search icon
close icon close icon

Reconcile POS (Point of Sale) Electronic Payment Advice (EPA) reports

Reconcile your Electronic Payment Advice (EPA) reports with internal records to ensure accurate financial tracking and resolve any discrepancies in your payment data.

Reconciliation of your Electronic Payment Advice (EPA) reports ensures the accuracy of your financial records by matching transaction data from the emerchantpay Genesis gateway with your internal systems. By carefully cross-referencing each transaction and comparing fees, settlements, and payment amounts, the process helps:

✅ Verify payment accuracy: Ensure funds are correctly credited to your account.
✅ Identify discrepancies: Quickly spot any discrepancies or errors in transaction processing.
✅ Track fees and settlements: Monitor transaction fees and settlement amounts to ensure accuracy in financial reporting.

Reconcile EPA reports

Follow these steps to reconcile your EPA reports and confirm that all transaction data aligns with your internal records.

1. Access the EPA report

  1. Log in to the emerchantpay Genesis gateway.
  2. Navigate to Billing → Billing Statements.
  3. Locate the billing statement ID for the target date or period.
  4. Click the Action button and download the EPA in CSV, XLS, or XML format.

2. Prepare for reconciliation

  1. Record the billing cutoff times listed in the report. Use these to filter internal records for the same period.
  2. Identify key fields: Make sure you understand fields such as Transaction Type, Transaction Amount, Billing Amount, and Commission Amount.

3. Filter and analyse the data

  1. Open the downloaded EPA report in Excel.
  2. Apply filters to the top row and select relevant Transaction Types (e.g., Sale Approved, Refunds).
  3. Use AutoSum to calculate totals for Transaction Amount, Billing Amount, and Commission Amount.

4. Cross-check with internal records

  1. Compare totals from the EPA report with your internal accounting or reconciliation tool.
  2. Filter by Merchant ID or Terminal ID to verify branch- or location-specific results.

5. Verify gross volume

  1. Remove irrelevant transaction types such as Authorisation Approved and Chargebacks.
  2. Sum the relevant transactions and match the result to the Gross Volume figure in your billing statement.

6. Investigate discrepancies

  1. Double-check billing period and cutoff times to ensure you’re comparing the correct date ranges.
  2. In the Genesis gateway, go to the Card Present tab and export a detailed CSV of processed transactions.
  3. Filter the CSV by Merchant ID and identify any missing or incorrect records.

7. Finalise the reconciliation

  1. If discrepancies remain, escalate internally or contact the emerchantpay payments team for assistance.
  2. Confirm that totals in the Printable PDF and View Detail sections match your calculations for transaction, billing, and commission amounts.

Recommendation: Save a copy of the reconciled report and any notes for auditing or internal reporting purposes.