Finance Merchandise Payment Verification Manual

The Merchandise Payment Verification tab in the Finance Portal shows all merchandise orders that have been acknowledged by the Ways and Means committee and are pending payment verification.

Orders appear here automatically after the Ways and Means staff acknowledges them — endorsement emails the Treasurer, and the order's finance status is set to "Pending Finance".

The list auto-refreshes every 5 seconds so new endorsed orders appear without manual reloading.

Each order card displays the product image, title, buyer name and email, quantity, total amount, delivery mode, and the "Paid To" field.

Click "View Proof" to open the uploaded proof of payment in a new tab and validate the receipt.

Use the Search box to filter by buyer name, product title, or email.

Click Confirm on an order to validate the payment. A confirmation dialog appears.

Review the proof of payment link and the "Paid To" details in the dialog.

Optionally enter Remarks for record-keeping.

Click Confirm Confirmation. This sets the finance status to "Confirmed", initializes the fulfillment status based on the delivery mode, and automatically notifies the buyer by email and in-app notification with a full order summary that their payment was confirmed.

The order then returns to the Ways and Means portal for fulfillment tracking.

Click Reject on an order if the proof of payment is invalid or insufficient. A confirmation dialog appears.

Enter Remarks explaining the reason for rejection — these are visible to the buyer.

Click Confirm Rejection. This sets the finance status to "Rejected" and notifies the buyer by email and in-app notification with a full order summary that their payment was rejected.

The order returns to the Ways and Means committee for resolution with the buyer.

Both confirmation and rejection trigger an email and an in-app notification to the buyer, each carrying a full order summary (product, quantity, total amount, delivery mode, delivery address, and product image).

Buyers can track their order status from the My Orders tab in My Membership.

If you have full access, you can confirm and reject payments.

If you have viewing access, the Confirm and Reject buttons are hidden — you can only review the proof of payment.

Always review the proof of payment carefully before confirming. The buyer receives an automated notification immediately upon your decision.

If a proof of payment is unclear or insufficient, use Reject with clear remarks so the buyer knows what to correct.