RBC Admin SOP 04 — Bank Transfer Payment Reconciliation
Version 1.0 | July 2026 | Restricted: Committee & Admin only
This procedure covers matching direct bank transfer payments received into the club’s Commonwealth Bank account to the correct pending order in WooCommerce, and updating that order so the member’s access reflects their payment. It applies to any membership payment — renewal or new member — paid by bank transfer instead of online by card. Card payments made through Square do not need this procedure; they update automatically.
Procedure scope
| Field |
Detail |
| Applies to |
Any Full Membership payment (renewal or new member) received by direct bank transfer into the club’s CommBank account. |
| Does not apply to |
Card payments via Square — these complete and update the order automatically with no admin action required. Cash payments follow SOP 03 Stage 3b (manual order creation). |
| Who performs this |
Treasurer (identifies and confirms transfers) and Secretary (locates and updates matching orders), or Website Admin where committee capacity requires it. |
| Cadence |
Daily during the first two weeks of the renewal window (1–14 July). Weekly thereafter until the 31 July due date. Ad hoc any time a member queries their payment status. |
| Source document |
CommBiz Transaction History report for the period being reconciled, exported from NetBank/CommBiz by the Treasurer. |
Stage 1 — Identify Incoming Bank Transfers
The Treasurer exports the CommBank transaction history for the period being reconciled and identifies all incoming member payments (Direct Credit, Fast Transfer, or NetBank Transfer entries — excludes any other club income such as bar takings or event fees).
Stage 1 — steps
| # |
Step |
Detail |
| 1 |
Export the transaction history |
CommBiz → Transaction History → set the report date range → export. Note: this report is for identification only, not for final audit — final reconciliation always uses the official bank statement (see Stage 4). |
| 2 |
List each payer, amount, and reference |
For each incoming credit, record the payer’s name as it appears on the transfer, the amount, and whatever reference text was included (member name, member number, order number, subscription number, or nothing at all). |
Stage 2 — Locate the Matching Order in WooCommerce
Stage 2 — steps
| # |
Step |
Detail |
| 1 |
Go to WooCommerce → Orders |
Filter the list to Pending payment. This is the working list for this procedure. |
| 2 |
Search by the payer’s name |
Use the Orders search box. If the order appears, open it and proceed to Stage 3. |
| 3 |
If the name search finds nothing |
Don’t assume the order doesn’t exist. Some renewal orders don’t carry a stored billing address, which can make name search unreliable. Instead, browse the filtered Pending payment list directly (sorted by date) and scan visually, or search by any reference number given instead (see step 4). |
| 4 |
If the reference is a number, check what kind it is before assuming it’s the order number |
Members sometimes quote their subscription number (an older, long-standing reference) rather than the current order number. If a direct order-ID search fails, open the member’s account or existing subscription and use the Related Orders panel to find the correct pending renewal order linked to it. |
| 5 |
Check the amount against the fee table |
$407.00 = Ordinary or Mid-Week. $305.25 = Mid-Week (alternate recurring total). $101.75 = Retired. If the amount transferred doesn’t match any current fee, stop and check with the Treasurer or Website Admin before proceeding — do not force a match. |
Stage 3 — Verify Before Acting
Stage 3 — verification checks
| Check |
Why it matters |
| Duplicate or shared names |
More than one member can share the same name. Never rely on name alone — confirm using the member number against the Register of Members before applying a payment. If unsure which member is which, check with the Secretary before proceeding. |
| Family or spouse payments |
A transfer is sometimes made by a spouse or family member on the member’s behalf. Match the payment to the named member on the order, not the name on the bank account. |
| Amount mismatch |
If the amount doesn’t line up with any current fee or the specific order total, do not proceed — log it as unresolved (see Stage 5) rather than guess. |
Stage 4 — Update the Order Status
Stage 4 — steps
| # |
Step |
Detail |
| 1 |
Set status to On hold as soon as a transfer is matched |
Open the order, change the Status dropdown to On hold, click Update. This immediately updates the member’s renewal page to show their payment is being processed, removes the online payment button, and prevents an accidental duplicate card payment. |
| 2 |
Set status to Completed once formally reconciled |
After the Treasurer’s end-of-month reconciliation confirms the transfer has genuinely cleared against the official bank statement (not just the live CommBiz feed, which is not suitable for audit purposes), return to the order and change status to Completed. This is what fully activates the member’s renewed access. |
Stage 5 — Unresolved Cases & Escalation
If an order can’t be found, the amount doesn’t match, or a name is ambiguous, do not force a match. Log the payer, amount, and reference as unresolved and raise it with the Website Admin or at the next committee catch-up rather than guess.
Current Reconciliation Batch — 1 July 2026
The following 17 bank transfers were received on 1 July 2026 and confirmed against the CommBank statement, but as at this SOP’s publication, none have progressed past Pending payment in WooCommerce. This table is the active worklist for this batch — tick each row off as it’s actioned per Stage 4.
1 July 2026 bank transfer batch — reconciliation worklist
| Payer |
Order # |
Amount |
Notes |
Actioned ✓ |
| Wayne Pulford |
#2002688 |
$407.00 |
|
|
| Dane Colless |
#2002529 |
$407.00 |
|
|
| Antonin Zahradnik |
#2002422 |
$101.75 |
Bank reference used his subscription number (2001182), not the order number — use Related Orders panel to confirm. |
|
| Bradley Hornbuckle |
#2002525 |
$407.00 |
|
|
| Daniel Sutton |
#2002870 |
$407.00 |
|
|
| Maxwell Higgins |
#2002773 |
$407.00 |
Transfer made by Alina Higgins on the member’s behalf — match to Maxwell, not Alina. |
|
| Jo Johnstone |
#2002798 |
$407.00 |
|
|
| Neil MacNair |
#2002879 |
$407.00 |
|
|
| Craig McLuckie |
#2002498 |
$407.00 |
|
|
| Jonathan Bohan |
#2002418 |
$305.25 |
|
|
| Ken Foster |
#2002476 |
$101.75 |
|
|
| Charlie / Mary Silvestro |
#2002463 |
$101.75 |
Transfer made by Charlie on Mary’s behalf — match to Mary, the named member. |
|
| Stewart Webb |
#2002810 |
$407.00 |
Transfer made by Sarah Webb on the member’s behalf — match to Stewart, not Sarah. |
|
| David Allen |
#2002543 or #2002788 |
$407.00 |
⚠ Two different members are both named David Allen, each with their own pending order. Confirm the correct member using the member number quoted in the bank reference before actioning either order. Do not guess. |
|
| Andrew Bradley |
#2002603 |
$407.00 |
|
|
| Robert Gersbach |
#2002550 |
$407.00 |
|
|
| Lindsay Scott |
#2002516 |
$407.00 |
|
|
Admin Final Checklist
Bank transfer reconciliation checklist
| Area |
Check |
✓ |
| Identification |
CommBiz transaction history exported for the period being reconciled |
|
| Each incoming credit logged with payer name, amount, and reference |
|
| Matching |
Correct order located in WooCommerce — not just by name, but confirmed against member number where names are shared or reference is ambiguous |
|
| Amount transferred matches the order total or a known fee tier |
|
| Family/spouse payer names matched to the correct named member, not the bank account holder |
|
| Status update |
Order set to On hold immediately on match (before final bank reconciliation) |
|
| Order set to Completed once confirmed against the official bank statement |
|
| Unresolved cases |
Any unmatched or ambiguous transfer logged and escalated — not guessed |
|
Download the print version: RBC-SOP-04-Bank-Transfer-Reconciliation.pdf