Every record has a purpose
An invoice identifies the service and amount due. A payment status records what happened to the payment instruction. A reference helps match the two when a finance team reconciles the transaction or investigates a query.
Payment administration, shipment documents and customs decisions have different purposes. A connection between systems can exchange defined information while those responsibilities remain separate.
Reading the information flow
- 01
Invoice
The service, amount, payer and recipient.
- 02
Payment
The transaction reference and payment status.
- 03
Reconciliation
The record that matches the payment to the correct invoice.
Access, storage and use
For a particular service, the service and data-processing terms establish the records required, the organisations responsible for their use and the people authorised to access them. Storage, transfers, retention and incident handling are separate parts of that arrangement.
The location of a company website does not establish where a payment system’s operational records are stored. A border-service payment record is also different from an identity or biometric record. Each needs to be understood in the context of the relevant service.
Discuss your institution’s requirements
Our team can discuss the service, records and responsibilities relevant to a proposed implementation. Enquiries should describe the process at a high level; confidential operational records belong in an agreed exchange channel.
Discuss an implementation