Payments and evidence

A client pays a deposit before the event and settles the balance after delivery. The Billing Specialist records each payment with its method, amount, provider reference where used, verification flag and payment status. The event team records service receipts for kitchen, delivery or billing actions and keeps relevant documents on the order.

A captured payment and a verified payment are different facts on the payment record. The Billing Specialist checks the provider reference where one exists, then reviews the amounts against the order total. Service receipts and documents give the event team separate evidence of what was done.

• Record money. Keep method, amount, status and verification on each payment.
• Keep service evidence. Link receipts to the same order and company as the event.
• Review exceptions. Check failed receipts and unresolved catering exceptions before closeout.

Agree who verifies payments and which provider reference is authoritative. Decide how a failed or refunded payment is handled before changing the event plan. Receipts need a meaningful subject, result and time; event documents need a title and type that staff can recognize later.

Pilot a delivered event with a deposit and final payment. Have the Billing Specialist compare the captured amounts with the order total and inspect verification on each record. Include a failed receipt to test follow-up.

Open the delivered order and check captured payments against its order total. A captured payment is distinct from a verified one, so inspect the verification flag. Review failed or corrected service receipts by order, then confirm the supporting document belongs to that order and company. Escalate discrepancies to the coordinator and billing owner.

The Billing Specialist should find captured records in Captured Catering Payments and check each verification flag. The Event Coordinator reviews Failed Or Corrected Service Receipts and checks that any supporting document belongs to the same order.

• Captured Catering Payments — Use this list to identify the records that need attention.
• Failed Or Corrected Service Receipts — Open the related records to check status and evidence.

Follow the enquiry and review, menu and kitchen preparation, venue delivery, and payment and exception closeout paths. Use the data model when checking references and the role guide when assigning access.