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Use Case: Reconcile a Negative Disbursement

You can use the Portal to access information about a negative disbursement in the same way as withdrawal disbursements to help you reconcile your financial records, ensure accurate accounting, and identify behaviors in your portfolio that lead to regular refunds and disputes. This tutorial will walk you through the steps to find information about a specific negative disbursement.

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A view of the Withdrawals Details page with a populated Disbursement Details section.

Objective

Use the Withdrawal Details page to manually reconcile your negative disbursement total.


Audience

  • Facilitators

  • Referrers

  • Merchants

Environment

  • Portal (Sandbox)

  • Portal (Production)


Prerequisites

Prerequisites

  • You must have a fully boarded Merchant account to perform any of the actions described in this use case guide.

  • Before you begin using this guide, gather the following documents:

    • Internal transaction records

    • External bank statements

    • External credit and debit card statements

    • External associated and applicable third-party payment service(s) records

    • Disbursement details or disbursement transaction details report

Tips

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

Tip: 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.

Tip: When reconciling a negative disbursment, Refunds and Dispute funds lost in a chargeback decision will display as a negative amount under the “Debit” column.

Tip: “Not Disbursed” totals shown in the Disbursement Details section can be the result of Pending or Held funds and will display as a negative amount under the “Debit” column against the “Credit” total.

Tip: If you find a discrepancy in the reconciliation process, you can click on the out-links on the Disbursement Details page (next to “Sales”, “Fees”, or “Total” row titles) to view more detailed information about the makeup of each entry total and associated dates, entities, and IDs.


Note: Reconciliation vs. Balancing

Reconciliation is the process of comparing your financial records, usually over a longer period, to ensure that the withdrawn amount matches the intended disbursement amount, utilized by Merchants under Statement (Gross) Billing.

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.


Reconcile a Negative Disbursement

1. Access the Withdrawals Page

Click WITHDRAWALS under the Admin category in the left-hand navigation panel to open the Withdrawals page.

2. Access Disbursement Details for a Specific Withdrawal

  • Step 1: Scroll down to the Withdrawals History section and locate the withdrawal associated with your disbursement. Click on any information in the table row to open the Withdrawal Details page.

  • Step 2: Scroll down to the Disbursement Details section.

Result: Use the information in the Disbursement Details section to perform a manual reconciliation.

3. Reconcile the Negative Disbursment

  • Step 1: View the disbursement details section totals for Credits (positive) or Debits (negative) amounts, the amounts disbursed, and the event type that caused the disbursement.

  • Step 2: Add the positive Sales & Fees row amounts shown in the Credit column. Save this total.

  • Step 3: Add the negative Sales & Fees row amounts shown in the Debit column to any Not Disbursed row amounts. Save this total.

  • Step 4: 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 disbursment total.

  • Step 5: Compare your “expected total” against the Total amount shown in the Disbursed column to check for a discrepancy:

    • No Discrepancy: If there are no discrepancies in the disbursment totals, you can finalize and complete your reconciliation process.

    • Disbursment Discrepancy: If you identify any discrepancy in the Disbursed total amount comparison process, proceed to Step 6.

  • Step 6: Using the corresponding information, investigate and resolve any discrepancies caused by missed transactions or calculation errors.

Note: If you believe that you’ve identified a platform amount calculation error, contact Support for assistance in resolving the error.

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


Next Steps

Once the disbursement is reconciled, review the following guides for additional information on related topics:


Conclusion

You now have the information you need to manually reconcile the negative disbursement.


References

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

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