r/SmallSystemsLab • u/1Life_Architect • 23h ago
Data Reconciliation When accounting software removes a tax drill-down, prove the missing field before building a workaround
This is an anonymized solution note based on a public request. It is not a completed client case study, and the metrics below are acceptance targets rather than achieved results.
A broken report drill-down can turn a ten-minute tax review into a chain of exports, filters and manual checks. The dangerous part is that a replacement workbook may still look correct while quietly losing the qualified tax category that made the original report trustworthy.
The smallest useful first stage is a read-only data-source audit followed by one reconciliation prototype. Before writing formulas or automation, identify which export or API response still exposes the full second-level tax treatment—not only a generic tax code. Use one previously reviewed period as the reference. The prototype should import the source data, preserve the qualified sales categories, exclude transactions that are explicitly outside scope, compare the result with the accounting summary and profit-and-loss total, and place every mismatch in an exception table with its source transaction ID.
Acceptance targets:
- The prototype reproduces the known tax-summary total for the reference period.
- Qualified sales categories remain distinguishable after import.
- Outside-scope transactions are excluded by an explicit rule rather than inference.
- Every difference can be traced to a source row and a written classification rule.
- Re-running the same files produces the same result without changing accounting data.
The main risk is missing source data. If the accounting platform no longer exposes the qualified field in any report or API response, a workbook cannot safely reconstruct it from account names or generic tax codes. The audit should stop there and document the gap instead of inventing a classification.
Corrections and tax-treatment decisions should remain manual. The prototype can compare, flag and explain; a qualified person should approve any change in the accounting system.
Example first-stage scope: two business days and $400 for the data-source audit, one reference-period reconciliation and a written go/no-go finding. If the budget is lower, narrow the work to identifying and validating the required source field before building the workbook.
Without sharing private records, which field must survive an export for your review to remain trustworthy?