Request specific details instead of repeating the receipt request
Ask for the transfer amount and date, the sending account holder’s name, the bank and the transaction reference. If a complete document cannot be sent immediately, these details allow the accounts team to begin searching. Do not rely on “payment has been made” alone or mark the invoice as closed.
Check the account within the correct range
Search the stated transfer date and nearby dates, comparing the amount, payer name and reference with open invoices. Also verify which bank account details were supplied to the customer, because funds may have been sent to another company account or older details. If a transfer appears without a clear reference, use the unidentified transfer reconciliation guide.
Verify who sent the funds
The transfer may come from a related company or another person and therefore may not show the debtor’s name. Ask for the relationship and intended invoice before allocating the amount. Use the third-party payment guide to document the payer and transaction purpose without confusing the payer with the debtor.
Distinguish an instruction from receipt of funds
The debtor may show a payment request or an image from its internal system, but that does not by itself show that funds reached your account. Record the transaction as pending verification, request the execution notice or reference, and confirm payment after receipt and reconciliation. If the transfer is cancelled, rejected or remains pending, keep the balance open until it is actually settled.
Send the reconciliation result in writing
If the payment is found, state the amount, receipt date, invoice allocation and remaining balance. If it is not found, send a short account of the search, identify the missing details and ask the debtor to check with its bank. Where several invoices are open, update the overdue invoice statement so both parties can see the precise effect of the payment.
When should you request an assessment?
Request an assessment if the payment claim continues without details, the parties disagree about the account or invoice, a transfer appears from an unknown party, or a balance remains after reconciliation. Prepare the statement, invoice, correspondence and bank record using the claim document checklist. THIQA specialises in debt collection and receivables recovery inside Oman. Creditors outside Oman may request assistance against a company or individual inside Oman. Request an assessment and send the case summary and balance.
General information, not legal, banking or accounting advice or a guarantee of recovery. The appropriate step depends on the records, reconciliation result and bank procedures.