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Use Case: Balance Daily Disbursements

You can balance daily disbursements using a Balance Details Report to verify individual entries making up the daily disbursement and a Disbursement Summary to verify 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, which is common for Merchants with Net Billing. This tutorial will walk you through the steps for balancing the daily disbursement amounts you receive as a Merchant.

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A view of the Reports page generating a Balance Details Report using the “Include all up-to-date data” option and the “Report Date” set to pull data from exactly 24 hours before generation.

Objective

Use the Balance Details Report and the Disbursment Summary Report with specific settings to verify daily disbursements of funds to your bank account is accurate.


Audience

  • Merchants

Environment

  • Portal (Production)


Prerequisites

Prerequisites:

  • You must have a fully boarded Payrix account to perform any of the actions described in the use case guides.

  • You must be a Merchant under a Net Billing configuration under your Referrer.

Warnings

Warnings will provide insight or advice to avoid risk, visibility, and overall product performance issues during this use case.

Warning: When performing a daily balancing of your payout disbursements, be sure to verify your calculations to mitigate errors in determining your expected totals.

Warning: Each user may have a different specific reconciliation process, some manually, and some through other accounting software. This tutorial covers the manual disbursement balancing process with the general flow to balance disbursements with our reporting options and may vary when importing into Accounting software.

Tips

Tips will provide suggestions to streamline or better prepare you to apply this use case tutorial.

Tip: All of your previously generated reports for a limited time period will be available in the Report History page to be recalled at any time while available. Each report shown on this page will display an “Expiration Date” when it will no longer be available.

Tip: Perform daily disbursement balancing for daily withdrawal flows to minimize discrepancies and maintain accurate financial records.

Additional Resources

  • See Reporting Values for a table with descriptions of data shown on various reports to help better interpret the report for reconciliation.

  • See Available Portal Reports for more details about each report type mentioned within.


 Note: Balancing vs. Reconciliation

Balancing is the process of maintaining financial equilibrium by verifying that your total daily disbursements align with your available balance and financial goals, utilized 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, utilized by Merchants under Statement (Gross) Billing.


Balance a Daily Disbursement

1: Access the Reports Page

  • Step 1: Click the PLUS icon next to Reports in the left-hand navigation panel to open a drop-down menu.

  • Step 2: Click Create Reports in the Reports drop-down menu to open the Reports page.

2: Configure your Balance Details Report

  • Step 1: From the Select Report dropdown, select Balance Details Report.

  • Step 2: For “How would you like to generate your report?”, select “Include all up-to-date data”.

  • Step 3: In the Report Date dropdown, select Yesterday.

  • Step 4: (Optional) In the Templates dropdown, select a previously saved report template or create a new one from the parameters being set by clicking the “Add Template” button within.

  • Step 5: (Optional) In the Filter By dropdown, you can optionally add a filter for Divisions, Merchants, or include both.

  • Step 6: Click the Generate Report button to begin generating your Balance Details Report.

  • Step 7: Click the CSV or XLS download icon in the upper right-hand corner of the page to download the report to an Excel-readable format for daily disbursement balancing outside of the Portal and/or import it into your preferred accounting software.

3: Configure your Disbursement Summary Report

  • Step 1: From the Select Report dropdown, select Disbursement Summary Report.

  • Step 2: For “How would you like to generate your report?”, select “Include all up-to-date data”.

  • Step 3: In the Report Date dropdown, select Yesterday.

  • Step 4: (Optional) In the Templates dropdown, select a previously saved report template or create a new one from the parameters being set by clicking the “Add Template” button within.

  • Step 5: (Optional) In the Filter By dropdown, you can optionally add a filter for Divisions, Merchants, or include both.

  • Step 6: 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.

  • Step 7: Click the Generate Report button to begin generating your Disbursement Summary Report.

  • Step 8: Click the CSV or XLS download icon in the upper right-hand corner of the page to download the report to an Excel-readable format for daily disbursement balancing outside of the Portal and/or import it into your preferred accounting software.

4: Balance the Daily Withdrawal Disbursement(s)

  • Step 1: 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

  • Step 2: View Pending Entries for amounts that have not finished processing and settling to help clarify any discrepancies between amounts later.

  • Step 3: 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 including missed transactions or calculation errors.

Note: If you identify any calculation errors from the platform, contact Support for assistance in resolving the error.

Result: After resolving any discrepancies, you can finalize your disbursment totals and complete the daily disbursement balancing process to save for your records.


Next Steps

Once you’ve completed your daily disbursement balancing, review the content below for related issues:

  • Reconcile a Payout with a Disbursement Summary 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 using the Reconcile a Payout with a Disbursement Summary Report use case.

  • Reconcile Negative Disbursements with a Disbursement Summary Report: You can reconcile totals withdrawn from a bank account when refunds or disputes exceed transaction funds with the Disbursement Summary Report totals using the Reconcile Negative Disbursements with a Disbursement Summary Report use case.


Conclusion

You’ve now successfully balanced your disbursement for the day, you can continue to use this process each day to validate your daily disbursements in the form of balancing.


References

Click the links or items below to access any of the following pages:

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