How to record payments, reconcile balances and track refunds
For your Pixie CRM team: Follow the Payments & Liabilities workflow in Pixie CRM to record payments, reconcile balances and track refunds.
Before you start
Required access: Manage tax payments. The module must be enabled and its installed version ready for your workspace. Select the intended taxpayer, authority and period before changing a record.
How to record payments, reconcile balances and track refunds
- Select Taxpayer, optional Return, Authority, Tax type, Amount, Method and Scheduled for; choose Record payment instruction.
- Review Payment lifecycle & reconciliation. Reconcile only using the actual authority status, settled amount and confirmation/reference evidence.
- Inspect Liability & refund summary and Return-linked balances.
- Under Record calculated refund select taxpayer, return, authority and calculated amount; choose Record expectation.
- Update Authority refund status with supported adjusted amount/reference evidence as the official outcome changes.
Controls and limits
- Recording a scheduled ACH, withdrawal or official-handoff instruction does not execute or settle a payment.
- Calculated/expected, approved, issued, offset and unknown refund states are different. A calculated refund is not a promise of authority payment.
Check the result
Reopen the affected record and confirm the taxpayer, period, saved values and status. For external actions, inspect the actual authority acknowledgement or settlement evidence; a local saved or queued state is not acceptance.
If you cannot continue
Read the displayed validation or readiness message. Check the module version, role, source scope, authority, period and current approval evidence. If another person changed the record, refresh and review the current version. Give support the screen, error wording and correlation reference; keep passwords, one-time codes and tax identifiers out of public messages.