Reconciliation and follow-up

Playback earns money and delivery has to be paid for. Each external reconciliation records the external reference, the value date, the expected amount, the confirmed amount, the currency and a reference to the evidence, against the asset it relates to. It starts as Pending and becomes Matched when the amounts agree, Difference when they do not, or Reversed when a payment is taken back. The app also keeps read-only exchange rates with their effective dates for reference.

Exceptions do not resolve themselves. A failed run, a rejected session, a reconciliation difference or an invalid result becomes a follow-up action with a title, a due date and the person assigned. The action moves from Open to In Progress to Completed with a written resolution, or is Cancelled.

• Expected against confirmed. Each reconciliation compares two amounts in one currency. A difference stays visible until it is explained.
• One owner per exception. Every follow-up action is assigned to one person with a due date.
• Close with a resolution. Completed actions say what was done, so the next person facing the same problem can read it.

Agree which external references you reconcile, such as payment provider settlements and delivery network invoices. Agree a tolerance for rounding differences. Decide who owns follow-up for each kind of exception and the default due date. Agree how currencies are handled when expected and confirmed amounts come from different systems.

The February settlement from the payment provider for one title is expected at 48,200 USD, based on accepted sessions. The provider confirms 47,950 USD. The Revenue Reconciler marks the reconciliation Difference and opens a follow-up action, due in five days, assigned to herself.

She finds that ten sessions were refunded after a playback outage. She attaches the refund report as evidence, notes the explanation in the resolution and completes the action. The reconciliation stays at Difference with its evidence reference, so the gap is explained rather than hidden.

• Unmatched Reconciliations — Pending and differing reconciliations with expected and confirmed amounts and currency.
• Open Follow Up Actions — Open and in-progress actions with source, assignee and due date.
• My Follow Up Actions — The signed-in person’s own actions and their resolution.

• Reconciliation and follow-up: Match amounts and close every exception.

Connect your payment provider before the first settlement.