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Reconciliation

1. Introduction

Processing online transactions can be challenging. Apart from solving the technical aspect, you also want to keep track of your income and spending generated by your transactions.

We are proud to offer you a solution going full circle: Our Reconciliation module gives you maximum transparency of what you earn and what you pay for processed transactions.

Watch the video to get a first-hand impression of how this module helps you:

All the services described in this guide are available for Full Service. We offer selected services for Collect (when you have separate contracts with us for both our gateway and our acquiring services

This guide refers to the module in the Back Office. If you are using the Settlement Module of our Merchant Portal, contact us to learn more

2. Get started

To use this service, make sure that  

  • You have a production account on our platform 
  • The option RECON Reconciliation is activated in your account (Check this in your Back Office via Configuration > Account > Your options > Available options or Default Options). If the option is not available, contact us
  • Your acquiring service is done via either direct.Full-Service or Collect

3. Understand Reconciliation

Our module helps you distinguish between the gross amount (what you charge to your customers) and the net amount (what you effectively receive) for each transaction. Reconciliation is a process that links your financial movements to your transactions.

This process results in an aggregated financial movement and a reporting. It provides the details of the flows and events included in this process.

Our guide will teach you to

  • Understand what you earn per transaction (status 9 transactions)
  • Track how much you spend on refunds (status 8 transactions) and chargebacks (status 84 transactions)
  • See how much you pay for each transaction and for what service exactly
  • Match you bank statements with the transactions processed and the cash flow

4. Use Reconciliation tools

The tool provides your various ways to understand your transactions earnings and costs

To use it, go in the Back Office to Reconciliation. Different tabs are available offering different ways to get this information.

As soon as on the module is activated in your Back Office, it will register all transactions processed. However, it will not register transactions processed before the module activation

Configure Push Reports

In Reconciliation > Configuration, you can configure Push Reports we sent to you automatically. You can choose between different formats. Have a look at all the existing variants our platform has to offer:

  • Payout Report
  • Payout report including non-transactional data
  • Payout report including non-transactional data and currency informations
  • Payout report full scheme reporting
  • Payout report full scheme reporting with exchange fee and rates

To configure a report of your choice, click on “Configure” respectively and fill the fields as described in our dedicated chapter in our Push Reports guide.

The image shows how to access the configuration screen for Push Reports.

Download Payout reports

In Reconciliation > Download, you can download reports directly. Define the following fields and click on “DOWNLOAD”:

Field Description
Report based on:  Choose from the available variants 
Payout report From: / To:  Select a time span 
Payout reference  Select a name for your downloaded file 
Please choose a file format for your report Choose from the availble variants  Select either 
.csv 
.txt 

Track transaction lifecycle

In Reconciliation > Reporting, you can track the full lifecycle for your transactions from the payment / refund request to the actual payout / reimbursement.

The three tabs Processed tx / Your balance / Payout reflect the full lifecycle of a transactions. That means that every transaction will appear in one tab only at a time:

  • Processed tx: contains all transactions that are in a pending status (statusOutput.statusCode=91 / 81) or in statusOutput.statusCode=9 / 8 for which we have not received the funds / paid your customers back yet
  • In the overview, the transactions are accessible via a full list via “Processed transactions overview” or separated by currency via “Processed transactions summary based on currency”.
  • Clicking on “Details” displays the full list of the respective transactions. The table contains the following info:
Column Description
Pay ID  Unique transaction reference in our system
Merchant transaction ref  Your unique reference as sent in property order.references.merchantReference
Order description Additional description as sent in property order.references.descriptor
Order date Date our platform received the order
Payment date Date our platform updated the transaction to statusOutput.statusCode=9
Gross amount Amount you charge your customers as sent in property order.amountOfMoney.amount
Status Status of the transaction (property statusOutput.statusCode)
Name Customer name as sent in properties 
order.customer.personalInformation.name.firstName
order.customer.personalInformation.name.surname
Brand Payment method / brand used

Clicking on the rectangle for either list in “Processed transactions summary based on currency” provides you a short summary of pending income (“Payments”) and expenses (“Refunds”).

The image shows where the elements mentioned above are available in the tab “Processed tx”.

