Receivables and payments

An invoice marked Posted establishes the receivable; Captured and Settled are payment transaction states. Keep the processor account, period and transaction links so a fee or chargeback cannot disappear inside a net deposit. Finance Manager follows the posted invoice’s due date and outstanding balance alongside processor transactions. A captured charge records a processor event; the invoice balance still needs review. Settlement lines carry sale, refund, fee and chargeback amounts and their match status. The settlement period closes only after Finance Manager resolves unmatched and variance lines.

• Follow the receivable. Review the invoice account, due date, outstanding amount and related sales order.
• Match the transaction. Keep the processor account and unique transaction key with the captured or refunded event.
• Review the period. Compare settlement lines with transactions and leave unmatched or variance lines open.

Agree which payment account serves each entity, who records invoices and who reviews settlement periods. Rehearse a captured charge with a fee, a duplicate transaction key and an unmatched settlement line. Compare gross, fee and net amounts before reconciling. A posted invoice, captured charge and reconciled deposit are separate states, so give each exception a named Finance Manager owner.

When a customer asks whether an order is paid, Finance Manager should check the invoice balance and the linked payment transaction. A processor fee changes the deposit amount without changing what the customer paid. Use the settlement line to explain that difference before closing the period.

A channel payment is captured for an order, but the processor deposit is lower after fees. Finance checks the payment transaction, identifies the fee line in the settlement and verifies whether any unmatched or variance line remains. The invoice’s outstanding amount and the settlement period are reviewed separately before the period is reconciled.

Sales Manager can answer the customer about the billed order; Finance Manager owns the outstanding amount and payment match. Keep a variance in the settlement queue until its line and related transaction agree. Do not treat a lower net deposit as an invoice underpayment without first checking fees.

• Overdue receivables — The main queue for posted customer invoice, with its status and source context.
• Settlement variances — Related follow-up work that needs a second check.

• Follow this handoff: Check the linked stages and exception path.
• Review the data model before importing open records.