From order to payment

Prepare the billing packet

• →Identify the customer, order reference, bill-to contact, currency and agreed terms.
• →Compare the final charges with the accepted quote and any approved changes.
• →Check the delivery evidence and supporting documents required by the customer.
• →Review whether an invoice already exists before creating another.

Keep receivables and payables separate

Customer billing and carrier pay are separate obligations linked to the same movement. A customer receipt does not prove that the carrier has been paid, and a delivered status does not prove that either balance is settled.

• →Receivables: amount billed, due date, credits, receipts applied and remaining balance.
• →Payables: agreed carrier amount, approved adjustments, due date and payment evidence.
• →Use the same currency when comparing amounts. Review conversion treatment separately when currencies differ.

Apply and verify a customer receipt

1. 1Match the payment reference, payer, amount and currency to the intended customer.
2. 2Apply the receipt to the appropriate invoice or invoices.
3. 3Reopen the invoice and confirm the remaining balance.
4. 4Review the payment record and accounting entries expected for the transaction.
5. 5If the response is unclear, check existing records before retrying to avoid a duplicate receipt.

Review carrier payment

1. 1Match the carrier bill to the order and agreed terms.
2. 2Resolve missing documents, disputed charges or approved deductions.
3. 3Confirm the payment destination through your established process.
4. 4Record the payment reference and verify the payable balance afterward.

Reconciliation and integration checks

• →Compare invoice totals, applied receipts and remaining balances.
• →Compare carrier obligations with recorded disbursements.
• →For a connected ledger, confirm supported record types, direction, mappings and the last successful sync.
• →Investigate differences at the source record instead of forcing totals to agree.
• →For support, provide record references and the expected versus observed result; never send bank credentials.