These original planning resources use synthetic examples. They contain no customer results or personal records. Confirm product behavior and acceptance criteria in your proposed deployment.
Start with a bill and an allocation
A payment record, an invoice allocation and a bank settlement answer different questions. The payment records money received; the allocation explains which obligation it reduces; settlement confirms the relevant movement of funds. A useful review keeps these states separate.
This worked example uses bill DEMO-B001 for KES 5,000. Receipt DEMO-R001 records KES 3,000 allocated to that bill, leaving KES 2,000 outstanding. The example assumes no other charges, waivers or opening balances. It illustrates a review method, not a particular county’s records or verified software behavior.
| Record | Synthetic value | What to check |
|---|---|---|
| Bill DEMO-B001 | KES 5,000 | Approved charge and identifiable payer reference |
| Receipt DEMO-R001 | KES 3,000 | Unique source payment and allocation to DEMO-B001 |
| Remaining obligation | KES 2,000 | Bill less allocated payment |
| Settlement | Not established in this example | Separate provider or bank evidence required |
Keep exceptions visible
Use a separate synthetic payment, DEMO-R002 for KES 700, to test an unusable reference. Leave it unallocated until an authorized reviewer establishes the correct obligation. It must not reduce DEMO-B001 merely because the dates or amounts look similar.
Once the reviewer establishes the correct bill, record the supporting information, proposed allocation and required approval. The county’s agreed policy determines whether a separate reviewer or supervisor authorizes the allocation.
| Scenario | Review action | Expected evidence |
|---|---|---|
| Missing reference | Investigate without silently clearing an invoice | Payment record, investigation note and approved allocation |
| Duplicate notification | Retry the same source event | One financial effect and a traceable retry record |
| Partial payment | Allocate only the received amount | Remaining balance of KES 2,000 in DEMO-B001 |
| Correction or reversal | Retain the original and record an authorized adjustment | Linked correction, reason and approval history |
| Settlement delay | Keep provider confirmation separate from bank settlement | A pending settlement state with an investigation owner |
Trace the ledger without assuming an accounting policy
The invoice and payment should be explainable in the agreed accounting model. Ask the finance owner to approve the account mappings, recognition basis and treatment of unapplied receipts before a product demonstration becomes an implementation specification.
For each event, inspect the complete journal and confirm that debits and credits balance. Do not add a second revenue recognition entry simply because a payment has arrived if revenue was already recognized at invoicing under the agreed basis. Financial statements need a review of the full policy and records, not just a balanced sample transaction.
Close the period with an exception register
The downloadable worksheet contains the two synthetic payment records above. Their receipt total is KES 3,700: KES 3,000 allocated and KES 700 unallocated. DEMO-B001 still has KES 2,000 outstanding. These totals describe only the sample, not a complete county cash position.
At close, agree a cutoff and use the same period across reports. Record who owns each unresolved item, its age and the next action. Preserve the report filters and sign-off so a later correction can be traced to the earlier close.
To evaluate a supplier, run the same scenarios in its stated version and environment. Record actual observations in the evaluation workbook. A successful demonstration establishes only what was observed in that scope; it does not establish production availability or historical collection gains.
Worksheets and next steps
Open the CSV files in a spreadsheet application and adapt the blank fields to your evaluation. Preserve the synthetic labels when sharing example rows. No registration is required.
Prepared as CountyERP editorial guidance. The examples explain review methods and do not certify compliance, prove a live integration or replace an agreed implementation specification.
Use the evaluation workbook to record observations, evidence and unresolved questions.