ReconHub has always done what many finance teams have to do manually and time-consuming: the automated reconciliation of sales transactions with payment processor settlement data and actual bank credits. This two-step reconciliation - first sales with the payment processor, then payment processor with the bank - is the basis for accurate financial data and a clean audit trail.
However, this process traditionally ends at a level that is simply not sufficient for many industries: the aggregated transaction. The total amount is correct, the payment is reconciled - but which items were sold in this transaction? What proportion is attributable to which VAT rate? And how is the ERP system supposed to update the stocks if it only sees totals but not individual items?
This is exactly where ReconHub's Order Management module comes in.
The order management module imports orders directly from the POS systems - including all individual items, i.e. line items with item description, quantity, price and assigned VAT rate. ReconHub normalizes the incoming order data: Different formats, systems and data structures from different cash register manufacturers are brought into a standardized, processable format. The result is a clean, consistent database - regardless of how many or which POS systems are in use.
For financial accounting, this means an end to collective data that has to be laboriously broken down manually. Every order is traceable, every item sold is documented and the entire process is automated.
What makes the Order Management module particularly powerful is the complete consistency of the data. For each individual item in an order, ReconHub shows which transaction the payment processor used to pay for this item - and whether the corresponding money has already been received in the bank account, including the exact date of receipt.
This may sound like a minor detail, but it has significant consequences for financial accounting. Open items can now be tracked not only at transaction level, but also at item level. Discrepancies between sales, remuneration and bank receipts are immediately visible - exactly where they occur. For monthly financial statements, tax audits and internal controls, this means a completely new level of traceability.
Often underestimated in practice, but extremely relevant from an accounting perspective: Many transactions contain items with different VAT rates. This is commonplace in food retailing, catering and retail - a customer buys both regular and reduced taxed items in a single transaction.
Without item-specific data, this situation results in a collective entry that is difficult to withstand a tax audit. The Order Management module records the complete tax information record for each individual item: gross amount, net amount, VAT amount and the assigned tax rate. This structured data is exported directly to the ERP system, where it enables tax-compliant, audit-proof posting - automatically, without manual post-processing.
A particularly illustrative example of the strengths of the Order Management module is the scenario of a petrol station with a store operated by a leaseholder. Here, the operator sells both fuel and store products in a single payment transaction - possibly combined with items that are processed on commission for the petrol station group.
From an accounting perspective, this is a complex situation: different owners, different revenue accounts, different VAT rates - and yet a single cash transaction. Without line item data, it is simply not possible to split this transaction correctly and transparently in the ERP system. In practice, this leads to estimated values, manual corrections or simple collective postings that do not provide a reliable basis for either the lessee or the group.
The order management module in ReconHub creates precisely this transparency. Each item in the transaction is assigned to an article with a tax rate. In addition, it is directly visible for each item via which payment transaction of the payment processor it was settled and when the money arrived in the bank account. The leaseholder can see exactly which items he has sold on his own account and which were processed on behalf of the service station operator. The ERP system receives structured, ready-to-post data - without manual intervention.
In addition to the accounting dimension, the Order Management module also has a direct impact on inventory management. Based on the actual sales data, ReconHub automatically updates the stock levels for each item sold. This data is transferred in a structured way to the ERP system, where it can be used for inventory management.
The result is inventory planning that is based on real sales figures instead of projections. Inventory differences are reduced, overstocking can be avoided and repeat orders can be triggered on a data-driven basis. For financial managers, this means less capital tied up in incorrectly sized stocks and a better basis for cash flow forecasts.
What makes the Order Management module particularly valuable is its seamless integration into the existing ReconHub process. Order receipt, payment processing, automatic reconciliation with the payment processor, correct VAT breakdown and finally the structured export to the ERP system - all of this takes place in a single platform, without media disruptions.
For finance teams, this means that the entire order-to-cash process is automated, traceable and auditable. There are no gaps between the POS system and accounting, no manual intermediate steps that could cause errors and no loss of time during month-end closing due to unresolved differences at item level.
Payment reconciliation has long been more than just an operational reconciliation of figures. It is a central control instrument for financial managers - and the quality of the data that is processed determines the quality of the entire financial accounting system.
The Order Management module takes ReconHub to the next level: from the transaction to the order, from the aggregated amount to the individual item, from the collective posting to the fiscally correct, audit-proof posting. And the direct linking of article items, payment transactions and bank receipts creates a level of transparency that would simply not be achievable with manual processes. For companies with complex product ranges, mixed tax rates or specific operator models, this is not a nice-to-have - it is the basis for clean figures.
Would you like to know how the Order Management module works in your environment? We'd be happy to show you in a live demo.