--- title: "Reconcile a Negative Disbursement" slug: "reconcile-a-negative-disbursement" updated: 2026-03-26T21:00:00Z published: 2026-03-26T21:00:00Z stale: true --- > ## Documentation Index > Fetch the complete documentation index at: https://resource.payrix.com/llms.txt > Use this file to discover all available pages before exploring further. # Reconcile a Negative Disbursement A negative disbursement is a debit from your entity’s bank account as the result of owed amounts not being covered by your account balance. You can use the Portal to access information about a negative disbursement to reconcile your financial records, ensure accurate accounting, and identify behaviors in your portfolio that lead to regular refunds and disputes. This article shows you how to find information about a specific negative disbursement. > [!NOTE] > **Note** > > - **Reconciliation** is the process of comparing your financial records, usually over a longer period, to ensure that the withdrawn amount matches the intended disbursement amount, used by merchants under *Statement (Gross) Billing*. > - **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*. ## Reconcile a Negative Disbursement Complete all steps in the following sections to manually reconcile a negative disbursement. ### Prerequisites Before attempting this procedure, you must gather the following documents: - Internal transaction records - External bank statements - External credit and debit card statements - External associated and applicable third-party payment service records - Disbursement details or disbursement transaction details report ### Reconcile the Negative Disbursement 1. Select **Withdrawals** under Admin in the main side bar. 2. Scroll to the Withdrawals History section and locate the withdrawal associated with your disbursement. Select any information in the table row to open the Withdrawal Details page. 3. Scroll to the Disbursement Details section, which includes the information for performing a manual reconciliation. 4. View the disbursement details section totals for **Credits**(positive) or **Debits**(negative) amounts, the amounts disbursed, and the event type that caused the disbursement. 5. Add the positive **Sales** and **Fees** row amounts shown in the **Credit** column. Save this total. 6. Add the negative **Sales** and **Fees** row amounts shown in the **Debit** column to any **Not Disbursed** row amounts. Save this total. > [!NOTE] > **Notes** > > - Refunds and dispute funds lost in a chargeback decision are displayed as a negative amount under the Debit column. > - Not Disbursed totals can be the result of pending or held funds and are displayed as a negative amount under the Debit column against the Credit total. > - Certain interchange fees that amount to less than a full cent ($0.01) are displayed under Not Disbursed as an undisbursed amount rollover. 7. Subtract the calculated **Debit** total from the **Credit** total to find your expected total of funds disbursed. Your expected total should also appear as a negative amount in the case of a negative disbursement total. 8. Compare your expected total against the **Total** amount shown in the **Disbursed** column to check for a discrepancy: - **No discrepancy:** If the disbursement totals have no discrepancies, you can finalize and complete your reconciliation process. - **Disbursement discrepancy:** If you identify any discrepancy in the Disbursed total amount comparison process, proceed to the next step. 9. Using the corresponding information, investigate and resolve any discrepancies caused by missed transactions or calculation errors. > [!TIP] > **Tip** > > If you find a discrepancy in the reconciliation process, you can click the links on the Disbursement Details page (next to the Sales, Fees, or Total row titles) to view more detailed information about the makeup of each entry total and associated dates, entities, and IDs. After resolving any discrepancies, you can finalize your disbursement totals and complete the reconciliation process to save for your records. If you identify any calculation errors from the platform, submit a [Partner Services ticket](https://wp4p.zendesk.com/hc/en-us/requests/new?ticket_form_id=28034457383315) for assistance in resolving the error. ## Next Steps After reconciling the disbursement, review the following articles for information on related topics: - [Reconcile Disbursements with a Disbursement Report](/v1/docs/reconcile-disbursements-with-a-disbursement-report): Use the Disbursement Summary report to reconcile your account payouts under Net Billing. - [Reconcile Negative Disbursements with a Disbursement Report](/v1/docs/reconcile-negative-disbursements-with-a-disbursement-report): Use the Disbursement Summary report to reconcile your account charges under Net Billing. - [Withdraw From Your Available Balance](/v1/docs/use-case-withdraw-from-your-available-balance):****Make a one-time or recurring withdrawal from your balance. The process when the Payrix Pro platform sends an ACH transfer to an entity’s (merchant or partner) bank account. A disbursement happens when an entity schedules a withdrawal (payout) from its Available Balance. 1. Any merchant or partner account operating on the Payrix Pro platform. 2. In API terms, the top-level resource for any merchant or partner account. The web portal offered by the Payrix Pro platform to accomplish tasks for their business through a web-based user interface rather than the API. The Payrix Pro portal contains general settings, payment processing options, reporting, fee settings, group assignments, user management, and much more. The balance of an entity account recorded on the Payrix Pro platform identifying the total balance of the entity’s platform-hosted account balance. A process where a customer questions a transaction with their issuing bank or credit card company. Disputes typically arise due to issues such as unauthorized charges, billing errors, or dissatisfaction with a product or service. They can be formal, initiated through the issuer during the preliminary chargeback proceeding, or informal, where concerns are raised directly with the merchant to seek resolution. A dispute initiated by a cardholder regarding the validity of a credit card charge. Chargebacks are usually initiated when the cardholder contacts the issuing bank, often due to an unauthorized charge, a dispute over goods, or other issue. This process results in a reversal of funds from the merchant's account by the card brand issuer, reimbursing the cardholder. To recover the funds, the merchant must provide supporting evidence to contest the chargeback.