Reconciliation
1. Introduction
Processing online transactions can be challenging. Apart from solving the technical aspect, you also want to keep track of your income and spending generated by your transactions.
Worldline is proud to offer you a solution going full circle: Our Reconciliation module gives you maximum transparency of what you earn and what you pay for processed transactions.
Watch the video to get a first-hand impression of how this module helps you:
All the services described in this guide are available for Full service. We offer selected services for Collect (when you have separate contracts with Worldline for both our gateway and our acquiring services
This guide refers to the module in the Back Office. If you are using the Settlement Module of our merchant portal, contact us to learn more
2. Get started
To use this service, make sure that
- You have a production account on our platform
- The option RECON Reconciliation is activated in your account (Check this in your Back Office via Configuration > Account > Your options > Available options or Default Options). If the option is not available, contact us.
- Your acquiring service is done via either Full service or Collect
3. Understand Reconciliation
Our module helps you distinguish between the gross amount (what you charge to your customers) and the net amount (what you effectively receive) for each transaction. Reconciliation is a process that links your financial movements to your transactions.
This process results in an aggregated financial movement and a reporting. It provides the details of the flows and events included in this process.
Our guide will teach you to
- Understand what you earn per transaction (status 9 transactions)
- Track how much you spend on refunds (status 8 transactions) and chargebacks (status 84 transactions)
- See how much you pay for each transaction and for what service exactly
- Match you bank statements with the transactions processed and the cash flow
4. Use Reconciliation tools
The tool provides your various ways to understand your transactions earnings and costs
To use it, go in the Back Office to Reconciliation. Different tabs are available offering different ways to get this information.
As soon as on the module is activated in your Back Office, it will register all transactions processed. However, it will not register transactions processed before the module activation
Configure Push Reports
In Reconciliation > Configuration, you can configure Push reports we sent to you automatically. You can choose between different formats. Have a look at all the existing variants our platform has to offer:
- Payout Report
- Payout report including non-transactional data
- Payout report including non-transactional data and currency informations
- Payout report full scheme reporting
- Payout report full scheme reporting with exchange fee and rates
To configure a report of your choice, click on “Configure” respectively and fill the fields as described in our dedicated chapter in our Push reports guide.
The image shows how to access the configuration screen for Push reports.
Download Payout reports
In Reconciliation > Download, you can download reports directly. Define the following fields and click on “DOWNLOAD”:
| Field | Description |
|---|---|
| Report based on: | Choose from the available variants |
| Payout report From: / To: | Select a time span |
| Payout reference | Select a name for your downloaded file |
| Please choose a file format for your report Choose from the availble variants | Select either .csv .txt |
Track transaction lifecycle
In Reconciliation > Reporting, you can track the full lifecycle for your transactions from the payment / refund request to the actual payout / reimbursment.
The three tabs Processed tx / Your balance / Payout reflect the full lifecycle of a transactions. That means that every transaction will appear in one tab only at a time:
- Processed tx: contains all transactions that are in a pending status (91 / 81) or in status 9 / 8 for which we haven’t received the funds / paid your customers back yet.
- In the overview, the transactions are accessible via a full list via “Processed transactions overview” or separated by currency via “Processed transactions summary based on currency”.
- Clicking on “Details” displays the full list of the respective transactions. The table contains the following info:
| Column | Description |
|---|---|
| Pay ID | Unique transaction reference in our system |
| Merchant transaction ref | Your unique reference as sent in parameter ORDERID |
| Order description | Additional description as sent in parameter COM |
| Order date | Date our platform received the order |
| Payment date | Date our platform updated the transaction to status 9 |
| Gross amount | Amount you charge your customers as sent in parameter AMOUNT |
| Status | Status of the transaction |
| Name | Customer name |
| Brand | Payment method / brand used |
Clicking on the rectangle for either list in “Processed transactions summary based on currency” provides you a short summary of pending income (“Payments”) and expenses (“Refunds”).
The image shows where the elements mentioned above are available in the tab “Processed tx”.
