Purpose

This guide defines daily routines and critical intervention steps for the Rentiva financial operations team and system administrators.

📖 Financial Operations Runbook

Financial operations consist of sequential steps designed to maintain the system's cash flow and data integrity.

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🕒 Daily Reconciliation

The following checks must be performed at the start of each business day:

1. Pending Payouts: Review the aging of pending requests via the Payout List Table. Flag any requests older than 48 hours for review.
2. Ledger Balance: Verify that the total debit/credit balance in the Ledger tables is consistent with the Net Balance reported by the system.
3. Failed Webhooks: Scan the WebhookLog table to identify failed payment notifications.

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⚖️ Governance Operations

Intervention procedures via GovernanceService for critical situations:

❄️ Vendor Freeze

When suspicious activity is detected:

• Enter the Vendor ID in the Governance panel.
• Activate the Freeze flag.
• This action suspends all of the vendor's pending payouts and prevents them from creating new requests.

🔓 Payout Approval Cycle (Maker-Checker)

• Maker: The operations officer reviews and lists the request.
• Checker: The finance manager performs the Bulk Approve action after confirming that the operations officer has not approved a payout to their own account.

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📝 Audit Log Verification

In the event of any financial dispute:

1. Locate the transaction ID in the mhm_rentiva_ledger table.
2. Verify that it matches the audit record created by GovernanceService::log_decision().
3. Confirm forensic integrity by checking timestamp and IP address consistency.

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🔄 Reversal Management

For erroneous or duplicate payments:

• Use the Ledger::record_reversal() method to add a new "Reversal" entry.
• Never delete or update an existing Ledger record.

Section Summary

• The "Delete" permission does not exist at any level in operational steps.
• Every intervention must leave an audit record.
• Daily reconciliation is mandatory for the financial health of the system.

Changelog

Date	Version	Note
23.04.2026	4.27.2	English translation added.
19.03.2026	4.21.2	Page updated with reconciliation and Governance operational steps.