Payment and reconciliation

Payment evidence belongs to a specific apparel order. It carries the method, status, captured USD amount, verification flag, optional gateway reference and capture date. Reconciliation Analyst checks that evidence alongside line units, fulfillment events and operation receipts. A captured amount alone is not a proof that every line shipped, and a Shipped event alone is not a payment result. Each record answers a different question.

The reconciliation action reads a selected order and those linked records. When the records match, it writes a Verified receipt and may advance an Approved order to Executed. When they disagree, it writes a Failed receipt and raises an order and support exception. The receipt and exception keep the discrepancy visible for a named owner rather than burying it in a final status.

• Payment evidence. Compare method, captured amount, verification state and gateway reference.
• Operational evidence. Match line units with fulfillment and return events and operation receipts.
• Reconciliation outcome. Inspect the Verified or Failed receipt and the associated exception.

Set the expected payment methods and how the team receives gateway references from a connected payment system. Decide who may mark evidence verified and who investigates a failed reconciliation. Agree how returned or exchanged units and refunded evidence are compared. Use consistent order numbers so the payment team, fulfillment team and support team can identify the same transaction. Keep an owner on every discrepancy.

The reconciliation action is record initiated. Before using it in an operating cycle, test which lines and events it considers and compare its receipt with the actual order. The team should review a discrepancy before rerunning or correcting data, so the reason for a changed outcome remains traceable.

Take an Approved order with two size lines. Check its captured payment evidence, its Allocated and Shipped events and the receipts from prior operations. Run reconciliation and inspect the resulting receipt. If the second line lacks the expected event, a Failed receipt and exception should identify the problem. Support Agent investigates the missing movement; Fulfillment Lead confirms the event history. Once the records match, Reconciliation Analyst can rerun the check and inspect the Verified receipt. A close should follow the matched evidence, not a manual change to the order label.

• Captured Payment Evidence — Captured amounts and verification state by source order.
• Failed or Corrected Receipts — Reconciliation and operation runs needing attention.
• Executed Apparel Orders — Orders that reached execution after release or a matched check.

Read payment reconciliation and returns and support.