Defender of Integrity (brand translation)A remittance screenshot is information to verify, not completed collection. Sales should not immediately close follow-up, and finance still needs to confirm the credit and invoice allocation. This guide describes operational checks for ordinary bank transfers. The banks concerned and authorized finance staff must confirm the actual payment status, availability and treatment.
1. Separate four different milestones
A buyer’s payment notice, remittance documentation, a credit recorded by the receiving bank and finance reconciliation are different milestones. Record the time, evidence and reviewer for each. A reported remittance should remain unreceived or pending verification until finance confirms receipt from reliable bank records.
2. Check the details without relying on the image alone
Compare payer, recipient, amount, currency, initiation date, payment reference and invoice. Ask the buyer to clarify missing or conflicting details, keeping original emails and attachments. Appearance alone cannot authenticate a screenshot, and a similar image online does not prove forgery. Refer doubts to the banks or established trusted channels.
3. Keep a traceable enquiry while funds are missing
Record the claimed sending time and time zone, expected receipt arrangements, reference information and finance enquiries. Ask the buyer to check with its bank while your business checks with the receiving bank. Do not promise a fixed arrival time or assume all delay is caused by banks. Use banks’ secure procedures and do not publish complete account details or payment documents.
4. Explain partial receipts and differences separately
Record the invoice’s original currency and amount, actual credited currency and amount, confirmed allocation, unresolved differences and remaining balance. Charges, exchange rates, credits, offsets and short payment are different explanations; none should be assumed without evidence. Preserve original figures and finance-approved conversion records where currencies differ.
5. Independently verify account changes and refund requests
If the buyer reports a wrong account, requests a refund, changes the payment route or introduces an unfamiliar third party, do not verify only by replying to that email. Use previously established contacts and internal approvals. In particular, do not refund a supposed overpayment to a new account before finance verifies the original receipt. Promptly raise suspected anomalies with the bank and internal owner.
6. Define what is settled only after reconciliation
Finance should confirm the credit, invoice allocation, treatment of differences and balance before authorized staff decide what to confirm externally. Partial payment settles only the relevant part. Waiving remaining claims, settling a dispute or ending other proceedings requires the necessary approval or professional advice; a receipt email should not casually become a general release.