A daily order and payment checklist

1. Agree which day and outlet you are checking

Choose a clear start and end time for your review. If service runs past midnight, record whether you are checking the calendar day or the service period. Use the same boundary for each report you compare.

Keep outlets separate while investigating a difference. Combining them too early can hide an overstatement in one outlet behind a shortfall in another.

• Record the outlet and the time period.
• Keep the report or export used for the review.
• Assign one person to complete the check and another to review unresolved items.

2. Separate orders, payments and payouts

An order records what the customer bought. A payment records money collected. A payout records money transferred to your bank. These records can belong to different dates, so their daily totals do not have to match.

Start with individual references. Match paid orders to payment records, then use settlement or payout references to understand which payments were included in a bank transfer. Keep cancellations, failed payments and refunds visible rather than treating every order as a completed sale.

3. Explain differences before changing records

When two totals differ, check timing, refunds, fees and the set of orders included before assuming money is missing. For a provider-managed payment, use the provider’s transaction and settlement records alongside the bank entry.

A useful exception entry contains the order reference, payment reference, amount, current status, explanation and person responsible. Avoid copying customer contact details into a shared sheet when references are enough.

• Paid order without the expected payment reference.
• Payment received after the review period ended.
• Refund requested but not yet confirmed.
• Payout scheduled for a later date.
• Fee or adjustment that needs an explanation.

4. Carry unresolved items into the next review

Mark an exception resolved only when you have evidence, such as a confirmed refund or a matched bank entry. Keep the original references and note what changed. Escalate an unexplained difference to the responsible payment or support team.

This is a manual operating checklist. In GullyBite, use the order and payment records available to your outlet as inputs, and confirm the relevant finance features with the team. The checklist does not imply that automatic reconciliation is available.

Bring accounting classifications and tax questions to your accountant. The purpose of this review is to make the underlying records and outstanding questions clear.