Reconciliation
Part of Payment reconciliation
Matching payment settlements with store orders
Use payment references, event amounts and payout batches to match store orders to settlements without confusing gross sales with bank deposits.
Match a settlement entry to a store order with the provider payment ID or a reliable order reference in the payment record. Compare the event type, amount and currency, then find the payout batch containing that entry. An order total will rarely match a net bank deposit because the deposit can contain many transactions and adjustments.
Start with the payment record
Export store orders and provider transactions for overlapping dates. Keep the order ID, provider payment ID and any capture or modification reference. Add the event type, amount, currency, status, event time and payout or batch ID where available.
A single payment can create more than one report entry.
Match exact identifiers first. A merchant order reference helps only when the integration sends it consistently and it identifies the intended transaction.
If the reference is missing, treat an amount-and-date match as a candidate for manual review. Several orders can have the same value.
Classify each comparison as matched when the references and financial events explain it, pending when the payment exists but has not reached the expected payout stage, or exception when the reference, amount, currency or status conflicts. Keep both source records and the reason for the decision.
Link the entry to a payout
Group the provider's settled credits and debits by payout or batch and currency. Include refunds, fees and adjustments even if they relate to different orders from the sales in that batch. Compare the resulting net amount with the provider transfer, then trace its reference and amount to the bank statement.
Do not add every payment attempt for an order: identify the successful capture or other relevant financial event. Keep later captures and refunds as separate entries linked to the order.
If the customer paid in one currency and the provider settled in another, retain both amounts and the conversion record.
Before closing a match, check the report's time zone, date range and treatment of pending transactions. Store the payout identifier with the result so the entry can be found again at period close.
Key Reconciliation Metrics
- Total Payouts Processed
- Check via provider report (e.g., Adyen Settlement Details Report)
- Payout Batch ID
- Link to bank statement entry; essential for traceability
- Currency Conversion Records
- Retain both original and settled amounts when currencies differ
