Reconcile External Payments

Overview

Reconciliation is the process of matching confirmed External Payments with receipts in the system. This ensures that payments recorded through external systems, such as online payment gateways, are accurately recorded and allocated.

External Payments can be created through supported integrations or imported from external sources. Once a payment is confirmed, it becomes available for reconciliation.

During reconciliation, receipts are created and applied to outstanding invoices associated with the record the payment was made for. The system automatically suggests and preselects invoices that match the confirmed payment amount, reducing manual work and the risk of allocation errors.

Considerations for Reconciliation of External Payments

• Only payments that have been confirmed will be available for reconciliation. The definition of confirmation may differ by payment provider, but the system will indicate when a payment is ready to be reconciled.

• Reconciliation can only be made by creating receipts during the process. It is not possible to reconcile against existing receipts.

• For payments made for Offers, the Offer must first be accepted. The payment can then be allocated to the respective invoices.

Settings

Before reconciling External Payments, we recommend configuring the following options to simplify the reconciliation process and save time:

• Default Fields: Set the default values for fields used when reconciling External Payments.

• Order for Reconciliation: Define the order in which outstanding fees and invoices are prioritised when the system does and suggests payment allocations.

For more information about these options, see External Payments Settings.

Reconcile External Payments

External payments can be reconciled either:

• Manually: Review an External Payment and select how the payment should be allocated before creating the corresponding receipts.

• Automatically: Let the system reconcile confirmed External Payments automatically based on predefined reconciliation rules and payment information.

External Payments Surcharges

Some providers apply a surcharge to transactions. You can include this amount in the External Payments record so it is handled during reconciliation.

• The surcharge is separate from the payment amount

• It is not deducted from the payment

When reconciling a payment with a surcharge:

• A surcharge invoice is created under the same enrolment as the first allocated invoice

• The payment transaction date is used as both the invoice date and due date

• The fee item comes from the configured Surcharge fee (Fee Type: Other) in Faculty settings

Unreconcile External Payments

Mistakes can happen. If an external payment was reconciled in error, you can reverse the process by unreconciling it.

When unreconciling, you can choose to simply unlink the payment from the receipts or also delete the associated receipts.

To unreconcile a payment:

1. Open the external payment you want to unreconcile.

2. Ensure the Reconciliation Status is set to Reconciled.

3. In the header, click Unreconcile.

4. A confirmation window will appear.

   • To also delete the receipts the payment was reconciled against, select Delete reconciled receipts.

5. Confirm to finalise the process.