Online Payment Reconciliation Report – Doodlio Support

The Online Payment Reconciliation Report gives you a complete picture of all online payment activity in your merchant account, including withdrawals from your merchant account to your bank account. It includes all payments and charges related to online payment processing, the net amount that you received from those transactions, and the dates that your receipts were transferred to your bank account.

The report shows the flow of money into and out of your merchant account. Positive values, such as payments received, indicate money coming into your merchant account. Disbursements are shown as negative values, indicating money flowing from your merchant account to your bank account. Similarly, payment processing fees are negative values, indicating money taken from your account to pay processing fees to card issuers, interchanges, and Doodlio (if applicable).

Running the Report

To generate the report, first select a report period. You can select from a preset period, such as "This month" or choose to enter a custom time period. If using the report to reconcile registration transactions, it is best to select a period that covers all payment activity to date in the registration.

Select "Show line items" to report all transactions in your merchant account. Select "Summarize by month" to show summarized totals on a monthly basis for the given time period.

Click "Run Report" to generate the report.

How to read the Report Total Values

Totals for the selected period are shown at the top of the report.

Transactions	Total count of line items in the report. Note that payment transactions and fees associated with each transaction are shown as one line item even though they are separate transactions in the merchant account. This presentation enables you to understand the net value of each transaction.
Payments	The sum of all payments received for the reporting period.
Fees	The sum of all fees incurred during the reporting period.
Refunds	The sum of all refunds processed during the reporting period.
Chargebacks	The sum of all chargebacks processed during the reporting period. See the line item description of chargebacks below. This value will not appear if there aren't any chargebacks.
Net Receipts	The net receipts, or your profit, for all transactions during the reporting period. Net receipts = payments - fees - refunds - chargebacks. This is the amount that is available to be disbursed to your bank account.
Disbursements to Bank	The total of all disbursements - the transfer of money from your merchant account to your bank account. This value may not match the net receipts value because of timing of transactions relative to the initiation of the disbursement or you may have withdrawals during the time period to cover a negative balance. See a complete discussion of disbursements below.
Withdrawals from Bank	Money that is drawn from your bank account and deposited into the merchant account. This can happen if your merchant account has a negative balance. See the discussion on disbursements and withdrawals below.
Net Disbursed	The net disbursed column is the sum of the disbursements and withdrawals columns. It will usually equal your net receipts, meaning that once all payments and refunds have been settled, the net profit from your registration payments has been disbursed to your bank account. If the net disbursed column does not match net receipts it is most likely because transaction activity has not settled for all transactions at the time the report is run.

How to Read the Summary by Source

The summary by source section summarizes transactions for the period by the source of the payment transactions. This will typically be your registration payments but can include other sources as described below.

Source	The source of the transaction. Typically, the source will be the name of a registration, but can include other sources. See below for a description of source types.
Payment	If the transaction is a payment, this column shows the total payments for the source.
Fees	Shows total fees associated with the source.
Refunds	Shows total refunds associated with the source.
Chargebacks	If the customer disputes the charge with their credit card company, the payment will be withdrawn as a chargeback. This column will only appear on the report if there are chargeback line items.
Net Receipts	The net receipts associated with the source. Net receipts = payments - fees - refunds - chargebacks. This is your profit for the source over the report period.

Note that the Summary by Source section does not include a column for disbursements. That is because a disbursement can include transactions from multiple sources. Instead, reconcile net receipts of all sources with disbursements.

How to Read the Line Item Details

The line item report includes details for payments, fees, disbursements, and withdrawals.

Source	The source of the transaction. The source could be a payment received for a registration, a payment processing fee, or a disbursement from the merchant account to your bank account. See below for a description of source types.
Date	Date of the transaction, such as the date a payment was received. If the transaction is a disbursement, the date will indicate the date the ACH transfer was initiated from the merchant account. It generally takes one to two business days for the money to appear in your bank account.
Submitted By	If the transaction is a payment or refund related to a registration, this column shows the name of the person who initiated the transaction in Doodlio.
Paid By	Shows the name of the account holder for the payment method used (credit card, debit card, bank account).
Payment	If the transaction is a payment, this column shows the total paid. If the payment was subsequently refunded an * will appear next to the payment amount. The refund transaction may appear later in the report, depending on the timing of the refund and the time frame selected for the report.
Fees	Shows the fees related to a transaction. Fees can include credit card processing fees and Doodlio transaction fees.
Refunds	If the transaction was a refund, this column will show the amount of the refund.
Chargebacks	If the customer disputes the charge with their credit card company, the payment will be withdrawn as a chargeback. This column will only appear on the report if there are chargeback line items.
Net	The net amount of the transaction. For example, if the transaction was a payment, the net amount will be the payment amount minus fees.
Disbursed	If the transaction was a disbursement from the merchant account to your bank account, this column will show the amount of the disbursement. See important notes on disbursements below.