- Your balance: contains all transactions for which we have received the funds but that have not been paid out to you yet. In addition, it contains a full overview on pending expenses (refunds, chargebacks, various fees) we will deduct from the funds.
In short, “Your balance” is the funds to be paid out minus costs at certain time. We update this overview on a regular base. The time of the latest update is shown in “Last Update”.
Have a look at the detailled balance information:
| Item | Description |
|---|---|
| Reserve | The amount we keep as a buffer for expenses that cannot be covered by transaction income |
| Transactions value (Gross) | The sum you charge your customers of all successful transactions (status 9) combined (defined in parameter AMOUNT) |
| Refunds | The sum of all refunds (status 8) combined (defined in parameter AMOUNT) |
| Chargeback | All chargebacks from status 9 or status 8 transactions |
| Transaction fees | Fees we charge for processing all the transactions in this lifecycle status |
| Refund fees | Fees we charge for processing all the refunds in this lifecycle status |
| Chargeback fees | Fees linked to chargebacks |
| Fees/Miscs costs | All other fess not listed above |
| Total Balance | All income / cost counted up to final sum |
The image shows where to find the balance information in the table “Your Balance”
Clicking on “Details” displays the full list of the transactions that make up the current balance. The table contains the following info:
| Column | Description |
|---|---|
| Pay ID | Unique transaction reference in our system |
| Merchant transaction ref | Your unique reference as sent in parameter ORDERID |
| Order description | Additional description as sent in parameter COM |
| Order date | Date our platform received the order |
| Payment date | Date our platform updated the transaction to status 9 |
| Trx amount | Total amount of the transaction or group of transactions (including acquirer fees) |
| Interchange fee | Fee paid between banks for the acceptance of card based transactions (expressed in the smallest unit of the currency used) |
| Scheme fee | Fee paid to the scheme (payment method supplier) |
| Fx rate | Exchange rate for converting any transaction currency (as sent in parameter CURRENCY) to your settlement currency |
| Exchange fee | Exchange fee for converting currencies to your settlement currency |
| Gross amount | Amount you charge your customers as sent in parameter AMOUNT |
| Net amount | Amount you receive after deducting all costs |
| Status | Status of the transaction |
| Name | Customer name |
| Brand | Payment method / brand used |
- Payout: Contains all transactions for which you have effectively received the funds minus expenses (refunds, chargebacks, fees etc.). Your contract defines by which intervals you receive payouts. For each payout, you receive an individual reports stating the funds and expenses.
You can look up a specific payout report by either entering a payout reference / PAYID in the respective field in the overview.
Alternatively, you can display one or more reports from a specific time span (by using “Payment date” field) or matching with a net amount range (by using “Amount from / to” fields)
Have a look at the detailled payout information:
| Column | Description |
|---|---|
| Payout ref. | Unique reference of the payout |
| Amount | Net amount of all transactions combined |
| Date | Day of the payout / creation of the report |
| Action | Clicking on “Details” displays the full list of the transactions making up the payout report. Check out chapter “Your balance” for a detailed description of the columns |
Clicking on the rectangle for either report displays an overview similar to the one in tab “Your balance”. It shows exactly the gross amounts, costs and your net earnings for each payout report:
| Item | Description |
|---|---|
| Transasaction value (Gross) | The sum you charge your customers of all succesful transactions (status 9) combined (defined in parameter AMOUNT) |
| Refunds | The sum of all refunds (status 8) combined (defined in parameter AMOUNT) |
| Chargeback | All chargebacks from status 9 or status 8 transactions |
| Chargeback fees | Fees linked to chargebacks |
| Fees/Miscs costs | All other fess not listed above |
| Reserve debit | Fees we charge for processing all the transactions in this lifecycle status |
| Reserve adjustment | Fees we charge for processing all the refunds in this lifecycle status |
| Security adjustement deposit | Fees linked to chargebacks |
| Total paid amount | The net amount paid out to you |
| DirectDebit | If the total paid amount is negative, we will debit your bank account with this amount |
| Reserve | The amount we keep as a buffer for expenses that cannot be covered by transaction income |
Follow-up on Disputes
In Reconciliation > Dispute, we group all status 9 transactions for which you have not received funds or we had to pay back to your customer.
