retention: "30_days"
    review_required: true

Best Practices

1. Define clear rules — Establish unambiguous reconciliation rules
2. Monitor continuously — Track reconciliation performance and error rates
3. Document procedures — Maintain clear documentation of reconciliation processes
4. Test regularly — Validate reconciliation rules with test data
5. Plan for scale — Design reconciliation to handle growing data volumes
6. Review conflicts — Regularly review conflict patterns and adjust rules

Troubleshooting

Reconciliation Not Running

Check reconciliation status and configuration:

GET /api/v1/reconciliation/status

High Conflict Rate

Analyze conflict patterns and rules:

GET /api/v1/reconciliation/conflicts?last=7d&analysis=true

Performance Issues

Monitor reconciliation performance:

GET /api/v1/reconciliation/performance?last=1h

Data Quality Issues

Validate data quality metrics:

GET /api/v1/reconciliation/data-quality?system=sap&last=24h