Reconciliation Report

Go to Reports and then select Reconciliation.

The report contains the net position of all deposits, adjustments, reserves and fee items that are posted to your deposit account on a given day. When processing in multiple currencies, you will see a row per currency for each post date. Refer to the Reconciliation Table below for a definition of the column headings. Use filters to identify and locate a specific post date information. You can filter by Merchant ID, DBA Name, Post Date,  Batch Count, Transaction Count, Total, and Currency. See using filters and how to configure reports for more information on customizing reports.

Note: If you do not have access to the Reconciliation report and would like access, please see the administrator for your account.

Further detail is provided by selecting a row in the report and viewing the Cash Reconciliation. This section is broken into four parts:

Section 1: Provides the batches that contributed to the deposits posted to your deposit account. You can easily navigate to view a batch, based on the Batch History report and associated transactions. Refer to Cash Reconciliation Section 1 Table for a definition of the column headings.

Section 2: The adjustments that may have caused a debit or credit to your deposit account. You can view disputes associated with the adjustment. Refer to Cash Reconciliation Section 2 Table for a definition of the column headings.

Section 3:  The associated deposit items posted to your account, based on the Deposit History report. Refer to Cash Reconciliation Section 3 Table for a definition of the column headings.

Section 4: A summary that ties together disparate information and provides proof and verification of all items impacting your financial position. It is done first by calculating monies owed to you, deducting fees and reserves, plus or minus any adjustments, and then calculating the net deposit versus what was deposited. Refer to Cash Reconciliation Section 4 Table for a definition of the column headings.

Reconciliation

Column Header
Description
Merchant ID
Your Qualpay Merchant ID.
DBA Name
The Doing Business As name listed on your Qualpay Account.
Post Date
Date the deposit will be posted to your account by your bank ( depends on your financial institution).
Batch Count
The number of batches associated with the deposit post date.
Transaction Count
Count of transactions associated with the deposit post date.
Total Amount
Transaction value of sales associated with the deposit post date, recorded in the target currency.
Currency
The currency the batch or batches were processed in. Note that a post date will have separate rows, each associated with a unique processed currency.
Funded Count
Count of Transactions in a batch that Qualpay is funding. The difference between the Transaction Count and Funded Count is accounted for based on whether you are processing American Express transactions through a direct relationship with American Express. If you are, American Express will be responsible for funding you for their associated transactions.
Funded Amount
Funded amount accounts for batches that are processed in a different currency and provides the detail of the USD funded. Also, if the batch was processed in USD, the difference between the Total Amount and Funded Amount is accounted for, based on whether you are processing American Express transactions through a direct relationship with American Express. If you are, American Express will be responsible for funding you for their associated transactions.
Daily Fees
Daily Fees apply to accounts set up for net settlement. Daily fees are the discount % applied to each credit card transaction and will vary based on the type of credit card and the type of the transaction ( i.e., Card Present, Card-not-Present).
Reserve
Applied to accounts approved based on a reserve requirement. The amount held by Qualpay towards your Merchant Reserve.
Adjustments
The adjustment total of debits and credits associated with disputes.
Calculated Deposit
This field shows the calculated value of your deposit (Deposit - Daily Fees - Reserves +/- Adjustments).
Actual Deposit
This field shows the net of deposit items posted to your deposit account.
Variance
If there is a difference between the Calculated Deposit and Actual Deposit, you will view a variance.

Cash Reconciliation - Section 1

This section may contain multiple rows and will include a total of all the batches associated with the post date.

Column Header
Description
Batch Number
A system generated number used to identify your batch. Select the batch number to review the associated Batch Report and transaction details.
Batch Date
The date a batch was settled.
Batch Currency
The currency of the batch. Note that a separate batch will be created per currency.
Sales Count
The total count of transactions in a batch.
Sales Amount
The total value of each transaction in a batch.
Funded Sales
Purchases Funded accounts for batches that are processed in a different currency and provides the detail of the USD funded. If the batch was processed in USD, the difference between the Purchases Amount and Purchases Funded is accounted for, based on whether you are processing American Express transactions through a direct relationship with American Express. If you are, American Express will be responsible for funding you for their associated transactions.
Refunds Count
The number of refund or credit transactions in a batch.
Refunds Amount
The total amount of refund or credit transactions in a batch.
Funded Refunds
Funded Refunds accounts for batches that are processed in a different currency and provides the detail of the USD funded. If the batch was processed in USD, the difference between the Returns Amount and Returns Funded is accounted for, based on whether you are processing American Express transactions through a direct relationship with American Express. If you are, American Express will be responsible for funding you for their associated transactions.
Total Count
The total number of transactions settled in the batch (Purchases count + Returns Count).
Total Amount
Total amount settled in the batch (Purchases Amount - Returns Amount).
Total Funded
Total amount funded into your account in USD. If your batch processed in another currency other than USD, this is the batch Net Amount converted to USD.

Cash Reconciliation - Section 2

This section may contain multiple rows and will include a total of all the adjustments associated with the post date.

Column Header
Description
Adjustment Date
Date the adjustment is processed.
Description
Provides the description of adjustments:
Chargeback
Chargeback Reversal
DDA (Direct Deposit Account) Adjustment
Adjustments can either be debits or credits.
Dispute Control Number
The unique number associated with each dispute type received. Select the Control Number to view the dispute detail. One transaction may receive multiple disputes.
Reference Number

The reference number is a unique number generated for each adjustment made to your deposit account. For disputes, this reference number is the acquirer reference number. You can use the acquirer reference number to search both the Dispute History and Transactions reports for a correlating dispute or initial transaction respectively.
Amount
The dollar value of the adjustment.

Cash Reconciliation - Section 3

This section may contain multiple rows and will include a total of all the deposit items associated with the post date.

Reporting Field
Description
ACH Date
Date of the deposit, adjustment or fee item posted to your deposit (DDA) account.
DDA Number
Demand Deposit Account number.
ACH Description
Provides a short description of the deposit item.
Deposit: Deposits associated with your credit card  processing.
EFT PRM STTLMNT PA: Deposits associated with your ACH payment processing.
Chargeback: Adjustments for chargebacks/disputes can either be debits or credits.
Reference Number
The reference number is a unique number generated for each adjustment made to your deposit account. For disputes, this reference number is the acquirer reference number. You can use the acquirer reference number to search both the Dispute History and Transactions reports for a correlating dispute or initial transaction respectively.
Amount
Amount of the deposit item.

Cash Reconciliation Summary- Section 4

Reporting Field
Description
Total Funded By Qualpay
The total Dollar value of your deposit, which equals the Total Funded in Section 1.
Less Daily Fees
Daily fees apply to accounts set up for net settlement. Daily fees are the discount % applied to each credit card transaction and will vary based on the type of credit card and the type of the transaction ( i.e., Card Present, Card-not-Present).
Less Reserve
Applied to accounts approved based on a reserve requirement. The calculation of the reserve will appear to the right of “Less Reserve” and is based on the Total Purchases Amount in Section 1 * the reserve percentage. The amount deducted displays on the right. Reserves are always deducted from the Total Funded batches in Section 1.
Plus Adjustments
Plus or minus any adjustments (if any.) The sum of the Total Adjustments Amount in Section 2.
Total Calculated Deposit
Total Calculated Deposit = Total Funded by Qualpay - Daily fees - Reserve +/- Adjustments.
Total Actual Deposit
The net of deposit items posted to your deposit account.
Variance
If there is a difference between the Calculated Deposit and Actual Deposit, you will view a variance.