PaymentsNova Operations Tool
Payment Reconciliation Checklist
A payment stack is not under control if the team cannot explain what was processed, paid out, settled, charged in fees and left pending.
Minimum controls
| Control | Question | Status |
|---|---|---|
| Identifiers | Is there a stable ID connecting order, attempt, provider transaction, payout and settlement? | OK / Partial / Gap |
| Statuses | Do internal statuses correctly represent authorized, captured, failed, refunded, charged back, paid out and settled? | OK / Partial / Gap |
| Fees | Can MDR, provider fees, network/acquiring fees or other charges be recorded and explained? | OK / Partial / Gap |
| Refunds and chargebacks | Are they tied to the original transaction and their impact on balances/settlement? | OK / Partial / Gap |
| Payouts | Are request, approval, send, confirmation, rejection and reversal traceable? | OK / Partial / Gap |
| Settlement | Can the expected amount be reconstructed from the transactions and adjustments that compose it? | OK / Partial / Gap |
| FX / conversion | Are exchange rate, spread, processing currency and settlement currency/asset identified? | OK / Partial / Gap |
| Timing | Are cutoffs, time zones, value dates and expected delays documented? | OK / Partial / Gap |
| Exceptions | Is there a difference queue with owner, aging, evidence and closure criteria? | OK / Partial / Gap |
| Source of truth | Is the authoritative system defined for each critical field when discrepancies exist? | OK / Partial / Gap |
Reconciliation is more than comparing totals
Totals can match while still hiding duplicates, missing transactions, incorrectly applied fees or wrong statuses. Reconciliation should trace from settlement down to transaction and back up.
Exceptions need ownership
A difference without an owner, aging and required evidence becomes a permanent difference. Define who investigates, when it escalates and what evidence closes it.
PaymentsNova
Turn the problem into a clear architecture.
Start with a stack review or describe the case directly.