In the admin
How reconciliation works
How Pay Sync checks your records against your terminal provider's report every night, and how to read the Batches page.
Reconciliation is Pay Sync checking its own records against your terminal provider's record of the same day. It finds payments that went through a terminal but never reached a Shopify order, and the other way round. You do not need to start it. It runs by itself.
#When does the check run?
Every night at about 04:15 South African time. Pay Sync fetches the terminal provider's report for each of your terminals, then compares it with what it recorded at the till. It uses the same trading day the terminal closed.
The result is normally ready before your stores open. The check is detective only and can never block a sale.
Note: Until the first nightly check has run, the Batches page is empty. A new connection starts filling it the morning after your first card sale.
#How does Pay Sync match a payment?
For each line in the provider's report, Pay Sync looks for the same payment in its own records. It tries these in order:
- The UTI, a unique ID the terminal prints on the slip.
- The RRN, the retrieval reference number.
- The reference Pay Sync generated when it sent the amount.
If it finds the payment, the two are compared. If it finds none, the line is raised as an exception. See Exceptions.
#What is on the Batches page?
A batch is one terminal's trading day. There is one row per till per day. Batches shows these columns:
| Column | What it shows |
|---|---|
| Terminal | The terminal label, with its terminal ID in brackets. |
| Batch | The batch number. |
| Status | Open, Closed, Reconciled or Variance. A Notes badge means there is a warning to read. |
| Closed | When the batch closed. |
| Reported total | The net total from your terminal provider's report. |
| Ledger total | The net total from Pay Sync's own records. |
| Variance | The difference between the two. |
The statuses mean:
- Open: the batch has not closed yet.
- Closed: the batch has closed.
- Reconciled: the two totals agree and every line matches.
- Variance: something differs. Open the batch to see what.
#How do I read a variance?
A zero variance in green means the totals agree. A red amount is the gap in rands. The badge Totals agree, lines differ means the totals are equal but some lines do not match. Two mistakes have cancelled each other out, so check each line.
Press View attempts on a row to open the batch. At the top, a grey line says where the data came from: the site, till and trading day. It also says how many declined or failed rows were left out. Declined rows never count towards a total.
Below that, a table lists every payment in the batch with its Time, Order, Type, Amount, Status, RRN, UTI and Auth.
If there is a variance, a Variance detail section lists what differs:
| Heading | Meaning |
|---|---|
| Missing in ledger | The provider reports it, but Pay Sync has no matching payment. |
| Missing at bank | Pay Sync has it, but the provider's report does not. |
| Duplicate keys | The same payment appears twice. |
| Ledger rows without a key | Pay Sync has the payment but it has no RRN or UTI to compare with. |
| Key, Reference, RRN, UTI, Bank, Ledger | A table of payments where the two amounts differ. |
A batch with a variance also raises a Batch variances exception. Work through it on the Exceptions page.
#What if a batch is missing or looks wrong?
A payment can arrive in the provider's report a day late. Check again the next morning before you act. If a batch is still missing after that, or a note says rows belong to another terminal on the same till, contact support and include the batch number and the terminal label.