Upload Transaction Reconciliation File

This guide outlines the steps to upload and reconcile a bank transaction file with your Payment Gateway system. The system automatically matches transactions by importing the CSV file from your bank, ensuring all payments are accounted for correctly.

Necessary: Download the Reconciliation Template and use this template to structure your data before uploading it to the system.

1. Prepare the Bank's CSV File

Start by exporting the transaction report from your bank in CSV format. 

Then, map specific columns from the bank's file to the reconciliation system's format.

Steps:

• Filter the Transactions: In your bank's CSV report, filter the captured transactions.

• Map the Debit Reference code on the Bank file and map it to the Reconciliation template: Copy the relevant values (merchant order number/tracking ID/merchant ID) and paste them into the Debit Refcode column (Column A) in the reconciliation Excel.

  • The Debit Reference Code on the bank files is usually the identifier that has a C prefix (i.e, C1314642798). In case you can't find it or you don't recognize it, reach out to our support team.

• Map Currency: Copy the Currency column from the bank's report to Column B (Currency) in the reconciliation Excel.

• Map Transaction Amount: Copy the Transaction Amount (excluding currency) from the report to Column C (Amount) in the Excel file.

• Status: In Column D, enter Success for each transaction.

• Date and Time: Enter the live date (not the settlement date) in Column E.

• File Name: In Column I, name the file with the bank name and the settlement date range you are verifying.

Once all the data is entered in the Excel sheet, select all rows and remove the table borders to ensure the file uploads correctly.

2. Save the File

Save the updated file as a CSV (MS-DOS) format.

3. Upload the CSV File

• Navigate to Transaction > Reconciliation > EPA File Manager in the admin interface.
• Select the System field, browse, and choose the CSV file you just saved.
• Click Upload, and the file will be uploaded to the system. This process should take only a few seconds.

4. Verify the Upload

To confirm that the file was successfully uploaded:

• Go to Transaction > Reconciliation > Reconciliation.
• You should see the row with the File Name and EPA ID. You can use that ID later on to filter transactions associated with the specific Reconciliation file you imported. 

5. Matching Process and Status Indicators

Once the file is uploaded, the system will compare the transactions in the bank's file with those in the system. Here's what happens next:

• Matched Transactions: If a match is found between a bank transaction and the system's record, the transaction will be marked with a Paid status.
• Not Found Transactions: If the system cannot find a corresponding transaction, it will be flagged as Not Found.
• Status Mismatch: If the system detects a mismatch between the bank's status (e.g., bank says "Approved" but the system shows "Declined"), it will indicate a status discrepancy.

By following these steps, you ensure that all your transactions are reconciled and that any discrepancies are easily identifiable.