Payments

Payment evidence is linked to an event. Each record has a provider event ID and reference, a type, an amount in USD, an occurrence time and a verification state. Authorization, Capture, Refund and Void are distinct types. A capture is the relevant evidence for a paid reservation; an authorization is an earlier provider event and should not be counted as collected money.

The Finance Reviewer uses provider references to connect the recorded evidence with the payment source. A refund or void entry should reflect its own provider event, not an assumption made from an event cancellation. Keeping the types separate lets the team explain what the provider confirmed when an attendee asks about a charge or a cancellation.

• Provider trail. The provider event ID and reference identify the external event behind the local record.
• Verification. The verification state distinguishes reviewed evidence from a record still awaiting confirmation.
• Event context. Admissions and the event status explain why a capture, refund or void matters to operations.

Name the provider source used for each operating organization and decide how its events reach the payment evidence record. Agree who verifies a provider event and how duplicate provider IDs are handled. Set a reconciliation routine that compares verified captures with reserved and admitted quantities under the same event. Decide what the team does when a refund has been prepared but the provider has not confirmed it. Keep the provider’s actual outcome separate from a local staff request to correct or cancel a booking.

A guest reserves two places for an award event. The registration is approved and the admission line records two reserved places. Finance Reviewer sees a provider authorization followed by a capture. Only the verified capture supports treating the paid reservation as settled. If the event is cancelled, staff retain the original admission history and review the refund evidence when the payment provider reports a separate refund event. A local note saying a refund is expected cannot replace that provider event. The reviewer compares provider references and amounts before closing the financial exception.

• Provider captures — Review captured amounts and verification state by parent event.
• Receipts needing review — Investigate actions whose recorded effects remain uncertain.
• Admission register — Compare the payment trail with reserved and admitted quantities.

Use payment reconciliation to examine provider results and event closeout to reconcile the final event. See integrations for the provider connection.