Source Types

Your report may contain a number of sources that result in merchant account transactions.

Registrations	If the transaction is a payment for a registration, for example, the name of the registration will appear as the source. When viewing line items, the name of the person who submitted the registration will appear in the Submitted By column.
Unreconciled charges	You will sometimes see charges related to credit card authorizations. Generally, these charges occur when a member attempts to submit a payment, but the payment is not successful. If the member does not retry the payment and complete the registration, we cannot reconcile the payment to a registration. Instead of seeing the registration name, you will see items such as ("AUTH fee schedule" or "UNAUTH fee schedule").
Chargebacks	If a member disputes a payment they made, the payment processor will move the disputed payment amount from your merchant account into an escrow. You will have an opportunity to appeal the dispute. If you win the appeal, the money will be moved back into your merchant account. Otherwise, it will be sent the payer. You will also see a separate $15 chargeback fee.
Payment portal entries	We recommend that you use Doodlio payment screens for all payment processing actions, such as entering refunds. If you use the payment portal (portal.doodlio.com) to enter a payment, refund, or other transaction it will not be reconciled with a Doodlio registration. In that case, the transaction will appear in this report with a source labeled "p1_txn_xxxxxxxx", indicating the identifier of the transaction from the portal instead of the name of a registration.
Disbursements and withdrawals	The line item section of the report includes disbursements and withdrawals, including the date and total amount transferred. This allows you to reconcile the transfer of money between your merchant account and bank account by comparing dates and deposit/withdrawal amounts on your bank statement.

More on Disbursements and Withdrawals

Disbursements show the flow of money between your merchant account and your bank account. Generally, disbursements happen each business day, excluding holidays. When your merchant account is first established, the first disbursement from your account can take up to two weeks, but will then proceed on a daily basis.

When a disbursement is initiated, the money is transferred to your bank account via ACH. It may take several days for the money to post to your bank account. When reconciling disbursements to your bank statements, you should look for the disbursement amount as a deposit in your bank account 1 - 3 business days after the disbursement was initiated.

A disbursement amount will not necessarily equal the net receipts from transactions since the last disbursement. There are a number of reasons for this:

Disbursements are generally initiated in the late afternoon. Payments or charges received that same day, after the disbursement has been initiated, will show the same date as the disbursement but will actually be processed in the next disbursement.
Some fees and other charges related to transactions may be received from the card issuer and processed the next day (or later). For example, assume your receive a $100 payment late in the day that incurs a $3 fee. The net receipts will include the $100 payment but the $3 may not be assessed until the next day. The fees will appear on the same report line as the payment transaction, but the fees will not impact your balance (and the amount disbursed) until the next day.
When your merchant account is first setup, it may take up to two weeks for disbursements to begin processing. You may then see multiple disbursements process in a single day as the system catches up with activity in your account. After this time, your account will show a regular cadence of daily disbursements.

Over time, the amount disbursed will always equal the net receipts from all transactions in your merchant account. In other words, the payment platform will always ensure that 100% of your profits are transferred to your bank account.

You may sometimes see withdrawals, indicating a transfer of money from your bank account back to your merchant account. You will see a corresponding withdrawal on your bank statement. For example, let's say that you end a registration period, have received all payments, and the net receipts have been disbursed to your bank account. Your merchant account balance is $0. You then issue a refund to one of the registrants. The refunded amount is sent from your merchant account, so it now has a negative balance in the amount of the refund. Because there are no more registration payments being received, your merchant account will have a negative balance for an extended period of time. The system will trigger a transfer of funds from your checking account to cover the negative balance and bring your merchant account balance back to $0.

Tag Descriptors

Applies to roles: League Director, Athletic Director, Business Manager
Topics: Registration Reports, Payments
Scenarios: Registration Payment Reconciliation