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Payment Reconciliation: Submitted / Processed

The Payment Reconciliation page allows administrators to effectively track and manage the status of payments within a defined time period. Its primary purpose is to reconcile the dollar value of received payments with your bank or credit card merchant by accurately comparing the amounts charged between the two systems. This article is intended for OPS-COM administrators responsible for financial reporting and auditing.

Setup and Configuration

To effectively filter reconciliation data, administrators can create designated groups and assign specific members to them.

You must have the View Payments permission enabled on your profile to access this report. This permission can be added to your role by a Primary Admin.

Creating a Payment Reconciliation Group

  1. Hover over System Configuration, click Admin Management then Manage Groups.

  2. Click the Payment Reconciliation module tab.

  3. Click the Add New button in the top right corner.

  4. Enter a name for the group into the Group Name field.

  5. Set the purpose of the group using the Module drop-down menu.

  6. Add the appropriate staff to the group using the Admin Members selection area.

  7. Click the Save Group button. The new group will appear at the bottom of the Administrator Groups list.

Adding Members to an Existing Group

  1. Hover over System Configuration, click Admin Management then Manage Groups.

  2. Click the Edit button next to the specific Administrator Group you wish to modify.

  3. Click the Admin Members bar to select and add additional members to the group.

  4. Click the Save Group button at the bottom of the window to apply your changes.

Using this Feature

Administrators can filter results to view either submitted or processed payments based on specific criteria.

  1. Hover over Payments and click Payment Reconciliation.

  2. Define the start and end dates for the payments you wish to view using the Filter by Date Range fields.

  3. Select the specific payment methods you want to include in the results using the Filter by Payment Type drop-down menu.

  4. Filter reconciliation data based on specific designated groups using the Filter by Admin Group drop-down menu.

  5. Click the Search button. The results will display directly below the search criteria.

  6. Click any column header within the results table to reorder and sort the data.

Available Export Actions

The report page offers various export options (displayed as green buttons) that allow administrators to generate files for external use:

  • Copy: Copies the row data to your clipboard, allowing you to easily paste it into external programs.

  • CSV: Creates and downloads a Comma-Separated Values (.csv) file for use in spreadsheet software.

  • Excel: Creates and downloads a Microsoft Excel (.xls) file.

  • Print: Prompts your web browser to print the current page view.

Best Practices and Considerations

[!WARNING] Avoid using the Daily Payments Itemized report for reconciliation tasks. While the Daily Payments Itemized report shows received payments, it is not recommended for financial reconciliation. It may display tax differently and can lead to rounding errors, making exact dollar-value comparisons inaccurate.

  • Reconciliation Focus: Always use the Payment Reconciliation report as your primary tool when comparing internal OPS-COM system payments with external bank or merchant settlement statements.

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