Payments and reconciliation

Treasury records a payment with an outbound or inbound direction, amount, date and method. An outbound movement can point to a lessor and lease invoice; an inbound movement can point to a business partner and billing. Those links let finance follow a charge to its movement without relying only on a reference typed into a memo.

A scheduled payment is ready for review. The release action guards the move to Released and records an operation receipt. The bank reference and reconciliation status are captured after the movement is checked against the bank’s result. Failed payments remain visible for a new decision. This sequence gives the Controller a clear difference between a payment someone intended to make, one released for movement and one reconciled to the bank.

• Prepare. Treasury links the payment to its source invoice or billing and checks direction, date, amount and method.
• Release. Treasury invokes the native action for a scheduled payment and checks its receipt.
• Match. Treasury records the bank reference and moves a verified payment to Reconciled.

Assign who may prepare a payment and who may invoke release. Agree on the supporting review required for a high-value item and on the meaning of the finance team member’s approval limit. Decide which bank reference format will be used and where bank statements are attached. Set a daily reconciliation owner and an escalation for a failed release or a released item without a bank match.

Make payment direction an explicit check during review. A lessor payment and a partner receipt may have the same amount, but they belong to different counterparties and documents. Choose when to update the amount paid on an invoice or amount received on a billing after a bank result. Treasury and AP or AR should agree who confirms that the document balance matches the payment history.

Take an approved lessor invoice and prepare an outbound payment using the recorded due amount. Confirm the lessor, invoice link, method and scheduled date. Treasury uses the release action, then checks the operation receipt and the new Released state. After the bank confirms the movement, enter the bank reference and mark it Reconciled. AP checks the invoice amount paid and remaining balance.

Use a second case where the bank rejects the movement. Keep the payment in its failed state, retain the bank evidence and route it back to Treasury for correction. Do not treat a release receipt as a bank reconciliation result. For an inbound collection, link the movement to its billing and check the amount received separately.

• Treasury Payment Register — Payment direction, method, bank reference and current state in one list.
• Lease Payments Awaiting Reconciliation — Released payments waiting for a bank match.
• Payment Pipeline — Scheduled, released, reconciled and failed movements grouped by state.

Follow invoice review and payment or payment reconciliation.