Reconciliate

What is the Reconciliate section about?

This section is helping the Analytics and Banking team to reconcile payment providers' transactions.

The Analytics team download a file with all transactions and then cross-checked them with the list of transactions recorded in CRM.

Hence, this section is the UI that will help simplify this process by letting any user do this validation.

Where the Reconciliate section is located?

1. Log in to CRM, go to the left side menu

2. Click on Payments

3. Then click on Reconciliate.

What’s on the Reconciliate page

On this page, users can see the list of previous reconciliation requests with the archives that have been previously imported (see the below example):

Open

which are divided by Payment Processor.

Each reconciliation has a specific id, displayed on the left side of each row. By clicking on the ID, the user is redirected to the reconciliation page and can check and edit each transaction (see the below example):

Open

Additionally, on the Reconciliate page, users can also search for a specific reconciliation by using the search fields at the top of the page

How the Reconciliate section works

1. Importing the transaction file to CRM

1. Get the Excel file with the transactions. Please be aware that the file should have the following columns:

2. Go to the Reconciliate page

3. Click on the + Create new button and the user is redirected to the Import Reconciliation Excel page

4. Users need to pick the payment provider
   
   

5. Then the user can select the file from his/her PC or just drag and drop it to the page
   
   

6. Click on the Upload files button
   
   

2. Checking and matching the payment provider transactions

Please refer to the below image for the Transaction Reconciliation Flow and the transaction statuses with which CRM will flag them

1. Therefore, once the file is imported into CRM, the user needs to click on the Reconciliate ID and go to the specific reconciliation page. All transactions of the file will be initially displayed with the status processing (point 1 - Reconciliation Flow)

2. CRM automatically tries to match the Transaction Ids of the file with what is already available in the database. If there is a transaction id that corresponds to a transaction recorded in the database, the specific transaction will be marked as reconciliated (point 2 - Reconciliation Flow)

3. In case, CRM is unable to match the transaction id with what is available in its database - the transaction will be set as Pending Action (point 3 - Reconciliation Flow)

4. When the transaction is in the status of Pending Action, the user needs to actively choose one of the other three statuses: New Receipt, No change, and User Input. To update the status, just double-click on the status field and pick one of the 3 options available from the drop-down menu

   1. The status New Receipt: a new transaction will be recorded in the DB (point 4 - Reconciliation Flow)

   2. The status No change: the system will just ignore this transaction (point 5 - Reconciliation Flow)

   3. The status User Input: the user can then add the order number, to the Order column and CRM will match the order transaction with the file transaction (point 6 - Reconciliation Flow)

      If an order transaction has been reconciled, on the order page in the Payment History section, the user should be able to see a second transaction with the correct value of the payment (see the below example):

      However, please note that this feature won’t update the status of the order when an order transaction has been reconciled.

5. Once the user has updated the transaction with one of the above statuses, he/she needs to click on the Save Changes button on the left side of each transaction row

6. When all transactions have been updated, the status of the reconciliation will be updated as Reconciliated