The Reconciliation module is a tool designed to help you to reconcile your bank statements with the transactions in your Ingenico Account. Using Reconciliation does not affect transactions or money transfers in any way.

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The Reconciliation module works with selected acquirers and Full Service. Please contact us to see if your acquirer supports reconciliation.

Data files
A data file is a file comparable to a bank statement, issued by an acquirer. It's also referred to as an EPA file. Only selected acquirers send data files to our system (please check with our Customer Care department if they apply to you).

Using data files from the acquirers, our system can pre-process the data, making the reconciliation task easier for you.

Important
  • The data file information may not be immediately available in your Ingenico Account, because some acquirers wait a few weeks before first payment of a new merchant’s transactions, and acquirers usually issue data files after the payout. Thus, Ingenico does not receive data file information directly after the first transactions, and will receive it after some time.
  • The data file information is never available for transactions older than the date when the Reconciliation module was activated.

1. Reconciliation menu

Once Reconciliation is activated in your Ingenico account, you can find the button in the top menu of your account.

The Reconciliation menu item contains the following sub-items:

  • Reporting allows you to view your reconciled transactions;
  • Configuration allows you to specify your bank account numbers for the Reconciliation Module and configure Push Reports.
  • Download allows you to download different types of reports directly from your Ingenico Account.
  • Dispute allows you to see retrieval requests and chargebacks issued for your card transactions (Full Service only)

1.1 Reporting

The reporting screen is divided into 3 tabs. These tabs reflect the full lifecycle of a transaction. A transaction will therefore only appear in one tab at a time, depending on the status.

Reconciliation Reporting lifecycle

Processed transactions: this view compiles all transactions which have been processed on the gateway, but for which the money has not yet been received by Ingenico Financial Solutions, and therefore has not yet been paid out.

Your Balance (only for Full Service merchants) : this view compiles all transactions which have been processed on the gateway, and for which the money has been received by Ingenico Financial Solutions but has not yet been paid out.

Payout view: this view compiles all details of transactions which have been paid out by your acquirer or Ingenico Financial Solutions.

1.1.1 Processed transactions

The "Processed transactions overview" indicates the total number of pending transactions, for which the money has not yet been paid by the acquirer or received by Ingenico, grouped by currency.

The following columns are displayed:

NameDescriptionExample
Currency Transaction currency EUR
Total paid amount Transaction amount 1 EUR
Number of transactions For grouped transactions, the number of transactions contained in the current line. 1
Action Clicking the "Details" button will take you to the list of included transactions where you can access each transaction's financial history individually. -

Example:

In the "Processed transactions summary based on currency", by selecting a currency in the dropdown menu, you can see details of the pending transactions per brand.

The following columns are displayed:

NameDescriptionExample
Brand Payment method of the transaction Visa
Total paid amount Amount of the transaction 1 EUR
Number of transactions For grouped transactions, the number of transactions contained in the current line. 1
Action Clicking the "Details" button will take you to the list of included transactions where you can access each transaction's financial history individually. -

Example:

By clicking the blue arrow on the left, you can see the details per item type: Payments, Refunds and Deleted payments:

Clicking the details button will take you to the list of included transactions where you can access each transaction's financial history individually.

The following columns are displayed:

NameDescriptionExample
Pay ID Payment unique identifier 100633195
Merchant transaction ref. Merchant Order ID order123ab
Order description Merchant order description abc
Order date Order date (yyyy-MM-dd) 2014-08-07
Payment date Transaction date (yyyy-MM-dd) 2014-08-07
Gross amount The total amount of the transaction or group of transactions (including acquirer fees).
This is the amount you see in the back office, e.g. in the Financial history.
13.52 EUR
Status Gateway status of the transaction (e.g. 9 - Payment requested) 9
Name Name of the buyer John Doe
Brand Payment method of the transaction iDEAL

Example:

1.1.2 Your balance

Reconciliation Your balance

This view allows you to check your current account balance at Ingenico Financial Solutions. A timestamp indicates the last update of the balance.

The first section shows the balance overview (total) per settlement currency.

The second section shows the Balance summary of the selected settlement currency, per operation type (Transaction, refunds, chargebacks, fees and miscellaneous costs). You can change currency using the dropdown menu if your account supports multiple settlement currencies.

