Collect and reconcile
Connect actual collections, invoice applications and processor payouts without counting the money twice.
7 stages · 2 approvals
Roles and responsibilities
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Step 2Record the collection
Receipt NumberAccountContextSource KindCash
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Step 3Apply eligible funds
Invoice NumberDocument TypeAccountContextCredit Note
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Step 4Prepare the settlement
Settlement NumberPayment AccountCurrencySettlement Amount
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Step 5Review settlement
Settlement NumberPayment AccountCurrencySettlement Amount
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Step 6Post and reconcile
Settlement NumberPayment AccountCurrencySettlement Amount
Process steps
Follow the process from start to finish. Select a step to see who acts and what changes.
Identify the purchase
The Accountant checks the owning entity, payment account and original purchase context. External identities and event content are checked for repeats or conflicts. Walk-in collections stay attached to their specific purchase entitlement even when the accounting counterparty is shared.
Record the collection
The Accountant records authoritative cash, bank or captured processor evidence under approved policy and source checks. Eligible recognition creates unapplied customer funds against the actual cash account or processor clearing. A delayed invoice leaves the money unapplied; a callback or retry cannot create another receipt.
Apply eligible funds
The Accountant reserves available receipt scope and the posted invoice's outstanding amount together. Each currency retains its own allocated quantity and reviewed conversion. Eligible application clears unapplied funds and receivables, with any required independent exception approval. It does not debit bank or processor clearing again.
Prepare the settlement
The Accountant matches processor payout, debit or verified offset evidence to exact remaining clearing entries. Net bank amounts, fees and separate adjustments explain the gross scope consumed. Partial settlements leave unresolved entries visible. Missing evidence or conflicting source versions prevents the batch from being treated as reconciled.
Approval required
Review settlement
The independent Finance Manager checks the frozen allocations, currency basis, fees and posting packet. Actual provider settlement evidence is already recorded; this review does not initiate it. Material changes need a fresh decision from someone other than the preparer or material editors.
Post and reconcile
The Accountant executes the approved settlement against current source balances, with actual bank evidence for a bank leg or verified zero-offset evidence. Posting clears signed processor sources against the evidenced bank value or verified offset. Fees and debits already recorded with those sources are not posted again. Existing customer collection and invoice-application history remain intact. The remaining clearing balance must still explain unsettled scope.
Approval required
Resolve adjustments
The Accountant retains actual reversal, dispute or recovery evidence. Unexpected debits use configured suspense under approved policy when mapping and valuation are known; otherwise actual evidence remains unresolved without invented values. The independent Finance Manager decides reclassification, application reversal or write-off; affected receipt, credit and refund claims stay held. Actual evidence cannot disappear because the receipt was already used.
Approvals and exception handling
2 approvals required in this process
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Review settlement
Finance Manager signs · post and reconcile waits
ProcessorSettlements, ApprovalDecisions -
Resolve adjustments
Finance Manager signs · closes the process
ProcessorAdjustments, PaymentEvents, FinanceCorrections, Refunds
When the process needs attention
- exception Counting authorization as collected money, or recording a net payout as another customer receipt.
- exception Applying an invoice amount directly against a different receipt currency without an explicit conversion basis.
- exception Releasing an uncertain refund reservation and letting another application consume the same source.
- exception Hiding a real processor debit because a receipt has already been applied, or erasing paid history to make a correction fit.
- exception Treating all walk-in purchases as one spendable credit balance or allowing a shared counterparty to obscure refund entitlement.
Start with the collection evidence
This process follows actual customer money through its application and, where relevant, processor settlement. Cash or bank evidence and captured processor collections retain their own account, currency, purchase identity and remaining balance. Payment intent or authorization alone does not establish collection.
Records and postings
Process reports
All reportsPayment Reconciliation
Actual capture/cash receipt, customer unapplied/reserved/held balances, signed open processor asset/payable sources, fees/debits/recoveries, actual payouts/merchant bank debits, cash deposits and uncertainty by entity/account/currency. Intent/authorization contributes zero received money. Show gross positive and negative remaining clearing separately and their net; reconcile to clearing/suspense/bank controls with prior FX. Payout does not add customer collection or revenue a second time.
Receivables and Payables Aging
As-of posted remaining debits by entity/party/document currency/due-date bucket net exact live application/correction lineage. Unapplied cash, supplier prepayments and credit surplus remain separate, with purchase-context restrictions and functional carrying reconciliation. No silent cross-party/entity offset.
Run by an agent
Agent support
An assistant cannot provide a required independent human approval, invent customer acceptance or treat an uncertain provider response as confirmed money. It cannot promise goods already held or committed to another order, receive the same finished kit twice, or release a refund without its eligible source and decision.
# Example after configuration
$ curl -fsSL https://www.erp.ai/skill.md | paste into your agent
› collect and reconcile · identify the purchase on PurchaseContexts, PaymentAccounts, PaymentTransactions, PaymentEvents
✓ The Accountant checks the owning entity, payment account and original purchase context.
› collect and reconcile · record the collection on PaymentTransactions, PaymentEvents, ProcessorEntries, CashReceipts
✓ The Accountant records authoritative cash, bank or captured processor evidence under approved policy and source checks.
› collect and reconcile · apply eligible funds on CashReceipts, CashApplications, Invoices
✓ The Accountant reserves available receipt scope and the posted invoice's outstanding amount together.
› collect and reconcile · prepare the settlement on ProcessorSettlements, ProcessorSettlementLines, ProcessorEntries, BankStatementLines
✓ The Accountant matches processor payout, debit or verified offset evidence to exact remaining clearing entries.
› collect and reconcile · review settlement on ProcessorSettlements, ApprovalDecisions
⏸ approval · waiting for the finance manager
# 2 more stages after approval: post and reconcile, resolve adjustments
Other processes
5 moreOrder to cash
Carry the accepted order through shipment, invoice approval and cash application.
5 stages · 2 approvals
Procure to pay
Purchase needed supply, accept the goods received and settle the right supplier balance.
7 stages · 3 approvals
Assemble to stock
Turn released recipes and actual assembly work into accepted finished stock.
8 stages · 5 approvals
Return and refund
Connect returned goods, customer credit and the actual refund without losing the original purchase.
9 stages · 4 approvals
Count and adjust
Count a controlled stock population and review the exact quantity and value before correction.
7 stages · 2 approvals