captazm/reconciliation

Reconciliation Workflow

This workflow explains how to verify incoming bank payments against generated invoices.

1. Access Reconciliation Page

• Navigate to the Reconciliation tab from the app sidebar.

2. Record the Payment

• In the "Record Payment & Bank Slip Verification" section, first Select the Bill that corresponds to the client payment. (Only bills with a "Sent" status will be available).
• Upload Bank Slip for OCR Validation (Optional but recommended):
  • Upload the payment screenshot or image file provided by the owner.
  • The system will automatically use OCR (Optical Character Recognition) to scan the image for numbers entirely within your browser.
  • If the scanner extracts a number that perfectly matches the predicted total from the bill, the Amount field will be automatically populated, and a green ✅ OCR Verified badge will appear.
  • If the numbers do not match, a red warning badge will appear showing the largest recognized value against the expected value. You can then investigate or manually input the amount.
• Enter the Bank Reference Number (Ref) for the transaction.
• Enter the Date the payment was received.
• Click Reconcile & Create Resulting Slips.

3. Verify the Outcome

• The system checks if the final entered amount matches the selected Bill.
• MATCH (Difference < $0.01): The payment is perfectly matched. A PAY-XXX record will be generated, and the Bill's status shifts to PAID.
• MISMATCH (Difference >= $0.01): If the amount is under or over, an orange warning will denote the mismatch. You'll see "Mismatch on BILL-XXX. Difference: $XX". A PAY-XXX record is generated but the invoice is not fully cleared. You must report this discrepancy to the client.

4. Next Steps

• For matched payments, proceed to the Slip Upload workflow to assign funds to specific crew members.