Payments and reconciliation

Payment evidence identifies the order, payment method, amount, status, provider reference and verification state. Finance Reviewer can distinguish a captured payment from a pending, failed, refunded or voided entry. A captured entry still has its own verification choice; the team should inspect both when preparing the completion check.

Reconciliation reads the order, its lines, fulfillment events, payment evidence and processing receipts. It records a Verified receipt when the comparison matches, or a Failed receipt and an Open exception when a discrepancy remains. A matching order still at Approved may move to Executed. Release also moves an Approved order to Executed when it records shipment, so the receipt identifies the reconciliation result separately from the order status.

• Capture. Finance Reviewer keeps payment evidence attached to the right order and amount.
• Compare. Operations checks the lines, fulfillment activity, payment evidence and prior receipts together.
• Resolve. A failed comparison gives the exception an owner before the order is reconciled again.

Choose how payment provider references arrive and who verifies them. Keep the provider’s transaction identity with the payment evidence so a later refund or void can be traced. Decide what makes a payment amount acceptable for an order with a correction, return or changed line. The net order amount and each payment amount are both in USD, so finance should settle the currency handling rule for any organization using another currency.

Set a practical cadence for running reconciliation. Order Operations Manager needs a clear way to examine a Failed receipt and find the affected order. Define who may correct a payment entry, who resolves the resulting exception and who reruns the completion check. Keep each receipt so a later reviewer can see the original mismatch and its resolution.

Use a released order with fulfilled lines, shipped events and captured payment evidence. Run reconciliation and check that matching evidence produces a Verified receipt. Release already moved that order to Executed. Then try another order with a payment amount that differs from its order amount. The operation should leave a Failed receipt and an Open exception for the named owner, even if release already marked the order Executed.

Have Finance Reviewer resolve the payment discrepancy, record the supporting reference and rerun the check. Compare the original failed receipt and later result rather than replacing the first result. The order should retain a clear sequence of decisions.

• Captured Payment Evidence — Finance checks captured amounts, methods and verification state.
• Failed or Corrected Order Receipts — Operations follows reconciliation and correction results.
• Open Order Exceptions — Owners find mismatches requiring investigation.

Use release to completion and exception to correction.