Daily Payment Reconciliation for Online Merchants

Choose identifiers that survive exports

Record the store order number, gateway payment reference, processor account, batch reference, and transaction date. Use identifiers as matching keys. Amount and date can help verify a match, but two orders can share them. Keep refunds and adjustments as linked entries with their own references.

Reconcile from customer payment to bank cash

• Match gateway captures to store orders and look for paid orders without a gateway reference.
• Match settled batches to the funding report and verify net deposits against the bank.
• Reconcile fees, refunds, dispute adjustments, and reserve movements separately.

Maintain a reviewable exception queue

Give every unmatched item an owner, a likely cause, and a due date. Classify ordinary timing differences separately from missing or duplicate records. When someone resolves an exception, save the correction and the provider or bank record supporting it.