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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.

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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 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

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Reconciliation is the process of comparing your financial records, usually over a longer period, to ensure that the withdrawn amount matches the intended disbursement amount, utilized by Merchants under Statement (Gross) Billing.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


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:

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