As a merchant using Net Billing, you can use the Balance Details and Disbursement Summary reports to verify that the daily disbursement of funds to your bank account is accurate. The Balance Details report verifies the disbursement entries that make up the daily disbursement total. The Disbursement Summary report verifies the sales, Fees, and refund totals making up the total balance that was disbursed to your FBO account when operating under a daily batch settlement configuration.
This article shows you how to manually balance your daily disbursements using specific settings and values in each report. Users can have different balancing processes, so this process might vary if you’re balancing through other accounting software.
Note
Balancing is the process of maintaining financial equilibrium by verifying that your total daily disbursements align with your available balance and financial goals, used by merchants under Net Billing.
Reconciliation is the process of comparing your financial records, usually over a longer period, to ensure that the withdrawn amount matches the intended disbursement amount, used by merchants under Statement (Gross) Billing.
Balance a Daily Disbursement
If you’re a merchant with a Net Billing configuration, complete all steps in the following sections to balance your disbursement for the day.
Configure Your Balance Details Report
Under Admin in the main side bar, select Reports then Standard Reports.
From the Select Report dropdown menu, select Balance Details.
Select Include all up-to-date data.
In the Report Date dropdown menu, select Yesterday.
(Optional) In the Templates dropdown menu, select a previously saved report template or create a new one from the parameters being set by clicking Add Template.
(Optional) In the Filter By dropdown menu, add a filter for Divisions, merchants, or include both.
Click Generate Report to begin generating your Balance Details report.
Click the CSV or XLS download icon in the upper-right corner of the page to download the report to an Excel-readable format for daily disbursement balancing outside of the Portal or to import it into your preferred accounting software.
Configure Your Disbursement Summary Report
From the Select Report dropdown menu the Standard Reports tab, select Disbursement Summary.
Select Include all up-to-date data.
In the Report Date dropdown menu, select Yesterday.
(Optional) In the Templates dropdown menu, select a previously saved report template or create a new one from the parameters being set by clicking Add Template.
(Optional) In the Filter By dropdown menu, add a filter for Divisions, merchants, or include both.
Click Advanced Filters in the upper right to add the following data columns to the Disbursement Summary report that are recommended for daily disbursement balancing:
Sales: Disbursement totals from transaction sales
Refunds: Disbursement totals from a payment or fee refund
Disputes: Disbursement totals from won chargeback disputes
Fees: Disbursement totals from fees received from other entities
Click Generate Report to begin generating your Disbursement Summary report.
Click the CSV or XLS download icon in the upper-right corner of the page to download the report to an Excel-readable format for daily disbursement balancing outside of the portal or to import it into your preferred accounting software.
Tip
All of your previously generated reports are available for download on the Report History page for a limited time. The page displays each report with an expiration date for when it will no longer be available.
Balance the Daily Withdrawal Disbursements
Using the following columns from the Balance Details report, calculate the total processed Sales, Fee, and Refund amounts for the daily period. Here you can also find other helpful information around each entry making up the balance:
Date: The date of the sale, capture, fee, refund, or other entry type
Event: The type of entry event
Event ID: The specific ID for the event (when transaction)
Description: Description as supplied with the entry event, where applicable
Total: The entry line’s total amount
ID: The entry ID for the associated entry event
Original Event ID: The original transaction or fee
View Pending Entries for amounts that have not finished processing and settling to help clarify any discrepancies between amounts later.
Compare your calculated values from step 1 against the Sales, Refunds, Disputes, Fees, and Other values in the Disbursement Summary report to locate, investigate, and resolve any issues causing discrepancies, such as missed transactions or calculation errors.
Note
Certain interchange fees that amount to less than a full cent ($0.01) are displayed under Not Disbursed on a Disbursement Summary as an undisbursed amount rollover.
Result: After resolving any discrepancies, you can finalize your disbursement totals and complete the daily disbursement balancing process to save for your records. You can continue to use this process each day to validate your daily disbursements in the form of balancing. If you identify any calculation errors from the platform, submit a Partner Services ticket for assistance in resolving the error.
Next Steps
After completing your daily disbursement balancing, review the following articles for information on related topics:
Reconcile Disbursements with a Disbursement Report: Generate a Disbursement Summary report to reconcile your payout totals manually or download the Excel-readable version and import it into your preferred accounting software.
Reconcile Negative Disbursements with a Disbursement Report: Reconcile totals withdrawn from a bank account when refunds or disputes exceed transaction funds with the Disbursement Summary report totals.