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Use Case: Reconcile Disbursements with a Disbursement Summary Report
You can generate a Disbursement Summary Report to reconcile a withdrawal disbursement (payout). This tutorial walks you through the steps to generate a new Disbursement Summary Report and perform a manual reconciliation of the disbursement total.
A view of the Reports page generating a Disbursement Summary Report using the Include all up-to-date data option and the Advanced Filters set to display Sales, Refunds, Disputes, and Fees column data.
Objective
Use the Portal to generate a Disbursement Summary report to reconcile your payout.
Audience
Referrers
Merchants
Environment(s)
Portal (Production)
Prerequisites
Your Merchant or Referrer account must be fully boarded.
Live or test data must be processed through the platform to be available to report.
Warnings
Warning: When performing a manual reconciliation of your payout disbursements, be sure to verify your calculations to mitigate errors in determining your expected totals.
Warning: Verify time periods, shown under the Date column of the Disbursement Summary Report to ensure you are reconciling the correct transactions.
Warning: 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.
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
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.
Tip: All of your previously generated reports for a limited time period will be available in the Report History page to be called at any time while available. Each report shown on this page displays an expiration date for when it will no longer be available.
Tip: Perform reconciliation on a regular basis to catch any discrepancies early and maintain accurate financial records.
Additional Resources
See the tips below to help you get started.
See Reporting Values for a table with descriptions of data shown on various reports to help better interpret the report for reconciliation.
Note: Reconciliation versus 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, 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
Ensure that you complete all steps in the following sections.
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
Result: Your Disbursement Summary Report is now configured and ready for you to generate.
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.
Result: You downloaded the Disbursement Summary Report and are ready to reconcile your most recent payouts for the day manually or import it into another software.
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.
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.
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 disbursement totals and complete the reconciliation process to save for your records.
Next Steps
When you’re familiar with this process, review the following use case guides for additional actions that can be taken using different reports:
Reconcile Negative Disbursements: Learn how to use a Disbursement Summary Report to reconcile totals debited from a bank account.
Conclusion
When the Report has finished being generated, you can use the data in a variety of ways to help improve your business or just for metrics tracking.
The Disbursement Summary Report will also be made available under the Report History page until the expiration date that is displayed on the page.