Keep an approved dispute, an applied credit and a cash receipt distinct. Reconcile the effect before reporting a completed outcome.
Reconciliation connects the operating case with what actually changed financially. An external approval can be partial, applied to a later remittance or reversed. The case needs to preserve those events and the references that explain them.
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Distinguish ready for review, submitted, awaiting response, approved awaiting settlement, reconciled and reopened. Agree the evidence required to enter each state. An internal task being checked off should not stand in for an external confirmation.
Link the credit, repayment or offset to the original deduction and customer account. Confirm its appearance in the relevant remittance, receipt or ledger. Keep the amount and remaining balance explicit when a resolution is partial.
The authorized accounting owner confirms the treatment and final effect. Preserve the supporting references and any later reversal. Reporting should distinguish the amount under review from the amount that has reached a reconciled result.
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