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Use Case: Reconcile a Withdrawal Disbursement
You can use the Portal to access information about a withdrawal disbursement that can help you reconcile your financial records and ensure accurate accounting. This tutorial will walk you through the steps to find information about a specific withdrawal disbursement to perform a manual reconciliation.
A view of the Withdrawals Details page with a populated Disbursement Details section.
Objective
Use the Withdrawal Details page to manually reconcile your withdrawal disbursement.
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 reports
Warnings
Warnings will provide insight or advice to avoid risk, visibility, and product performance issues during this use case.
Warning: 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.
Tips
Tips will provide suggestions to streamline or better prepare you to apply this use case tutorial.
Tip: “Not Disbursed” totals shown on the Disbursement Details section can be the result of Pending or Held funds and will show as a “debit” or negative amount against your total Credit amount.
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Reconciliation is the process of comparing your financial records, usually over a longer period, to ensure that the withdrawn amount matches the intended disbursement amount, utilized by Merchants under Statement (Gross) Billing.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 Withdrawal 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 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. Then, add all negative amounts for the same rows and any negative values shown in the Not Disbursed row under the Debit column. Subtract the calculated Debit total from the Credit total to gather your “expected total” of funds disbursed.
Step 3: Compare your “expected total” against the Disbursed column Total row value 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 4.
Step 4: To try and resolve a discrepancy, you can click on the out-links next to Sales, Fees, or Total row titles to view more granular information about the makeup of each total and its associated dates, entities, and IDs. Using the corresponding information, investigate and resolve any discrepancies caused by 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 reconciliation process to save for your records.
Next Steps
Once the disbursement is reconciled, review the following guides for additional information on related topics:
Reconcile Disbursements with a Disbursement Summary Report: Reconcile your account payouts under Net Billing using the Reconcile Disbursements with a Disbursement Summary Report use case.
Reconcile Negative Disbursements with a Disbursement Summary Report: Reconcile your account charges under Net Billing using the Reconcile Negative Disbursements with a Disbursement Summary Report use case.
Schedule a Withdrawal for Multiple Merchants: Learn how to schedule a withdrawal for multiple merchants in a group using the Setup a Multi-Merchant Withdrawal Schedule use case.
Withdraw From Your Available Balance: Learn how to make a one-time or recurring withdrawal from your balance on the Portal using the Withdraw From Your Available Balance use case.
Conclusion
You now have the information you need to manually reconcile the disbursement.
References
Click the links or items below to access any of the following pages:
Withdrawals page [Merchants][Referrers][Facilitator]
Withdrawal Details page [Merchants][Referrers][Facilitator]
Reconcile Negative Disbursements with a Disbursement Summary Report