By clicking on the button “Details”, you can check all "Account and processing fees" and "Transaction and financial service fees" details which have occurred on your balance.

Reconciliation Your balance

Your current “balance amount” is equal to the “Transaction and financial service fees” minus the “Account and processing fees”.

Here is the description of the view:

Name Content Example
Account and processing fees
Operation code Operation type (See non-transactional “Operation types” in push report guide for all possible values) NAST
Details The description of the operation Account setup
Transaction and financial service fees
Pay ID Payment unique identifier 100633195
Merchant transaction ref Merchant Order ID order123ab
Order description Merchant Order description abc
Order date Date of the order 2014-08-07
Payment date Transaction date (yyyy-MM-dd) 2014-08-07
Transaction amount

The total amount of the transaction or group of transactions (including acquirer fees).

This is the amount you see in the back office, e.g. in the Financial history.
14,31 EUR
Interchange amount (available from 01/2015) Fee paid between banks for the acceptance of card based transactions (expressed in the smallest unit of the currency used).
Scheme Fee Scheme fee 0,10 EUR
Fx Rate Exchange rate 0,12
Fx Fee Exchange fee 0,10 EUR
Gross amount Transaction amount expressed in the merchant’s currency 13,52 EUR
Net amount The amount you receive on your bank account (=gross amount minus the acquirer commission, chargebacks and other costs) 13,52 EUR
Status Gateway status of the transaction (i.e. 9 - Payment requested) 9
Name Name of the buyer John Doe
Payment method Payment method of the transaction iDEAL

1.1.3 Payout

Reconciliation Payout

This view allows you to see the payouts which have been done by your acquirer/collector.

A search section allows you to limit the list based on payout date, payout amount or payout reference.

The table shows the list of payouts with amounts, sorted by date (last one first). The payout reference is the number mentioned in the structured communication of the payment visible on your bank statement.

By clicking on the green arrow on the left, you can see the payout details and all associated operation type (Transaction, refunds, chargebacks, fees and miscellaneous costs, reserve adjustments or direct debits). You can download details by clicking on the button “Download complete report”. The file structure is described in the Push Reports guide.

Reconciliation Payout details

By clicking on the button “Details”, you can check all "Account and processing fees" and "Transaction and financial services" details which are associated to the selected payout.

Reconciliation Payout details

Your current “Payout amount” is equal to the “Transaction and financial services” minus the “Account and processing fees” minus the “Payout operations”.

Here is the description of the view:

Name Content Example
Account and processing fees
Operation code Operation type (See non-transactional “Operation types” in push report guide for all possible values) NAST
Details
The description of the operation Account setup
Transaction and financial services
Pay ID Payment unique identifier 100633195
Merchant transaction ref Merchant Order ID order123ab
Order description Merchant Order description abc
Order date Date of the order 2014-08-07
Payment date Transaction date (yyyy-MM-dd) 2014-08-07
Transaction amount

The total amount of the transaction or group of transactions (including acquirer fees).

14.31 EURO
Interchange amount (available from 01/2015) Fee paid between banks for the acceptance of card based transactions (expressed in the smallest unit of the currency used). 0,10 EUR
Scheme Fee
Scheme fee
0,10 EUR
Fx Rate

Exchange rate

0,12
Fx Fee
Exchange fee
0,10 EUR
Gross amount Transaction amount expressed in the merchant’s currency
13,52 EUR
Net amount

The amount you receive on your bank account (=gross amount minus the acquirer commission, chargebacks and other costs)

0,10 EUR
Status Gateway status of the transaction (i.e. 9 - Payment requested) 9
Name Name of the buyer John Doe
Payment method Payment method of the transaction iDEAL
Payout operations (ie. reserve adjustments and direct debits). (available from 01/2015)
Operation code Operation type (See non-transactional “Operation types” in push report guide for all possible values) NDDP
Gross amount Empty for non-transactional details
Net amount The amount of the operation + currency 10 EUR
Details The description of the operation Direct debit

1.2 Configuration

At the top of the configuration screen, you will see the "Electronic Reporting" section of your account. The section will propose pre-configured reports. Payout Reports are sent every time the acquirer or collector confirms the payment of the money on your bank account.

