You can generate a Disbursement Summary report to reconcile a withdrawal disbursement (payout). Perform reconciliation regularly to catch any discrepancies early and maintain accurate financial records. This tutorial shows you how to generate a Disbursement Summary report and use specific values to perform a manual reconciliation of the disbursement total.
Audience: Partner, Merchant
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Reconciliation is the process of comparing your financial records, usually over a longer period, to ensure that the withdrawn amount matches the intended disbursement amount, used by merchants under Statement (Gross) Billing.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.
Note
Each user can have a different specific reconciliation process, some manually and some through other accounting software. This guide covers the manual reconciliation process and the general flow to perform a reconciliation and might vary when importing into accounting software.
Prerequisites
Before attempting this tutorial, you must:
Meet the general prerequisites described in Get Started with Use Case Tutorials.
Have live data processed through the platform to be available for reporting.
Access the Reports Page
Click the PLUS icon next to Reports in the left navigation panel to open a dropdown menu.
Click Create Reports in the Reports dropdown menu to open the Reports page.
Configure your Disbursement Summary Report
From the Select Report dropdown, select Disbursement Summary Report.
Select Include all up-to-date data.
In the Report Date dropdown, select Today for daily reconciliation.
(Optional) In the Templates dropdown, 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, you can optionally 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 manual reconciliation:
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
Tip
If you create filters for a report that you will regularly generate, be sure to save it as a template under the Templates dropdown available on the page to automatically recall your report filtering settings from the previously generated report.
Generate your Disbursement Summary Report
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 manual reconciliation outside of the portal or to import it into your preferred accounting software.
Tip
The report is also available on the Report History page until the expiration date that is displayed on the page. You can use the data in a variety of ways to help improve your business or just for metrics tracking.
Reconcile your Payout Disbursement
Add the totals of the Sales, Refunds, Disputes, Fees, and Other column values to calculate your “expected total” for the given disbursement.
Note
Certain interchange fees that amount to less than a full cent ($0.01) will be displayed under Not Disbursed on a Disbursement Summary as an undisbursed amount rollover.
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.
Using the corresponding Date, Entity ID, and Entity Name column information, investigate and resolve any issues causing discrepancies including missed transactions or calculation errors.
Important!
Verify time periods shown under the Date column to ensure you are reconciling the correct transactions.
Result: After resolving any discrepancies, you can finalize your disbursement totals and complete the reconciliation process to save for your records.
Note
If you identify any calculation errors from the platform, submit a Partner Services ticket for assistance in resolving the error.
Next Steps
When you’re familiar with this process, review the following guides for additional actions using different reports:
Reconcile a Negative Disbursement: Use a Disbursement Summary Report to reconcile totals debited from a bank account.