What was due?
The invoice or assessment describes the obligation you intended to settle. Keep its reference, date, amount, currency and issuing institution.
What was paid?
The payment confirmation records the transaction you made. Keep the payment date, channel, amount and reference. If a debit appears in your account but no receipt is available, preserve the debit information for the follow-up.
What was matched?
The service receipt or account update shows whether the recipient has linked the payment to the right invoice or obligation. Matching those records is commonly called reconciliation.
Cash and digital records
A cash payment can have a digital record. The form of money used and the way a transaction is recorded are separate questions. Where a cash payment is instructed, follow the official channel and retain the receipt just as you would for an electronic payment.
If records disagree
Write down the invoice reference, transaction reference, date, amount and currency. Explain the difference you can see. Keep original documents and share only what is needed through the recipient’s confirmed support route.