Match the transfer before acknowledging cleared funds
Compare the payer, amount, currency, date and transaction reference with the bank or payment-provider record. If a payment covers several invoices, record the allocation so each invoice balance reflects the correct share.
A screenshot or transfer request can be a useful lead, but it is not a substitute for checking the receiving account. Record Pending when confirmation has not yet arrived rather than implying cleared funds.
Which payment reference should appear?
Copy the actual bank or provider identifier relevant to the payment. Depending on the system, it may be called a UTR, transaction ID or transfer reference. Also keep your own receipt number and the related invoice number.
If the reference is missing or ambiguous, investigate the transaction before inventing an identifier. A receipt number is an internal document identifier, not independent bank confirmation.
Reconcile gross payment, fees and net settlement
In the illustrative GBP 500 service payment below, a GBP 10 provider fee leaves a GBP 490 bank deposit. Where the fee is borne by the business and the provider confirms the full payment, reconcile the gross amount to the fee and net deposit.
If the customer sends less than required, or an intermediary fee affects the amount credited under the agreed terms, investigate who bears that charge before deciding whether a customer balance remains.
Cheque received and cheque cleared are separate events
The supplied wholesale preview names cheque no. 004418. An actual cheque can be acknowledged on receipt while still awaiting clearance. Keep the cheque reference and clearance status in the payment record.
If a cheque is returned or a digital payment is reversed, update the invoice balance and keep the reversal linked to the original receipt. A printed Paid stamp does not establish settlement.
Illustrative business scenario
Service invoice: bank transfer with a processing fee
A client pays a GBP 500 service invoice. A payment provider deducts a GBP 10 fee and deposits GBP 490 into the business account.
| Invoice total | GBP 500.00 |
|---|---|
| Earlier allocated payments | GBP 0.00 |
| Amount received in this receipt | GBP 500.00 |
| Remaining balance | GBP 0.00 |
Where the provider confirms the client paid GBP 500 and the business bears the fee, the receipt can acknowledge GBP 500. Reconcile GBP 490 net settlement plus GBP 10 fee to the GBP 500 gross payment; do not automatically show the fee as a customer debt.