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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 will walk you through the steps to generate a new Disbursement Summary Report and perform a manual reconciliation of the disbursement total.

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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 Disbursment Summary report to reconcile your payout.

Audience

  • Facilitators

  • Referrers

  • Merchants

Environment(s)

  • Portal (Production)

Prerequisites

  • Your Merchant, Referrer or Facilitator account must be fully boarded.

  • Live or test data must be processed through the platform to be available to report.

Warnings

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

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 reonciling the correct transactions.

Warning: Each user may 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 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: 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 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 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 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 with a Disbursement Summary Report

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 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 2: In the Report Date dropdown, select Today for daily reconciliation.

  • Step 3: (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 4: (Optional) In the Filter By dropdown, you can optionally add a filter for Divisions, Merchants, or include both.

  • Step 5: 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.

3: Generate your Disbursment Summary Report

  • Step 1: Click the Generate Report button to begin generating your Disbursement Summary Report.

  • Step 2: 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 manual reconciliation outside of the Portal and/or import it into your preferred accounting software.

Result: You have downloaded the Disbursment Summary Report and are ready to reconcile your most recent payout(s) for the day manually or import it into another software.

4: Reconcile your Payout Disbursment

  • Step 1: Add the totals of the Sales, Refunds, Disputes, Fees, and Other column values to calculate your “expected total” for the given disbursement.

  • Step 2: Compare your “expected total” against the Total column to check for any discrepancies.

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

    • Disbursment Discrepancy: If you identify any discrepancies in the disbursement total comparison process proceed to Step 3.

  • Step 3: 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 disbursment totals and complete the reconciliation process to save for your records.


Next Steps

Once you’ve become familiar with this process, review the following use case guides for additional actions that can be taken using different reports:

  • Reconcile Negative Amounts - Learn how to use a Disbursement Summary Report to reconcile totals debited from a bank account using the Reconcile Negative Disbursements use case.


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.


References

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