Inter-branch transfer and reconciliation ledger

What the inter-branch transfer and reconciliation ledger does

When branches send money or stock to each other, the books often disagree. Record each transfer with the date, the sending and receiving branch, the reference and the amount, and mark it confirmed when the receiving branch agrees. The ledger totals what each branch has sent, lists what is unconfirmed and gives you a clean position for month end.

Who it is for

Businesses with several shops, depots or branches, and finance teams who reconcile inter-branch balances.

How to use the workbook

1. List your branches in the dropdowns if they differ from the examples.
2. Record each transfer when it leaves the sending branch.
3. Have the receiving branch confirm it.
4. Clear the unconfirmed items before the month closes.
5. Save a copy under a new name for each month or year, so earlier records stay as they were.

What is inside

• Date, from, to, reference and amount
• Branch lists in the columns
• Confirmed or unconfirmed status
• Total unconfirmed at the top
• Summary by sending branch with a chart

The workbook has these sheets: Instructions, Transfers, By branch. The main table has the columns Date; From; To; Reference; Amount; Confirmed by receiver?; Status. Yellow cells are for you to fill in and grey cells calculate by themselves, so leave the grey cells alone. The example rows show how it works; type over them with your own entries.

Tips for getting it right

• Send a transfer note with every movement of goods or cash.
• Reconcile at least monthly.
• Investigate unconfirmed transfers older than a week.
• Keep the transfer notes with the ledger.

Why keep this record

Accounting records let you answer three questions at any time: what came in, what went out and who owes whom. Kept consistently they also make tax returns, loan applications and the sale of a business much easier, because the evidence is already organised. Entering transactions the day they happen is far cheaper than reconstructing them at year end.

Questions people ask

Do I need to know Excel formulas? No. Type into the yellow cells and the rest is worked out for you. The formulas are visible if you want to see how a figure is reached.

Can I add rows or change the layout? You can add your own columns to the right and your own notes. If you insert rows inside a table, copy the grey formula cells down so the new rows calculate too.

Will it work on my phone or in Google Sheets? Yes for viewing and typing, but dropdown lists and the charts look best in desktop Excel or LibreOffice.

Keeping it safe and up to date

Good accounting records are a legal duty as well as a management tool: keep the supporting receipts and invoices with the workbook, and keep each year's copy for at least five years. Work on a copy, never on your only file, and back it up.

Read how to keep business records for KRA for the wider picture. See more accounting templates or ask us for a custom one.

The workbook works in Microsoft Excel, LibreOffice and Google Sheets. It is a tool to help you work out and record figures, not tax, legal or accounting advice, and it is not affiliated with the Kenya Revenue Authority. If something does not work as described, contact us and we will put it right.

Related guides, calculators and templates

• Guide: How to keep business records for KRA: what to save and for how long
• Guide: Bank reconciliation step by step: match your books to your bank
• Guide: Fixed assets and capital allowances explained for small businesses
• Another template: 13-week cash flow forecast
• Another template: Accounting policies and procedures manual template
• Another template: Accounts payable ageing schedule

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