  • Your balance: contains all transactions for which we have received the funds but that have not been paid out to you yet. In addition, it contains a full overview on pending expenses (refunds, chargebacks, various fees) we will deduct from the funds.

    In short, “Your balance” is the funds to be paid out minus costs at certain time. We update this overview on a regular base. The time of the latest update is shown in “Last Update”.

Have a look at the detailled balance information:

Item Description
Reserve The amount we keep as a buffer for expenses that cannot be covered by transaction income
Transactions value (Gross) The sum you charge your customers of all successful transactions (statusOutput.statusCode=9) combined (defined in property order.amountOfMoney.amount)
Refunds The sum of all refunds (statusOutput.statusCode=8) combined (defined in property order.amountOfMoney.amount)
Chargeback All chargebacks from statusOutput.statusCode=9 or statusOutput.statusCode=8 transactions
Transaction fees Fees we charge for processing all the transactions in this lifecycle status
Refund fees Fees we charge for processing all the refunds in this lifecycle status
Chargeback fees Fees linked to chargebacks
Fees/Miscs costs All other fess not listed above
Total Balance All income / cost counted up to final sum

The image shows where to find the balance information in the table “Your Balance”

Clicking on “Details” displays the full list of the transactions that make up the current balance. The table contains the following info:

Column Description
Pay ID Unique transaction reference in our system
Merchant transaction ref Your unique reference as sent in property order.references.merchantReference
Order description Additional description as sent in property order.references.descriptor
Order date Date our platform received the order
Payment date Date our platform updated the transaction to statusOutput.statusCode=9
Trx amount Total amount of the transaction or group of transactions (including acquirer fees)
Interchange fee Fee paid between banks (interchange fees) for the acceptance of card based transactions (expressed in the smallest unit of the currency used)
Scheme fee Fee paid to the scheme (scheme fees, payment method supplier)
Fx rate Exchange rate for converting any transaction currency (as sent in property order.amountOfMoney.currencyCode) to your settlement currency
Exchange fee Exchange fee for converting currencies to your settlement currency
Gross amount Amount you charge your customers as sent in property order.amountOfMoney.amount
Net amount Amount you receive after deducting all costs
Status Status of the transaction (property statusOutput.statusCode)
Name Customer name as sent in properties 
order.customer.personalInformation.name.firstName
order.customer.personalInformation.name.surname
Brand Payment method / brand used
  • Payout: Contains all transactions for which you have effectively received the funds minus expenses (refunds, chargebacks, fees etc.). Your contract defines by which intervals you receive payouts. For each payout, you receive an individual reports stating the funds and expenses.

You can look up a specific payout report by either entering a payout reference / PAYID (property id) received from a GetPayment request) in the respective field in the overview.

Alternatively, you can display one or more reports from a specific time span (by using “Payment date” field) or matching with a net amount range (by using “Amount from / to” fields) 

Have a look at the detailed payout information:

Column Description
Payout ref. Unique reference of the payout
Amount Net amount of all transactions combined
Date Day of the payout / creation of the report
Action Clicking on “Details” displays the full list of the transactions making up the payout report. Check out chapter “Your balance” for a detailed description of the columns

Clicking on the rectangle for either report displays an overview similar to the one in tab “Your balance”. It shows exactly the gross amounts, costs and your net earnings for each payout report:

Item Description
Transasaction value (Gross) The sum you charge your customers of all succesful transactions (statusOutput.statusCode=9) combined (defined in property order.amountOfMoney.amount)
Refunds The sum of all refunds (statusOutput.statusCode=8) combined (defined in property order.amountOfMoney.amount)
Chargeback All chargebacks from statusOutput.statusCode=9 or statusOutput.statusCode=8 transactions
Chargeback fees Fees linked to chargebacks
Fees/Miscs costs All other fees not listed above
Reserve debit Fees we charge for processing all the transactions in this lifecycle status
Reserve adjustment Fees we charge for processing all the refunds in this lifecycle status
Security adjustement deposit Fees linked to chargebacks
Total paid amount The net amount paid out to you
DirectDebit If the total paid amount is negative, we will debit your bank account with this amount
Reserve The amount we keep as a buffer for expenses that cannot be covered by transaction income

Follow-up on Disputes

In Reconciliation > Dispute, we group all statusOutput.statusCode=9  transactions for which you have not received funds or we had to pay back to your customer.

