Match the payment to the right quote
Open the latest written quote and its payment request. The reference beginning with Q- identifies your quote, while CH- identifies your enquiry. Record the version and items you intend to pay for. Goods, purchasing services and later shipping may have separate payment stages. Ask the team to confirm the amount currently due when an item is still estimated or details of the finished shipment remain open.
- Keep the quote and enquiry references with the approved items.
- Confirm the amount due, currency and purpose of any partial payment in writing.
Choose a method after comparing the total cost
Compare your account charge with the amount to be credited to the order. A Stripe link shows options available for that payment. Alipay suits a payment you can approve through your account. Bank T/T can suit payments through your company bank account once the banking details are confirmed. Before choosing, clarify any payment charge, currency conversion and allocation of costs.
- Compare the payment currency with the currency of your funding account.
- Confirm the amount the payee expects and any possible deductions.
- Check the options in the current link or confirmed instructions.
Pay through the Stripe payment link
Open the link for the confirmed quote. Compare the displayed business name, description, amount and currency with the written instructions. Choose an option offered on that page and complete the confirmation requested. Available options depend on the payment and supported methods. Keep the confirmation page and any receipt issued so the payment can be matched to your order.
- Ask before confirming if the amount differs or the description is unclear.
- Keep any transaction or receipt reference alongside the quote reference.
Use the approved Alipay link or merchant QR code
Follow the Alipay link or merchant QR code confirmed for your order and check the payment page in the app. The amount may be filled in or require entry, depending on the flow. Match the payee and amount to the payment request. If the app shows a different currency from the quote, clarify how the amounts correspond before approving. Alipay may also appear as an option within a Stripe payment link.
- Complete confirmation in the app and check the result it displays.
- Keep the Alipay transaction number, amount and date with the quote.
Prepare a bank T/T transfer
Copy the confirmed banking instructions into your payment order. Include the beneficiary name, account number and requested receiving bank details. Use an IBAN where the bank supplies one for that account. An international transfer may require a BIC or SWIFT code. Check the target currency and that the account can receive it. Before sending, agree who covers bank charges and any intermediary bank costs.
- Match the name, account, bank and currency to the written instructions.
- Put the payment reference agreed with the team in the reference field.
- Match any offered OUR, SHA or BEN charge option to the agreed received amount.
Keep the payment status with the evidence
After initiating payment, save the record with its date, amount, currency and transaction reference. Note the displayed status, such as submitted, processing or successful. For a bank transfer, check your bank’s tracking. The bank may use a UETR reference to investigate its progress. Give the team the quote or enquiry reference with the payment details so incoming funds can be matched to the correct order.
- Record the payment service status and the team’s receipt confirmation separately.
- For multiple payments, associate each record with the part of the order it covers.
Resolve a pending payment before trying again
If the page closes, a message is missing or the payment remains in progress, check the existing transaction first. Review the payment history or banking app and tell the team its reference and status. Agree a further payment after establishing what happened to the first attempt. Take the same step when you want to switch between Stripe, Alipay and a bank transfer.
- Report any charge already visible together with the unresolved status.
- After a confirmed failure, check the payment instructions again before retrying.
Confirm receipt and the next order approval
Ask the team to confirm the amount received, the quote it belongs to and any remaining balance. Then record the next approval for purchasing, paying the supplier or dispatch. A partial payment needs a clear allocation to the items it covers. To change a payment, request a refund or investigate a possible duplicate, contact the team with the original reference and reason. The applicable handling is checked for the transaction concerned.
- For a change, confirm an updated payment request and the remaining balance.
- For a refund, record the agreed amount, payment route and subsequent status.
Identify the payment stage before deciding what happens next
Read the status together with the record that supports it. A card authorisation can reserve an amount before the payment is captured. A successful provider payment and a later payout to a bank account can have different records. Ask our team which amount has been received or credited and which quote and instalment it has been matched to. Purchasing and shipping then follow the written approval for that stage.
- Keep the provider or bank reference and its exact status wording.
- Record the amount allocated to this order and any open difference.
- Ask which goods or service step is authorised and who confirms it.
Track a refund from request through to the account record
A refund request starts a review of the original payment and the order. Ask us to confirm the approved amount, whether the refund has been initiated and the available reference. For a Stripe refund the original payment method normally receives the funds, and a card refund can appear as a reversal of the original charge. Check both the original transaction and a separate credit entry. If the refund is pending or unsuccessful, share the recorded status so the team can check the original transaction before agreeing the next action.
- Original payment reference, requested amount and reason.
- Approved amount, submitted status and refund reference when available.
- Observed account credit or reversal, currency and date.
Verify changed instructions using your established contact
If the beneficiary or account on a new payment instruction differs from the approved version, pause approval and contact us through the channel you already use. Ask the team to confirm the revised instruction, reason for the change, beneficiary, account and currency. Compare that confirmation with the actual merchant payment page or banking confirmation. A shortened or localised Alipay bank-statement description can differ from the merchant name, so use the transaction reference to investigate an unfamiliar entry.
- Keep the earlier and revised instruction versions with the same Q or CH reference.
- Describe what changed without sending card details, passwords or security codes.
- Use the payment-details enquiry below to request written confirmation.
Sources
Swift · Payment tracking reference