Reconcile expense, journal and settlement evidence
Reconciliation compares separate records. Expense PAID, Amount Paid, payment POSTED and actual external settlement are not synonymous in this implementation.
Review worksheet
| Evidence | Verify |
|---|---|
| Spending evidence | Actual amount/currency/date, included tax and business purpose |
| Expense | Correct User, vendor, account, stored unit, Paid By and saved total |
| Approval | Appropriate tier resolved and separate lifecycle action completed |
| Journal | Exact linked ID, balanced expense/payable lines, date/base/rate |
| Payment rows | Every related payment, recipient context, unit, amount and state |
| Counters | Recorded-paid/due match their documented creation-time meaning |
| External settlement | Approved bank/cash evidence and actual settlement date |
| Clearing/correction | Approved accounting treatment; not inferred from a status label |
Employee example
Total GBP 300; recorded reimbursements 100 and 200; expense counter says 300/0 and PAID. If both payments are IN_PROCESS, the application has not independently proved GBP 300 settled. If one is cancelled, counters do not automatically recompute. Preserve the discrepancy and arrange approved correction before another record.
Company example
A new company expense can be labelled PAID after posting creates a full IN_PROCESS payment, while Amount Paid/Amount Due remain their initial values. Review the created payment and actual settlement rather than assuming either the label or counters is a complete liability statement.
History and exports
Payment history is a newest-first list of actual payment relationship rows, not a full immutable expense amendment/approval audit trail. Approval fields hold the current decision metadata and can be cleared on amount change. The existing expense screens have no dedicated audit timeline, receipt pack, CSV/XLSX expense export or reconciliation report button.
Accounting reports may provide separate ledger views under their own rights. Do not claim the expense register's total result count is a sum of expenses or a complete financial export. A legacy single-payment read returns the latest match, not all instalments.
Recovery
Document the actual discrepancy with record IDs, amounts/states and the approved request reference. Keep private receipt/bank data in authorised systems. Do not delete/recreate, repost journals or reset/cancel records as an improvised balancing method. The guide records current limitations; it does not prescribe a new unsupported repair mechanism.