Explain the trip balance before completing the movement and releasing its vehicle.
Finance Officer opens the trip's draft charges and checks the service date, description and amount. Submit final charges through the agreed handling and post authorized entries. Void incorrect drafts so they remain distinguishable from charges used in the close comparison.
Finance Officer checks the received date and document reference before confirming an amount. Keep Pending and Refunded entries separate from Confirmed documents when explaining the position. Review each record against the trip it supports.
Finance Officer compares posted charges with confirmed documents. Where a difference remains, obtain the explicit outstanding-account acknowledgment required by the operating policy. Agree the responsible decision maker during setup and keep the acknowledgment available to Property Manager before completion.
Property Manager completes the trip only after the financial condition is satisfied. The movement reaches Completed and the vehicle moves from Assigned to Cleaning or Available according to actual readiness. Check the saved trip and fleet outcomes before handing the resource to the next shift.
And how to keep it from happening.
Start free, then use Proto to change fields, steps and approvals before your team goes live.