Reconciliation Configuration

You can activate:

  • The “Payout report” which includes only transactional data (Transactions, refunds, chargebacks, chargebacks reversal).
  • The “Payout Report including non-transactional data” which includes both transactional (as mentioned above) and non-transactional data if applicable (ie. Account/service setup fees, monthly/yearly fees, payout fees, additional refunds/chargebacks/authorization fees, reserve adjustments and direct debits).

    If you have configured push reports before October 2014, you may still have old versions of reports configured, as follows:
  • Payout Confirmations sends a daily report with transactions for which the payment has been confirmed by the acquirer.
  • Reconciled Payments sends a report of the day's reconciled payments (payments for which you've performed the reconciliation). This functionality and report has been discontinued as of October 2014.
  • Payout Reference (Full Service) sends a report with the reference number mentioned in the structured communication of a payment on your bank statement.

    Note: You need to have the Push Reports option activated in your account for this feature to be operational. 3 reconciliation push reports are included by default for Full Service merchants.

    You can see the file structure in the Push Reports guide.

1.3 Download

Reconciliation Download

In the Reconciliation Download screen, you can download two types of reconciliation reports:

  • The “Payout report” which includes only transactional data (Transactions, refunds, chargebacks, chargebacks reversal)
  • The “Payout Report including non-transactional data” which includes both transactional (as mentioned above) and non-transactional data if applicable (ie. Account/service setup fees, monthly/yearly fees, payout fees, additional refunds/chargebacks/authorization fees).

    You can download based on payout date (the date on which the acquirer/collector confirmed the payment of the money on your bank account) or payout reference (the number mentioned in the structured communication of a payment on your bank statement

    Furthermore, you can choose the file format you want to download your report in: "csv" or "txt".

    The file structure is described in the Push Reports guide.

1.4 Dispute

The dispute module shows the transactions involved in the dispute life cycle, including retrieval requests, first and second chargebacks, representments.

Reconciliation Dispute

The transactions are grouped together by the Acquirer Reference Number (ARN), which acts as a unique identifier for the chargeback life cycle. It is possible to search for retrieval requests or chargebacks using the posting date, some reference of the card number, card scheme, reason code or acquirer reference number.

Name

ContentExample
Posting date The processing date of the dispute 2014-10-16
Item type

Possible values are:

  • Retrieval request: it takes place when the issuer wants to obtain information about a transaction charged to one of its cardholders.
  • 1st chargeback: First chargeback from the issuer.
  • Representment: A second presentment of the transaction to the issuer.
  • 2nd chargeback: Second chargeback from the issuer.
1st chargeback
Card number Card number ************0143
ARN The Acquirer reference number (ARN) is the same for all transactions in the dispute life cycle. 74008503273338307683984
Reason code

The card scheme dispute reason code (Not filled for all item types.)

Please find a list of possible reason codes here (docx file download).

83
Reason description The card scheme dispute free-text description of the reason code. (Not filled for all item types.) Fraud-Card Absent Environment
Currency The currency of the acquirer dispute account to which the transaction is posted. EUR
Amount The amount of the transaction, expressed in the account currency. 36.24
CCN The issuer reference number (Chargeback Control Number/CCN) for the transaction. (Not filled for all item types.) 941679
Original posting date The posting date of the original presentment. 20130930
Original transaction date The transaction date of the original presentment. 20130930
Transaction type Transaction type of the original presentment. Purchase
Merchant settled amount The amount settled with the merchant for the original presentment in the merchant funding currency (that is, the amount posted to the merchant account), before the deduction of any charges. 36.24
Network settled amount Currency and amount settled with the payment network for the presentment (that is, the interchange settlement amount), before the deduction of any charges. 36.24
Original slip The internal slip number of the original presentment. 33830768659
Item slip The internal slip number of the transaction (that is, of the 1st chargeback, representment, and so on). 34135120814
Auth code The authorisation code of the original presentment. 127309
Batch number The batch number provided by the submitter of the original presentment. OGV131001_01
Merchant DBA The “Doing Business As” name of the merchant. Ingenico
Merchant transaction ref The merchant’s transaction reference number. 20604728
Capture mode Transaction data capture method eCommerce
Payid Ingenico payment unique identifier 100633195

When a search has been performed, you can also download the displayed information in csv.