You can look up impacted transactions by filling in the fields as follows

  • Posting date Start / End (the date we have received the notification from the acquirer)
  • Card number
  • Card scheme (the supplier of the payment method)
  • Reason code (exact description of the chargeback / retrieval request)
  • ARN (Acquirer Reference Number as a unique reference to a chargeback case)
  • Chargeback type (either pending “Retrieval requests” or processed “Chargebacks”)

Looking up transactions based on the card number requires you to store them in your database. Please be aware that this requires a specific PCI certification at your end.

The table lists all impacted transactions. Have a look at the detailed payout information

Column Description
Posting date The date we have received the notification from the acquirer
Item type The status of the case in the chargeback life cycle. This can be either

The status of the case in the chargeback life cycle. This can be either

Retrieval request: the issuer obtains information about a transaction charged to one of its cardholders

  • 1st chargeback: The issuer has paid the funds back to the customer
  • Representment: You have contest the chargeback and await receiving the funds
  • 2nd chargeback: The issuer has paid the funds back to the customer after your contestation of the first chargeback
Card number The card number used for the transaction
ARN Acquirer Reference Number (Acquiring bank unique reference to a transaction – including chargeback transaction)
Reason code The detailed explanation for the chargeback request. Check out our full list of all possible reasons
Reason description

The card scheme dispute free-text description of the reason code

Not available for all Item type statuses

Currency Currency of the acquirer dispute account to which the transaction is posted
Amount Gross amount of the transaction
CCN Chargeback Control Number from the customer’s bank.
Original posting date The date you have contested the chargeback (for transactions in status Representment)
Original transaction date The transaction date of your chargeback contestation for transactions in status Representment)
Transaction type

Transaction type (for transactions in status Representment).

Fixed value: Purchase

Merchant settled amount Amount you have received for transactions in status Representment (before any fees deducted)
Network settled amount Amount settled with the payment network for transactions in status Representment (before any fees deducted)
Original slip Internal slip number for transactions in status Representment
Item slip Internal slip number of the transaction (indicating its current Item type status)
Auth code Authorisation code for transactions in status Representment
Batch number Batch number provided by the submitter for transactions in status Representment
Merchant DBA Your “Doing Business As” name
Merchant transaction ref The payout reference the transaction was originally included
Capture mode Transaction data capture method
Payid Unique transaction reference in our system (property id) received from a GetPayment request)

5. Understand reconciliation status

All our transactions follow a specific life cycle. You can look up the status of individual transactions in the Back Office via Operation > View transactions / Financial History. In the transaction overview, look for column “Recon. Stat.” in the table.

The graph shows where to find “Recon. Stat.” in the transaction overview.

The following statuses are possible:

Operation Acquiring via Full Service
Payments (transactions in status 9x for all payment methods except Bank Transfer / Sofortüberweisung
  • Transaction processed
  • Sent for clearing
  • Received by Ingenico
  • Paid by Ingenico

Refunds (transactions in status 8x for all payment methods except Bank Transfer / Sofortüberweisung
  • Refund pending
  • Refund processed
  • Refund refused
Transactions via payment methods Bank Transfer / Sofortüberweisung
  • Waiting for payment
  • Received by Ingenico
  • Paid by Ingenico
  • Expiration initialized
  • Expired

Find detailled explanation for each status here

Status Description
Transaction processed The transaction has been technially finalised, but neither clearing has taken place nor have we received funds yet
Sent for clearing We have requested to receive the funds from your customer’s bank to receive the funds
Received by Worldline We have received the funds from your customer’s bank, but have them not paid out to you yet
Paid by Worldline We have paid out the funds
Refund pending We are preparing reimbursing your customer (statusOutput.statusCode=81)
Refund processed We have reimbursed your customer (statusOutput.statusCode=8)
Refund refused The refund has been refused (statusOutput.statusCode=83)
Waiting for payment We are waiting for your customer to transfer
Expiration initialized Validity period has expired. Transaction hasstatusOutput.statusCode=61
Expired Validity period has expired. Transaction has statusOutput.statusCode=61
Sent to acquirer We have instructed your acquirer to collect the funds from your customer’s bank
Paid by acquirer We have received confirmation from your acquirer that you will receive the funds