Using WorldPay/Streamline but reconciling is horrible

[Freelancer87]

Hello,

We use WorldPay/Streamline for our online payment processing to our HSBC business bank account. We are finding it extremely hard to reconcile our accounts.

When we have several transactions on the same day, the process to figure out how to assign the payment to the account can be so frustrating. They settle into your account one total amount and we have to figure out what transaction to assign to that total.

Does anybody else have that problem and have found a way to track this better? I am hoping to find a more automated way of doing this.

Thanks for any help!

-Dave

 

[Sparx]

Hi Dave

Do you have an online eCommerce/MOTO account or do you have an actual physical PDQ card machine?

If you have an online account, you should have a login management system which should have a transaction reporting tool which gives you a full run down of all of your transactions by the day.

If you have a physical PDQ card terminal, you should have the facility to complete an End of Day Banking and/or Z Total to get your figures which will break the transactions down.

Hope that helps.

 

[astutiumRob]

Firstly, why are you not recording the details of the orders, and tracking the callbacks on payment to "activate" the order ?

Anyway, just d/load the "statement" from worldpay - it has all the individual transactions on there ...

 

[Freelancer87]

Firstly, why are you not recording the details of the orders, and tracking the callbacks on payment to "activate" the order ?

Anyway, just d/load the "statement" from worldpay - it has all the individual transactions on there ...

Hello,

I'm not sure about the first comment....maybe you could clarify?

I do download the statements.... it seems like we are having the worst time when mulitiple orders are made from the site and also when we have MOTO payments we take. All of our transactions are via the website or MOTO. We don't use a terminal.

I need to take another look at the process we are using.

Cheers,

Dave

 

[JPincas]

My partner does this on our system, and I just had a quick chat to her about it. She said that most of the time the totals add up OK, but from time to time, when they don't, it causes her a real headache. I asked her why she doesn't just use a batch report from Worldpay to reconcile with our system, but she said the statement or whatever doesn't help her for one reason or the other. I'll have to check out why that is, but perhaps you could be more specific about the exact problem you are having with reconciliation - obviously, you should be able to just tick all the transactions on one day and that should add up to what went into the bank. If that's not the case for you, what seems to be deviating?

 

[astutiumRob]

I'm not sure about the first comment....maybe you could clarify?

You should be recording the *order* before sending the user for payment, then you should be getting "callbacks" from WP to indicate the payment has gone through, with the transaction amount, receipt number etc, which you then put on the order and mark the invoice as paid etc (assuming these are online transactions)

For "moto" you should be putting the transaction-id it gives you on the order, and generating the invoice

Correct handling of orders make reconciling a breeze

 

[Freelancer87]

I'll have to check out why that is

Hello,

Thanks for the help....I look forward to see if we share the same issues.

@othellotake - When we do the MOTO thing, I do put a unique ID that I can match to the WP report so that is good. The other online transactions do have some other identifying features to match as well.

My MD does most of the reconciling.....it may be that he does not have a grasp on the process and is making this way more complicated than it needs to be.

Thanks,

Dave