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How should I reconcile data between two systems step by step?
Pick one period and one measure, extract both datasets at the lowest common level, such as transactions, and match them on a shared key. Then categorise every unmatched or differing item by cause, fix what you can, and document the rest as known differences.
A repeatable process:
- Agree definitions and scope: dates, currency, tax, status filters.
- Compare totals first, then drill down by day, then by transaction.
- Match on IDs where possible; use amount plus date as a fallback.
- Classify differences: timing, missing records, duplicates, rounding, fees.
- Fix upstream causes, not just the report.
- Automate the comparison so it runs each refresh and flags new differences.
A small tolerance for rounding is reasonable, but anything above it should be explained.
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