2. Reconciliation status

The Recon. Stat. (Reconciliation status) field, visible in the transaction details screen via View transactions, gives information about the financial processing of the transaction.

These are the possible statuses:


Full Service Other (Non-Full Service)
Payments Transaction processed
Sent for clearing
Received by Ingenico
Paid by Ingenico
Transaction processed
Sent to acquirer
Paid by acquirer
Refunds Refund pending
Refund processed
Refund refused
Refund pending
Refund processed
Refund refused
Bank transfers Waiting for payment
Received by Ingenico
Paid by Ingenico
Expiration initialized
Expired

FAQs

Full Service allows you to activate many local payment methods all at once, and in several countries, with one single contract. If you trade internationally, it could be the ideal way to accept payments from all across Europe. It saves you time-consuming administration and because you can offer more payment methods, it can also increase your revenue.

Through our affiliate Ingenico Financial Solutions, we are able to collect the payments from your customers via their local acquirers and send them directly to your merchant account once they have been authorised.

In your Ingenico account, your Full Service payment methods will be preconfigured with the affiliation details of Ingenico FS so for each transaction received, they will be able to route the money directly into your merchant account.

As the payment process with Full Service is the same as the normal payment process, transactions with Full Service will work perfectly with any shopping carts that support Ingenico ePayments e-Commerce.

An acquirer is a financial institution that processes payments from certain credit and debit cards. The acquirer is responsible for the financial part of transaction processing and Ingenico is responsible for the technical part. In other words, without an acquirer the money will not be transferred to your bank account.

For every online payment method you want to add, you need an acceptance contract with an acquirer. If you’d like advice on which acquirer would be best suited for you and your region, please contact our Sales team at sales.ecom@ingenico.com. If you know which acquirer you want to work with, you can simply select them from the drown down list when adding a payment method in your account. 

But why not let us take care of it for you? Ingenico Full Service allows you to activate many local payment methods, all at once and in several different countries – with one single contract. If you trade internationally, it could be the ideal way to accept payments from all across Europe. It saves you time-consuming administration and because you can offer more payment methods, it can also increase your revenues. 

Find out more about Ingenico Full Service here and by writing to sales.ecom@ingenico.com and asking for contract information.

In your Ingenico account menu, you can easily lookup your transactions by choosing "Operations" and then clicking either "View transactions" or "Financial history", depending on the type of transaction results you're looking for.

Go to Consult your transactions for more information.

By default you can send goods or deliver your service once a transaction has reached the status "9 - Payment requested". However, although status 5 is a successful status, it's only a temporary reservation of an amount of money on the customer's card. A transaction in status 5 still needs to be confirmed (manually or automatically) to proceed to the status 9, which is the final successful status for most payment methods.

Go to Transaction statuses for more information.

You can easily refund a payment with the "Refund" button in the order overview of a transaction (via View transactions). If your account supports it, you can also make refunds with a DirectLink request or with a Batch file upload (for multiple transactions).

Please note that the Refunds option has to be enabled in your account.

Go to Maintain your transactions for more information.

A full green thumbs-up icon means that the transaction was completed with a 3-D Secure authentication method, such as Digipass or a card reader. However, it doesn't necessarily mean the payment itself was processed successfully. Therefore, you should always check the transaction status to know whether you'll receive your money.

Go to Transaction statuses for more information.

If you want to check specific details of an order/transaction or perform maintenance on transactions, you should use View transactions. "Financial history" is the most convenient to periodically check incoming and outgoing funds.

For more information, go to View transactions vs Financial history.

You can only perform refunds on transactions which have already received status 9 for at least 24 hours. A cancellation or deletion can be done within approximately 24 hours after final status has been received (status 9 or 5).

To know the cut-off time of the acquirer, we recommend you to check directly with our Customer Care department.

Once a transaction reaches status 9, meaning that the customer has paid, the acquirer or bank will deposit the money to your account. The time when this payout occurs differs per payment method and acquirer. We recommend you to check directly with the acquirer or bank, if you believe you're not receiving your money in a timely manner.