---
title: "Reconcile Negative Disbursements with a Disbursement Report"
slug: "reconcile-negative-disbursements-with-a-disbursement-report"
updated: 2026-03-26T17:44:23Z
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 Negative Disbursements with a Disbursement Report

You can generate a Disbursement Summary report to manually reconcile negative disbursements like you would typical withdrawal disbursements. 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, typically the result of refunds or lost chargeback disputes. Regular reconciliation of negative disbursements is crucial to maintaining accurate financial records.

This article shows you how to generate a new Disbursement Summary report and use certain [values](/v1/docs/reporting-values) to perform a manual reconciliation of the negative total. Users can have different reconciliation processes, so this process might vary if you’re performing a reconciliation through other accounting software.

> [!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**Reconciliation** is the process of comparing your financial records, usually over a longer period, to ensure that the withdrawn amount matches the intended disbursement amount, used by merchants under *Statement (Gross) Billing*.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 with a Disbursement Summary Report

Complete all steps in the following sections to reconcile negative disbursement totals.

### Configure Your Disbursement Summary Report

1. Under Admin in the main side bar, select **Reports** then **Standard Reports**.
2. From the **Select Report** dropdown menu, select *Disbursement Summary*.
3. Select **Include all up-to-date data**.
4. In the **Report Date** dropdown menu, select *Today* for daily reconciliation.
5. (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**.
6. (Optional) In the**Filter By** dropdown menu, add a filter for Divisions, merchants, or include both.
7. Click **Advanced Filters** in the upper-right corner to add the following data columns to the Disbursement Summary report that are recommended for manual reconciliation:

> [!TIP]
> **Tip**
> 
> If you create filters for a report that you regularly generate, be sure to save it as a template under the Templates dropdown menu to automatically recall your report filtering settings from the previously generated report.
  - **Refunds:** Disbursement totals from a payment return or fee refund
  - **Disputes:** Disbursement totals from won or lost chargeback disputes
8. Click **Generate Report** to generate your Disbursement Summary report.
9. 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 manual reconciliation outside of the portal or to import it into your preferred accounting software.

> [!TIP]
> **Tip**
> 
> The report is also available on the Report History page for a limited time. You can use the data in various ways to help improve your business or just for metrics tracking.

### Reconcile Your Negative Disbursement

1. Create a filter for the **Total** column to isolate any negative amounts in a spreadsheet viewer, such as Excel. The total should be less than $0.00.
2. Use the corresponding **Entity ID** and **Entity Name** column information to confirm that the negative disbursement is associated with the correct entity.
3. Investigate each amount displayed in the **Refunds**and **Disputes** columns to better understand the reasons for each negative disbursement.

> [!NOTE]
> **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.
4. Add the totals of the **Refunds** and **Disputes**column values to calculate your expected total for the given negative disbursement.
5. Compare your expected total against the **Total** column to check for any discrepancies.
  - **No discrepancies:** If the disbursement totals have no discrepancies, you can finalize and complete your reconciliation process.
  - **Disbursement discrepancy:** If you identify any discrepancies in the disbursement total comparison process, proceed to the next step.
6. Using the corresponding **Date**, **Entity ID**, and **Entity Name** column information, investigate and resolve any issues causing discrepancies, such as missed transactions or calculation errors.

> [!WARNING]
> **Important!**
> 
> Verify time periods shown under the Date column to ensure you are reconciling the correct entries.

**Result:** After resolving any discrepancies, you can finalize your negative 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.

The process of creating a disbursement of account balance funds to an entity’s registered deposit account. This process is also known as a *payout*.

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.

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.

The balance of an entity account recorded on the Payrix Pro platform identifying the total balance of the entity’s platform-hosted account balance.

In a Payrix Pro context, charges set by partners to monetize payment services for merchants. Partners can customize fees for specific merchants or set portfolio-wide fees using Groups.

By default, fees are applied to the merchant and paid to the partner account. A processed entry deducts the fee from the entity paying the fee. This fee is reflected in the entity's Available Balance and can be reviewed on the Balance Details page.