Gather comparable statement periods

Start with the statement periods the reviewer requests and obtain them from the current or most recent processor. If the business uses several accounts or domains, identify which activity belongs to each. Call out a missing period, a paused account, or an incomplete statement and ask what documentation is acceptable.

  • Record gross sales, transaction counts, refunds, disputes, and net funding separately.
  • Explain seasonal sales spikes and large orders using the period and order type.
  • Identify changes in legal entity, sales channels, or product categories that make older results less representative.

Describe why you are applying again

Give the actual reason for the application, such as needing different reporting, changing gateways, or responding to a provider’s decision. When there was a restriction, closure, or unresolved balance, describe what was communicated and share relevant records through the requested channel.

Plan for both new orders and the old account

Before changing checkout, identify where existing authorizations, refunds, chargebacks, and reserve balances will be handled. Confirm which credentials and tokens the old system controls, how long reports remain accessible, and who owns each outstanding issue.

Sources and further reading

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