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4. Reconciliation

The Reconciliation module is a tool designed to help you to reconcile your bank statements with the transactions in your Paypage Account. Using Reconciliation does not affect transactions or money transfers in any way.

The Reconciliation module works with selected acquirers and Paypage Collect. Please contact us to see if your acquirer supports reconciliation.

Data files
A data file is a file comparable to a bank statement, issued by an acquirer. It's also referred to as an EPA file. Only selected acquirers send data files to our system (please check with our Customer Care department if they apply to you).

Using data files from the acquirers, our system can pre-process the data, making the reconciliation task easier for you.

Important The data file information may not be immediately available in your Paypage Account, because some acquirers wait a few weeks before first payment of a new merchant’s transactions, and acquirers usually issue data files after the payout. Thus, Paypage does not receive data file information directly after the first transactions, and will receive it after some time. The data file information is never available for transactions older than the date when the Reconciliation module was activated.

1. Reconciliation menu

Once Reconciliation is activated in your Paypage account, you can find the button in the top menu of your account.

The Reconciliation menu item contains the following sub-items:

• Reporting allows you to view your reconciled transactions;
• Configuration allows you to specify your bank account numbers for the Reconciliation Module and configure Push Reports.
• Download allows you to download different types of reports directly from your Paypage Account.
• Dispute allows you to see retrieval requests and chargebacks issued for your card transactions (Paypage Collect only)

1.1 Reporting

The reporting screen is divided into 3 tabs. These tabs reflect the full lifecycle of a transaction. A transaction will therefore only appear in one tab at a time, depending on the status.

Processed transactions: this view compiles all transactions which have been processed on the gateway, but for which the money has not yet been received by Paypage Financial Solutions, and therefore has not yet been paid out. Your Balance : this view compiles all transactions which have been processed on the gateway, and for which the money has been received by Paypage Financial Solutions but has not yet been paid out. Payout view: this view compiles all details of transactions which have been paid out by your acquirer .

1.1.1 Processed transactions

The "Processed transactions overview" indicates the total number of pending transactions, for which the money has not yet been paid by the acquirer or received by Paypage, grouped by currency.

The following columns are displayed:

Name	Description	Example
Currency	Transaction currency	EUR
Total paid amount	Transaction amount	1 EUR
Number of transactions	For grouped transactions, the number of transactions contained in the current line.	1
Action	Clicking the "Details" button will take you to the list of included transactions where you can access each transaction's financial history individually.	-

Example:

In the "Processed transactions summary based on currency", by selecting a currency in the dropdown menu, you can see details of the pending transactions per brand.

The following columns are displayed:

Name	Description	Example
Brand	Payment method of the transaction	Visa
Total paid amount	Amount of the transaction	1 EUR
Number of transactions	For grouped transactions, the number of transactions contained in the current line.	1
Action	Clicking the "Details" button will take you to the list of included transactions where you can access each transaction's financial history individually.	-

Example:

By clicking the blue arrow on the left, you can see the details per item type: Payments, Refunds and Deleted payments:

Clicking the details button will take you to the list of included transactions where you can access each transaction's financial history individually.

The following columns are displayed:

Name	Description	Example
Pay ID	Payment unique identifier	100633195
Merchant transaction ref.	Merchant Order ID	order123ab
Order description	Merchant order description	abc
Order date	Order date (yyyy-MM-dd)	2014-08-07
Payment date	Transaction date (yyyy-MM-dd)	2014-08-07
Gross amount	The total amount of the transaction or group of transactions (including acquirer fees). This is the amount you see in the back office, e.g. in the Financial history.	13.52 EUR
Status	Gateway status of the transaction (e.g. 9 - Payment requested)	9
Name	Name of the buyer	John Doe
Brand	Payment method of the transaction	iDEAL

Example:

1.1.2 Your balance

This view allows you to check your current account balance at Financial Solutions. A timestamp indicates the last update of the balance.

The first section shows the balance overview (total) per settlement currency.

The second section shows the Balance summary of the selected settlement currency, per operation type (Transaction, refunds, chargebacks, fees and miscellaneous costs). You can change currency using the dropdown menu if your account supports multiple settlement currencies.

By clicking on the button “Details”, you can check all "Account and processing fees" and "Transaction and financial service fees" details which have occurred on your balance.

Your current “balance amount” is equal to the “Transaction and financial service fees” minus the “Account and processing fees”.

Here is the description of the view:

Name	Content	Example
Account and processing fees
Operation code	Operation type (See non-transactional “Operation types” in push report guide for all possible values)	NAST
Details	The description of the operation	Account setup
Transaction and financial service fees
Pay ID	Payment unique identifier	100633195
Merchant transaction ref	Merchant Order ID	order123ab
Order description	Merchant Order description	abc
Order date	Date of the order	2014-08-07
Payment date	Transaction date (yyyy-MM-dd)	2014-08-07
Transaction amount	The total amount of the transaction or group of transactions (including acquirer fees). This is the amount you see in the back office, e.g. in the Financial history.	14,31 EUR
Interchange amount (available from 01/2015)	Fee paid between banks for the acceptance of card based transactions (expressed in the smallest unit of the currency used).
Scheme Fee	Scheme fee	0,10 EUR
Fx Rate	Exchange rate	0,12
Fx Fee	Exchange fee	0,10 EUR
Gross amount	Transaction amount expressed in the merchant’s currency	13,52 EUR
Net amount	The amount you receive on your bank account (=gross amount minus the acquirer commission, chargebacks and other costs)	13,52 EUR
Status	Gateway status of the transaction (i.e. 9 - Payment requested)	9
Name	Name of the buyer	John Doe
Payment method	Payment method of the transaction	iDEAL

1.1.3 Payout

This view allows you to see the payouts which have been done by your acquirer/collector.

