Prepare and reconcile charges

Connect a partner charge to its operational evidence and reconcile its recorded state with confirmed financial information.

Step by step

Identify the service Finance Officer

Finance Officer selects the actual work order and partner. Inspect the related work log and movement evidence to understand which service the charge concerns.
- Establish the partner and actual work being charged
- Updates Service charges, Partners, Work orders, Work logs
Prepare the draft Finance Officer

Finance Officer records the amount and charged date in Draft. Use the agreed common amount basis and confirm the partner relationship before the charge enters financial review.
- Record Draft Amount and charged at
- Updates Service charges
Check the operating context Operations Manager or Finance Officer

Operations Manager explains the work and any open exception. Finance Officer compares the charge with that context, retaining the financial record's connection to the original order.
- Explain the activity and unresolved operational issues
- Updates Work orders, Work logs, Disposal manifests, Exceptions
Reconcile confirmed information Finance Officer

Finance Officer reconciles the charge against the organization's authorized financial process. Approved and Paid reflect confirmed financial states under that process; payment execution remains with the chosen financial system.
- Reconcile recorded Status with confirmed financial information
- Updates Service charges, Partners

And how to keep it from happening.

Wrong partner relationship. A familiar carrier name on a manifest must not substitute for the charge's actual linked partner.
Inconsistent amount basis. Agree the currency convention before comparing or totaling charges.
State mistaken for execution. A recorded Paid state needs confirmed financial information; changing it does not send a payment.

Start free, then use Proto to change fields, steps and approvals before your team goes live.