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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 ensure that all transaction data aligns with your internal records for accurate financial tracking.

1. Access the EPA report

  1. Log into the Genesis gateway: Open the emerchantpay Genesis gateway and log into your account.
  2. Navigate to the Billing Statements section: From the main menu, go to Billing → Billing Statements.
  3. Locate the relevant billing statement: Find the billing statement ID for the transactions you need to reconcile.
  4. Generate the EPA report: Click the Action button next to the selected statement and choose a file format (CSV, XLS, or XML).

2. Prepare for reconciliation

  1. Record billing cutoff times: Note the start and end times displayed in the report. These times are important for matching the data with your internal records.
  2. Identify key fields in the report: Make sure you’re familiar with the key fields in the EPA report, such as transaction type, transaction amount, billing amount, and commission amount.

3. Filter and analyse the data

  1. Open the report in Excel: After downloading the report, open it in Excel.
  2. Filter by transaction type: Apply the filter function to the top row and select the relevant transaction types (e.g., Sale Approved, Refunds).
  3. Calculate totals: Use AutoSum to calculate totals for transaction amount, billing amount, and commission amount.

4. Cross-check with internal records

  1. Match report totals: Compare the totals from your EPA report with those in your internal records or payment system.
  2. Filter by merchant or terminal ID: If you’re reconciling across multiple branches or terminals, filter by merchant ID or terminal ID to isolate the relevant data.

5. Verify gross volume

  1. Filter for relevant transaction types: Remove non-relevant transaction types (e.g., Authorisation Approved, Chargebacks) to calculate gross volume.
  2. Match the gross volume with the billing statement: Verify that the gross volume in your EPA report aligns with the total in your billing statement.

6. Investigate discrepancies

  1. Check for missing or incorrect transactions: If discrepancies arise, ensure the cutoff times are consistent and look for missing or incorrect entries.
  2. Review processed transactions: In the Genesis gateway, go to the Card Present tab and export a detailed CSV of processed transactions. Filter by merchant ID to find inconsistencies.

7. Finalise the reconciliation

  1. Resolve errors: If discrepancies remain, resolve them by updating your internal records or contacting your payments team.
  2. Confirm all totals: Double-check the totals for transaction amount, billing amount, and commission amount in the Printable PDF and View Detail sections of Genesis to confirm everything matches.