A search section allows you to limit the list based on payout date, payout amount or payout reference.

The table shows the list of payouts with amounts, sorted by date (last one first). The payout reference is the number mentioned in the structured communication of the payment visible on your bank statement.

By clicking on the green arrow on the left, you can see the payout details and all associated operation type (Transaction, refunds, chargebacks, fees and miscellaneous costs, reserve adjustments or direct debits). You can download details by clicking on the button “Download complete report”. The file structure is described in the Push Reports guide.

By clicking on the button “Details”, you can check all "Account and processing fees" and "Transaction and financial services" details which are associated to the selected payout.

Your current “Payout amount” is equal to the “Transaction and financial services” minus the “Account and processing fees” minus the “Payout operations”.

Here is the description of the view:

Name	Content	Example
Account and processing fees
Operation code	Operation type (See non-transactional “Operation types” in push report guide for all possible values)	NAST
Details	The description of the operation	Account setup
Transaction and financial services
Pay ID	Payment unique identifier	100633195
Merchant transaction ref	Merchant Order ID	order123ab
Order description	Merchant Order description	abc
Order date	Date of the order	2014-08-07
Payment date	Transaction date (yyyy-MM-dd)	2014-08-07
Transaction amount	The total amount of the transaction or group of transactions (including acquirer fees).	14.31 EURO
Interchange amount (available from 01/2015)	Fee paid between banks for the acceptance of card based transactions (expressed in the smallest unit of the currency used).	0,10 EUR
Scheme Fee	Scheme fee	0,10 EUR
Fx Rate	Exchange rate	0,12
Fx Fee	Exchange fee	0,10 EUR
Gross amount	Transaction amount expressed in the merchant’s currency	13,52 EUR
Net amount	The amount you receive on your bank account (=gross amount minus the acquirer commission, chargebacks and other costs)	0,10 EUR
Status	Gateway status of the transaction (i.e. 9 - Payment requested)	9
Name	Name of the buyer	John Doe
Payment method	Payment method of the transaction	iDEAL
Payout operations (ie. reserve adjustments and direct debits). (available from 01/2015)
Operation code	Operation type (See non-transactional “Operation types” in push report guide for all possible values)	NDDP
Gross amount	Empty for non-transactional details
Net amount	The amount of the operation + currency	10 EUR
Details	The description of the operation	Direct debit

1.2 Configuration

At the top of the configuration screen, you will see the "Electronic Reporting" section of your account. The section will propose pre-configured reports. Payout Reports are sent every time the acquirer or collector confirms the payment of the money on your bank account.

You can activate:

• The “Payout report” which includes only transactional data (Transactions, refunds, chargebacks, chargebacks reversal).
• The “Payout Report including non-transactional data” which includes both transactional (as mentioned above) and non-transactional data if applicable (ie. Account/service setup fees, monthly/yearly fees, payout fees, additional refunds/chargebacks/authorization fees, reserve adjustments and direct debits).
  
  If you have configured push reports before October 2014, you may still have old versions of reports configured, as follows:

• Payout Confirmations sends a daily report with transactions for which the payment has been confirmed by the acquirer.
• Reconciled Payments sends a report of the day's reconciled payments (payments for which you've performed the reconciliation). This functionality and report has been discontinued as of October 2014.
• Payout Reference (Paypage Collect) sends a report with the reference number mentioned in the structured communication of a payment on your bank statement.
  
  Note: You need to have the Push Reports option activated in your account for this feature to be operational.
  
  You can see the file structure in the Push Reports guide.

1.3 Download

In the Reconciliation Download screen, you can download two types of reconciliation reports:

• The “Payout report” which includes only transactional data (Transactions, refunds, chargebacks, chargebacks reversal)
• The “Payout Report including non-transactional data” which includes both transactional (as mentioned above) and non-transactional data if applicable (ie. Account/service setup fees, monthly/yearly fees, payout fees, additional refunds/chargebacks/authorization fees).
  
  You can download based on payout date (the date on which the acquirer/collector confirmed the payment of the money on your bank account) or payout reference (the number mentioned in the structured communication of a payment on your bank statement
  
  Furthermore, you can choose the file format you want to download your report in: "csv" or "txt".
  
  The file structure is described in the Push Reports guide.

2. Reconciliation status

The Recon. Stat. (Reconciliation status) field, visible in the transaction details screen via View transactions, gives information about the financial processing of the transaction.

These are the possible statuses:

	Paypage Collect	Other (Non-Paypage Collect)
Payments	Transaction processed Sent for clearing Received by Ingenico Paid by Ingenico	Transaction processed Sent to acquirer Paid by acquirer
Refunds	Refund pending Refund processed Refund refused	Refund pending Refund processed Refund refused
Bank transfers	Waiting for payment Received by Ingenico Paid by Ingenico Expiration initialized Expired