Payments and cash

A payment record identifies its direction, amount, date, method and status. It can link to a business partner or donor and to the accounting document or invoice that explains why money moved. Treasury Analyst uses that link to distinguish an outbound partner payment from an inbound donor collection. The bank reference helps the team compare the internal payment with an external bank outcome.

The native payment release action applies to a scheduled payment. It guards the transition, records an operation receipt and marks the payment Released. The finance team can then compare the external result and change the payment to Reconciled through its operating review. A released payment tells the team the action ran; reconciliation answers whether the money movement can be matched to supporting evidence.

• Payment pipeline. Scheduled, released, reconciled and failed items stay visible by status and direction.
• Money evidence. Bank references and operation results help Treasury investigate an expected transfer.
• Receipt matching. Verified cash receipts and their applications retain receipt amounts, dates and links to accounting documents.

Define who can schedule a payment, who can run the release action and what independent review is required under the organization’s policy. Agree which payment methods the team actually uses and how bank references arrive. A payment may be linked to a partner bill or donor invoice; make that connection before release so the eventual reconciliation has a source to inspect.

For receipts, decide how the provider event ID is kept unique during import and how staff verify the cash amount. The receipt application record links a verified receipt to an accounting document and records the applied amount and time. A reversal date lets staff identify corrected applications without erasing the original. Reconcile the source receipt, its applications and the remaining document balance together.

Use an approved bill with a scheduled outbound payment. Treasury Analyst checks the linked document, amount and method, then uses the release action. Inspect the operation result and the new Released status. Compare the bank reference on the payment with external evidence and mark it reconciled only after the match is checked. If release fails, inspect the operation result and current payment status before investigating; the failed action is not a settlement.

For an inbound case, follow the donor invoice, its payment record and the expected amount received. Review the balance after a partial collection. For an imported cash receipt, compare the provider event ID and amount with the receipt applications. This keeps a bank event, a payment record and a receivable or payable from being mistaken for the same evidence.

• Treasury Payment Register — Dated payments with direction, method, amount and bank reference.
• Payments Awaiting Reconciliation — Released items awaiting the final cash check.
• Payment Pipeline — A board for scheduled, released, reconciled and failed work.

Follow payment release to reconciliation and donor collection.