One of the most powerful and time saving features of Doodlio's online registration is the ability to easily and precisely reconcile registration submission charges with online payments and bank deposits. Using Doodlio reports and your bank statement, you can verify:
- Charges for online registration submissions
- Online payments received for those charges
- Deposit of net receipts (payments - payment processing fees) from the merchant account into your bank account
Steps to Complete the Reconciliation
You can perform a reconciliation of total registration charges, payments, and bank deposits by following these steps.
Step 1 - Run the Registration Transaction Detail Report
- Click Online Registration Management
- Click Registration Reports
- Click on the appropriate the transaction detail report type (e.g. Sports Transaction Detail, Class Transaction Detail, Event Transaction Detail).
- Select the reporting period and the name of the registration you want to reconcile.
- Click Run Report
The report will display registration submissions, organized by family. An entry in the Online Payment column confirms that an online payment was submitted. An entry in the Refunds column indicates that all or part of the online payment was subsequently refunded (or voided before the payment processing was complete). The sum of all online payments and refunds appears at the bottom of the report. We will use the total values at the bottom of the report for the next step of the reconciliation:
| Online Payments | The sum of online payments associated with the selected registration that were paid through Doodlio. |
| Online Voids/Refunds | The sum of refunds, voids, and chargebacks of payments associated with the selected registration that were paid through Doodlio. |
Step 2 - Run the Online Payment Reconciliation Report
- Click Online Registration Management
- Click Registration Reports
- Click Online Payment Reconciliation Report
- Select an appropriate time period (generally, a time period that encompasses the registration submissions that you want to reconcile)
- Click Run Report
Step 3 - Compare the Reported Payment Amounts
- In the Online Payment Reconciliation Report, locate the Summary by Source section.
- Locate the source registration for which you ran the Registration Transaction Detail Report in step 1 above
- Compare the Online Payments amount from Registration Transaction Details Report with the Payments column for the registration. The two values should match and will confirm that the reported registration submission payments were received in your merchant account.
If running multiple registrations at the same time, repeat steps 1 - 3 for the other registrations.
Step 4 - Confirm Deposits of Net Receipts
Key fields to consider are:
| Net Receipts | Total received from payment processing after payment processing fees have been applied. In other words, the total amount available to be disbursed to your bank account. |
| Disbursements | A transfer of funds from your merchant account to your bank account. |
| Withdrawals | A transfer of funds from your bank account to your merchant account. A withdrawal will only occur if your merchant account has a negative balance for a few days. A negative balance can occur if you issue refunds after all receipts have been transferred to your bank account (i.e. you issue refunds when there is no money in your merchant account). |
- Locate the Line Item Details section in the Online Payment Processing Report.
- Look through the line items for entries with a source identified as Disbursement to Bank Account. Note the date of the disbursement and the amount in the Disbursement column.
- In your bank statement, look for a deposit entry that matches the amount in the Disbursement column for the entry. Disbursements are sent via ACH, so the deposit date in your bank account will typically be 1 - 3 business days after the disbursement date.
- Next, look through the line items for entries with a source identified as Withdrawals from Bank Account. Note the date of the withdrawal and the amount in the Disbursement column (in the line item details disbursement and withdrawal amounts are both reported in the withdrawals column).
- In your bank statement, look for a withdrawal entry that matches the amount in the Disbursement column.
Reconciliation of deposits with disbursements and withdrawals completes the reconciliation of online registration charges, payments, and deposits.
Tag Descriptors
- Applies to roles: League Director, Athletic Director, Business Manager
- Topics: Registration Reports, Reconciliation
- Scenarios: Payment Reconciliation, Disbursement Reconciliation
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