Payments and evidence

A payment record belongs to one furniture order. It carries a payment number, method, amount, status, verification flag and optional capture date and provider reference. The statuses distinguish pending, captured, failed, refunded and voided money records. Finance Operator can inspect the payment alongside the order, while Delivery Coordinator uses it as one input to reconciliation.

An order also has documents such as bills of lading, delivery photos, damage claim photos and signed paperwork. Each document has a name, type, upload date, optional URL, order and region. A signed delivery receipt records units received and amount billed when those figures are available. Keeping these records linked makes a damage or billing discussion easier to follow without combining separate decisions into one status.

• Payment trail. Record method, amount and current status against the order; retain the provider reference when present.
• Delivery proof. Link the receipt and supporting paperwork to the same order and region.
• Claim context. Put damage photos and the reviewer decision beside the exception and payment state.

Decide which payment system supplies capture and refund results, who enters or confirms those results, and how the reference is checked. The payment record can show a refund state, but the team should reconcile it with its external payment provider before treating settlement as complete. Agree which documents are required for delivery and damage cases, and which roles may read customer contact and payment details.

The delivery reconciliation workflow reads payment records together with freight, lines and receipts. That makes accurate payment state important even when a shipment looks complete. A failed or unverified payment should remain visible to the finance and delivery teams. The receipt’s amount billed and the payment amount serve different purposes; compare them explicitly when investigating a difference.

Use an outdoor furniture order with a captured card payment and a signed delivery receipt. Record the provider reference, amount and verification flag, then attach the bill of lading and signed paperwork to the order. Run delivery reconciliation and compare the receipt outcome with freight units and payment status. The captured payment should appear in the payment list, and the documents should be available during review.

Now use a damage case. Add a photo and an open exception, then record the review decision with its rationale. If Finance Operator later records a refund, keep that payment state and reference tied to the order. The delivery receipt, claim decision and payment record should show different parts of the case instead of overwriting each other. An escalation after dispatch adds a decision and compensating receipt, preserving the earlier release history.

• Captured Payments — Captured order payments with amount, method, date and verification state.
• Failed Or Corrected Delivery Receipts — Receipt evidence that needs investigation or correction.
• Returned Or Rejected Decisions — Review outcomes that may lead to commercial follow-up.

Read delivery reconciliation and exception handling.