Reconcile External Payments Automatically
Once external payments are ready for reconciliation, you can reconcile multiple payments automatically based on your system configuration, which can be customised to suit your needs.
If this is your first time reconciling payments, we recommend reviewing the following article to understand the general concept of external payment reconciliation:
Considerations for Automatic Reconciliation of External Payments
Multiple payments can be reconciled at the same time.
Partial reconciliation is not supported.
Overpayments are supported.
Surcharges are supported.
For payments made for Offers, the Offer must first be accepted. The payment can then be allocated to the respective invoices.
When funds are allocated to multiple invoices during reconciliation, a separate receipt is created for each invoice.
Reconcile External Payments Automatically
Before reconciling an external payment, ensure the Reconciliation Status is marked as READY TO RECONCILE.
You can begin Auto reconciliation in two ways:
Option 1: From External Payments Search
Locate and select the payments to reconcile.
In the actions panel, click Reconcile > Auto Reconcile.
The Auto Reconciliation Wizard will open.
Option 2: From External Payment Details
Open the details page of the payment.
In the header, click Reconcile > Auto Reconcile.
The Auto Reconciliation Wizard will open.
Auto Reconciliation Wizard
The Auto Reconciliation Wizard allows you to automatically reconcile selected external payments based on your system configuration.
Step 1: Payment Details for Receipts
As this process creates receipts to allocate payments, additional receipt details must be entered. These are the same fields required when creating an individual receipt.
The details entered will apply to all receipts generated during the auto-reconciliation process.
Tip
Configure default options for External Payments so they are pre-selected when creating or importing external payments.
Additional Configuration
Allow Overpayments: When enabled, payments can exceed the total outstanding balance of the invoices. Any excess is recorded as an overpayment and included in the last receipt created during allocation.
When disabled, if the payment exceeds the total outstanding balance, the reconciliation will fail.
Once you proceed, the auto-reconciliation process will begin. The behaviour depends on how many payments are selected:
Single payment:
The reconciliation is processed immediately after submission. The result is displayed directly within the wizard, including a summary log of the reconciliation outcome.Multiple payments:
The reconciliation runs as a background Process. Once completed, you will receive a notification with the results.
Step 2: Automatic Payment Allocation
During auto-reconciliation, the system allocates the payment to the student’s oldest outstanding invoice first. If funds remain, it continues to the next oldest invoice until the full amount is applied.
Within each invoice, fees are allocated based on the configured fee order. This order can be adjusted in system settings to match your organisation’s requirements. For more details, refer to: External Payments Settings | Order of Fees for Reconciliation
The tax portion of the payment is allocated proportionally in line with how the payment is applied to the taxable items on the invoices.
If the payment is successfully allocated, the system will create the relevant receipts and link them to the external payment.
The external payment will then be marked as Reconciled and will not be available for further reconciliation.