Go to Reports and then select Reconciliation.
The report contains the net position of all deposits, adjustments, reserves, and fee items posted to your deposit account on a given day. You will see a row per currency for each post date when processing in multiple currencies. Refer to the Reconciliation Table below for a definition of the column headings. Use filters to identify and locate 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 to define 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 to define the column headings.
Section 3: The associated deposit items posted to your account are based on the Deposit History report. Refer to Cash Reconciliation Section 3 Table to define 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 to define the column headings.
| 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 | The 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 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 based on whether you are processing American Express transactions through a direct relationship with American Express. American Express will be responsible for funding you for their associated transactions if you are. |
| Funded Amount | The funded amount accounts for batches processed in a different currency and provides the detail of the USD funded. The difference between the Total Amount and Funded Amount for USD batches is based on whether you are processing American Express transactions through a direct relationship with American Express. American Express will be responsible for funding you for their associated transactions if you are. |
| Daily Fees | Daily Fees apply to accounts set up for net settlement. Daily fees are the discount % applied to each credit card transaction. They 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 the 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 to identify your batches. Select the batch number to review the associated Batch Report and transaction details. |
| Batch Date | The date a batch was settled. |
| Batch Type | The type of payments that make up the batch, either Card Payment or Bank Payment. |
| 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 | The funded sales amount for a batch. Amounts processed in non-USD currencies have detail in USD. The difference between the Total Amount and Funded Amount for USD batches is based on whether you are processing American Express transactions through a direct relationship with American Express. American Express will be responsible for funding you for their associated transactions if you are. |
| 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 | The funded refunds amount for a batch. Amounts processed in non-USD currencies have detail in USD. The difference between the Total Amount and Funded Amount for USD batches is based on whether you are processing American Express transactions through a direct relationship with American Express. American Express will be responsible for funding you for their associated transactions if you are. |
| 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 is processed in another currency other than USD, the batch Net Amount is 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's detail. One transaction may receive multiple disputes. |
| Reference Number | A 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 the Dispute History and Transactions reports for a correlating dispute or initial transaction. |
| 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 | A 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 the Dispute History and Transactions reports for a correlating dispute or initial transaction. |
| Amount | Amount of the deposit item. |
Cash Reconciliation Summary- Section 4
| Reporting Field | Description |
|---|---|
| Total Funded By Qualpay | Your deposit's total dollar value 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. They 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 reserve calculation 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 is displayed 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 the Actual Deposit, you will view a variance. |