How to Reconcile Online Orders and Payments
Guides merchants through matching store order logs against payment gateway payouts to ensure all revenue is accounted for.
Before You Begin
- Obtain settlement payout summaries from your payment gateway dashboard.
- Export your store orders report for the corresponding date period.
Step-by-Step Instructions
Step 1: Export Order Transaction Records
From the Orders section in the Admin Panel, export your order list covering the desired reconciliation timeframe.
Step 2: Download Gateway Settlement Reports
Log into your connected payment provider portal and export the settlement batch report showing net payouts and deducted transaction fees.
Step 3: Match Order IDs and Gateway Transaction IDs
Cross-reference each order number with its corresponding gateway transaction reference code.
Step 4: Account for Refunds and Processing Fees
Verify that deductions for processed refunds or payment gateway percentage fees match your billing expectations.
What You Should See
- Order records and external payment settlement records can be compared to identify discrepancies.
Common Problems & Troubleshooting
Problem: Discrepancy Between Order Total and Bank Deposit
Solution: Account for payment gateway processing fees and any rolling reserves or refund deductions applied in the payout batch.