You can look up impacted transactions by filling in the fields as follows
- Posting date Start / End (the date we have received the notification from the acquirer)
- Card number
- Card scheme (the supplier of the payment method)
- Reason code (exact description of the chargeback / retrieval request)
- ARN (Acquirer Reference Number as a unique reference to a chargeback case)
- Chargeback type (either pending “Retrieval requests” or processed “Chargebacks”)
Looking up transactions based on the card number requires you to store them in your database. Please be aware that this requires a specific PCI certification at your end.
The table lists all impacted transactions. Have a look at the detailed payout information
| Column | Description |
|---|---|
| Posting date | The date we have received the notification from the acquirer |
| Item type | The status of the case in the chargeback life cycle. This can be either
The status of the case in the chargeback life cycle. This can be either Retrieval request: the issuer obtains information about a transaction charged to one of its cardholders
|
| Card number | The card number used for the transaction |
| ARN | Acquirer Reference Number (Acquiring bank unique reference to a transaction – including chargeback transaction) |
| Reason code | The detailed explanation for the chargeback request. Check out our full list of all possible reasons |
| Reason description |
The card scheme dispute free-text description of the reason code Not available for all Item type statuses |
| Currency | Currency of the acquirer dispute account to which the transaction is posted |
| Amount | Gross amount of the transaction |
| CCN | Chargeback Control Number from the customer’s bank. |
| Original posting date | The date you have contested the chargeback (for transactions in status Representment) |
| Original transaction date | The transaction date of your chargeback contestation for transactions in status Representment) |
| Transaction type |
Transaction type (for transactions in status Representment). Fixed value: Purchase |
| Merchant settled amount | Amount you have received for transactions in status Representment (before any fees deducted) |
| Network settled amount | Amount settled with the payment network for transactions in status Representment (before any fees deducted) |
| Original slip | Internal slip number for transactions in status Representment |
| Item slip | Internal slip number of the transaction (indicating its current Item type status) |
| Auth code | Authorisation code for transactions in status Representment |
| Batch number | Batch number provided by the submitter for transactions in status Representment |
| Merchant DBA | Your “Doing Business As” name |
| Merchant transaction ref | The payout reference the transaction was originally included |
| Capture mode | Transaction data capture method |
| Payid | Unique transaction reference in our system |
5. Understand reconciliation status
All our transactions follow a specific life cycle. You can look up the status of individual transactions in the Back Office via Operation > View transactions / Financial History. In the transaction overview, look for column “Recon. Stat.” in the table.
The graph shows where to find “Recon. Stat.” in the transaction overview.
The following statuses are possible:
| Operation | Acquiring via Full service |
|---|---|
| Payments (transactions in status 9x for all payment methods except Bank Transfer / Sofort banking |
|
| Refunds (transactions in status 8x for all payment methods except Bank Transfer / Sofort banking |
|
| Transactions via payment methods Bank Transfer / Sofort banking |
|
Find detailled explanation for each status here
| Status | Description |
|---|---|
| Transaction processed | The transaction has been technially finalised, but neither clearing has taken place nor have we received funds yet |
| Sent for clearing | We have requested to receive the funds from your customer’s bank to receive the funds |
| Received by Worldline | We have received the funds from your customer’s bank, but have them not paid out to you yet |
| Paid by Worldline | We have paid out the funds |
| Refund pending | We are preparing reimbursing your customer (status 81) |
| Refund processed | We have reimbursed your customer (status 8) |
| Refund refused | The refund has been refused (status 83) |
| Waiting for payment | We are waiting for your customer to transfer |
| Expiration initialized | Validity period has expired. Transaction is in status 61 |
| Expired | Validity period has expired. Transaction is in status 6 |
| Sent to acquirer | We have instructed your acquirer to collect the funds from your customer’s bank |
| Paid by acquirer | We have received confirmation from your acquirer that you will receive the funds |