Collections
Verify payment claims before changing invoice status
Keep a record of payment claims, but verify payments using reliable evidence before deciding the invoice status.
Before you start
Login to the correct workspace and have the necessary permissions according to your role. Use only valid data and communication.
Step-by-step instructions
Follow these steps in order. You can keep this guide open while working in another Tautiva tab.
Open Collections > External invoice sources and select the correct invoice source.
Go to Reconciliation exceptions.
Find the invoice labeled as paid or having a payment claim from the source.
Match the reference number, customer, amount, date, and account on the official payment proof.
If it doesn't match, don't mark as verified; record the exception or request a review from Finance.
If the proof matches and you have the authority, proceed with the review according to the available controls and audit notes.
PRACTICAL EXAMPLE
Example from daily work
Example: the invoice says paid but the bank statement has not been found; the status remains pending review.
This is a fictional training example. No real customer data was used.
Expected result
Steps and results can be reviewed in the relevant module; send/save actions require SOP and permission.
Important notes
- Don't use WhatsApp messages from customers as the only payment proof.
- Don't assume that the auto-verification bank feature is active.
If something goes wrong
- Amount doesn't match: stop the decision until verified by the source system.
- Proof has not been received: maintain the unverified status.
This guide describes the interface reviewed on 13 October 2026. Documentation testing did not send real messages, invite users, process payments, or modify real customer records.