Payment and reconciliation

Payment evidence stores provider event identity, type, amount, time, verification state and reference against a fixture. It can represent an authorization, capture, refund or void. Operation receipts records a guarded action with an operation key, expected revision, result state and any linked effect references. These records support a clear review of what actually happened.

The Finance Reconciler compares admission quantities with verified captures before closing a fixture. A pending receipt is examined against its local linked effects and, when it has an external reference, the configured authoritative source. The reconciliation step should mark a receipt completed only when the expected effects match. A discrepancy belongs in a needs-review state with a reason.

The receipt and provider event serve different purposes. The receipt explains which guarded operation was attempted and its expected result. The provider event says what the payment system reports. Keep both linked to the fixture when investigating a difference. A staff member can then distinguish a missing local effect from a provider event that has not been verified. That distinction also guides whether the next action is a data correction, a provider check or a fresh human decision.

• Set the provider connection. Establish the authoritative source for payment event verification.
• Agree reconciliation ownership. Give one role responsibility for investigating receipt discrepancies.
• Define closure evidence. Compare admitted quantity and verified captures before completing a fixture.

Agree how provider event IDs are deduplicated and who may verify an incoming event. Decide how refund evidence is reviewed when an event is cancelled after people have been admitted. A prepared refund is an instruction for a later verified payment effect; it should not be represented as completed movement before provider evidence confirms it.

After a match, the reconciler sees admission lines with recorded arrival times. The provider has supplied verified capture evidence for the fixture. The reconciler checks the corresponding amounts and quantities and inspects any operation receipt still pending. If a receipt’s referenced effect is missing, it moves to needs review with the discrepancy. If all expected effects match, the coordinator can close the fixture. A repeated reconciliation reads the existing effects and does not execute payment again.

For a capture whose provider event ID appears twice, the reconciler should identify the event already recorded before treating the second record as another payment. The fixture link, verification state and receipt references give the team a way to trace that decision back to the original event.

• Verified payment evidence — Inspect provider events marked verified.
• Receipt exceptions — Find failed or unresolved guarded operations.
• Admissions by fixture — Compare admitted lines with provider evidence.

See the first related process and the next handoff.