Define the expected amount
Begin with successfully delivered COD orders and the amount expected after agreed deductions.
Record settlement periods
Link orders to the period in which payment should be received.
Match actual payouts
Compare settlement receipts with expected amounts and identify differences.
Age unresolved balances
Group outstanding items by how long they have remained unpaid.
Keep order-level traceability
Every outstanding amount should remain traceable to the underlying orders.
Age balances by settlement date
Outstanding value should be grouped by expected payout date so old exceptions are visible instead of being mixed with current settlements.
Reconcile deductions separately
Courier fees, return charges and adjustments should be recorded explicitly. Net payouts are difficult to explain when all deductions are hidden inside one difference.
Every event should remain connected to the product, contact or transaction that created it. That is what lets ERP explain a number instead of only displaying it.