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- Order Management System
- Who it's for
- Order teams with payment review
Order teams with payment review
Some order teams need finance to check payment evidence alongside shipment and order value. Payment evidence keeps method, amount, status, provider reference and verification state on the order. Reconciliation then compares that record with lines, fulfillment events and processing receipts. Release may already have moved the order to Executed; reconciliation records whether the evidence matches.
How Order Management System is set up for you
Order amount
Confirmation computes the amount from product lines and records a processing receipt.
Payment record
Finance Reviewer attaches captured payment evidence and checks its verification state.
Completion check
Order Operations Manager runs reconciliation across order, fulfillment, payment and receipt evidence.
Discrepancy path
A mismatch writes a Failed receipt and an Open exception for investigation.
Some order teams need finance to check payment evidence alongside shipment and order value. Payment evidence keeps method, amount, status, provider reference and verification state on the order. Reconciliation then compares that record with lines, fulfillment events and processing receipts. Release may already have moved the order to Executed; reconciliation records whether the evidence matches.
Start with one payment method and one provider reference format. Use an Approved order whose lines and Shipped events can be inspected. Add payment evidence for its amount, mark its status and check the verification choice. Reconcile and inspect the resulting receipt separately from the order status.
Repeat with a payment amount that does not match the order. The team should find the Failed receipt and Open exception, assign the exception and record what changed, even if release already marked the order Executed. Keep the earlier failed result visible after a later successful check. That sequence explains why the order did not complete on its first pass.
Agree how payment provider information reaches Finance Reviewer and what evidence supports a refund or void. Decide how USD amounts are handled for an organization whose currency setting differs. The provider remains a connection to set up; the internal record provides the trace needed for an authorized review.
Features to start with
Roles on the team
- Order Desk Agent
- Prepares customer orders and their product lines for review.
- Fulfillment Coordinator
- Handles allocation, release and fulfillment evidence for approved orders.
- Finance Reviewer
- Checks captured payment evidence and completion receipts.
- Order Operations Manager
- Owns exception resolution, channel handoffs and operating oversight.
Set up Order Management System your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.