# Order and payout reconciliation checklist

An editable worksheet for a batch review, not proof of a bank transfer or a bookkeeping record. Use process notes and fictional or redacted identifiers only. Do not enter customer names, emails, addresses, credentials, bank details, or private order data.

## Define the batch

- Source/channel and account namespace (use a non-sensitive label):
- Export period, time zone, date basis, and filters for each file:
- Pending events or later refunds needing a separate period check:
- Human owner (role, not personal contact details):
- Review status and unresolved questions:

## Check before calculating

- [ ] Preserve untouched raw copies of both exports in a business-controlled location; work on copies. Do not attach private exports to this checklist.
- [ ] Confirm which fields mean gross, net, refunds, fee charges, fee credits, and other adjustments. Do not assume a platform's fee-refund rule.
- [ ] Confirm stable source + order ID + currency keys, and payout-line/event IDs unique within the source namespace. Keep IDs as text, including leading zeros.
- [ ] Hold missing IDs, uncertain field meanings, wildcard-like keys, and case-only ID differences for human review outside calculation tabs. Do not invent matching keys.
- [ ] Keep currencies separate. Confirm order-side figures and payout events cover the same scope.
- [ ] Keep every sale, partial refund, and adjustment as a separate signed event. Preserve the sale; do not overwrite it with a refund.
- [ ] Review reserves, releases, chargebacks, and other adjustments. Hold affected orders until the expected calculation is defined; review orderless events at batch level.
- [ ] Fill duplicate formulas through all payout rows. Exclude confirmed identical repeats from the sum. For conflicting reuse of an ID, hold the whole group, including its first occurrence.
- [ ] Sum reviewed payout events by source + order ID + currency and compare with independently checked expected figures.
- [ ] List unmatched payout rows, missing payouts, and unexplained differences separately. Assign each open exception to the human owner; never add a balancing adjustment just to make totals agree.
- [ ] Check completeness even when the difference is zero. A missing event or order can be invisible in an agreeing total.
- [ ] Verify any bank transfer separately against bank records; handle bookkeeping separately.

## Close or hold

- Remaining exceptions and the action needed (sanitized notes only):
- Human owner's review decision and date:
- [ ] Keep the batch on hold until unresolved mapping, duplicate, and completeness questions are answered; rerun after corrections.

Article: https://dev.haeminway.com/en/devlog/ecommerce-order-settlement-sheet/

For a workflow discussion, share fictional export headers or a sanitized workflow description at https://dev.haeminway.com/contact/. Do not send private customer or account data.