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Reconciling Payrix Settlements: Reading Your Financial Reports

  • Updated

To see what's in a Payrix deposit, run Settlements - Payrix in Reports > Report Viewer and choose the payout with the deposit's amount. Its rows are the card payments and refunds in that deposit, and its totals show what came out for processing fees, chargebacks and other Payrix adjustments. Every deposit is a net amount, so these reports, not your bank statement, are the record of what it contains.

Applies to: Admins with access to Reports · All plans (Settlements By Associated Org - Payrix: Enhanced plan and up; Settlements By GL Account - Payrix: Elite and Enterprise) · Organizations that take card payments through Payrix

Where: Reports > Report Viewer > Settlements - Payrix; Reports > Report Exports > Settlement Item Detail

How a card payment becomes a deposit

Card payments go into your organization's Payrix account balance. Payrix then sends that balance to your linked bank account as a payout on your account's payout schedule (weekly by default; TeamSideline Support can tell you which schedule your account uses). Processing fees, refunds, chargebacks and other adjustments are taken from the balance before the payout. TeamSideline's reports call each payout a settlement.

Understanding the term "Withdrawal"

In Payrix, a Withdrawal is money moved out of your Payrix account and into your connected bank account: the same thing as a payout, settlement or deposit. A customer pays by card, the money is held in your Payrix balance, Payrix creates a Withdrawal to move it to your bank, and it appears there as a deposit. A Withdrawal does not mean money was removed from your organization.

Reconcile a bank deposit

  1. Note the deposit's amount and date on your bank statement.
  2. Go to Reports > Report Viewer.
  3. In Report, select Settlements - Payrix and click Go.
  4. In Settlement, choose the payout whose amount matches the deposit. Each payout is listed by its Payrix reference, the date Payrix sent it and its amount, followed by the associated organization when the payment gateway belongs to one. The deposit usually reaches your bank a business day or two after that date.
  5. Click Preview.
  6. Go to the last page and compare Total Payment-Payrix Net with the deposit. If the deposit is smaller than you expected, look at Total Payment-Payrix Fees, the refund rows (negative amounts) and the Payrix Adjustments line.
  7. For a spreadsheet with order numbers and customer names, go to Reports > Report Exports and click Settlement Item Detail in the Payment Gateway category. Choose the Payment Gateway, check one or more payouts under Settlement, pick your Columns and Export Type, and click Export.

What you'll see: Settlements - Payrix lists each card payment and refund in the payout with Trans Date, Trans #, Customer Name, CC Last 4, Source, Trans Amt, Fees and Net, subtotaled by Source (the program, store item or other item that was paid for, with its GL account in parentheses when it has one). The last page shows Total Payment-Credit Card, Total Payment-Payrix Fees and Total Payment-Payrix Net, plus Payrix Adjustments when the payout included chargebacks, chargeback fees or fee corrections. Total Payment-Payrix Net is the amount Payrix sent to your bank.

Which report answers which question

You want Report Where
The payments, refunds, fees and adjustments in one deposit Settlements - Payrix Report Viewer
Card payments made between two dates that Payrix has already paid out, with fee totals Settlements By Date Range - Payrix Report Viewer
One deposit broken down by associated organization, then by program Settlements By Associated Org - Payrix (Enhanced plan and up) Report Viewer
One deposit grouped by GL account Settlements By GL Account - Payrix (Elite and Enterprise) Report Viewer
Totals for the payouts sent in a date range Settlement Detail Report Exports
Every payment, refund and chargeback in the payouts you check, with order numbers Settlement Item Detail Report Exports
Each payment split by the items in its order, with GL Account and Source Settlement Item Split Detail Report Exports
Transactions recorded on accounts in a date range, such as miscellaneous credits Account Transactions (choose them in Transaction Type) Report Exports
Income by program for a date range, every payment method included Cash Flow Detail by Pgm Report Viewer
Order lines with each order's payment type and any coupon Order Line Detail Report Exports

Why a deposit doesn't match what you expected

  • Refunds came out first. Refunds are paid from your Payrix balance, so you usually see a smaller next deposit rather than a separate debit.
  • A chargeback was withheld. The disputed amount plus a dispute fee is taken from the payout (see below).
  • A fee was corrected. Occasionally a processing fee isn't charged on the original payout and is taken from a later one, which makes that later deposit look short.
  • Money was carried over from an earlier payout. When Payrix sends part of an earlier balance with a later payout, Settlements - Payrix adds it to that payout's totals, but Settlement Item Detail and Settlement Item Split Detail have no row for it, so their Net column won't add up to exactly that deposit.
  • You compared a Cash Flow report. The Cash Flow Detail reports list transactions by the date they were made, include checks, cash and other payments you record, and show amounts before processing fees. A deposit is dated when Payrix sends it, holds only card payments that have settled, and is net of fees, refunds and chargebacks, so card payments from the last days of a month can be in the next month's deposits. To tie card income to deposits, use Settlements - Payrix, or Settlements By Date Range - Payrix for a period; Settlements By GL Account - Payrix ties a deposit to your GL accounts without matching reports by date.

The $20 dispute fee explained

When a customer files a chargeback, Payrix withholds the disputed amount plus a $20 chargeback dispute fee. For example, a disputed charge of $226.79 is a deduction of $246.79:

  • Chargeback amount (the original payment reversed): $226.79
  • Dispute fee (Payrix's fee for processing the chargeback): $20.00
  • Total Payrix Adjustment: $246.79

In Settlements - Payrix the deduction is in the Payrix Adjustments line, with the note "Payrix Adjustments could be related to chargebacks, fee corrections for past settlements or other adjustments made by Payrix." In Settlement Item Detail the chargeback is its own row, with the dispute fee in the Fees column. If the dispute is decided in your favor, the money comes back as an adjustment on a later payout. For the dispute itself, see TeamSideline Process for Chargebacks: What Happens at Each Step.

Debit recovery: when Payrix takes money from your bank account

If refunds or chargebacks push your Payrix balance below zero, Payrix starts an ACH debit from your bank account, after a waiting period, to recover the shortfall.

  • A debit recovery takes about 5–7 business days (up to about 10) to finish.
  • While it's processing, Payrix also recovers the negative balance from the first card payments that come in. If enough payments come in first, the bank debit is canceled and the money is returned, so for a few days it can look as if you were charged twice.

Settlement reports list payouts only. A debit Payrix takes from your bank account isn't a payout, so it never shows as a settlement of its own: the refund or chargeback that caused it shows as a deduction on the next payout. Open that payout's detail to see the offsetting activity. Payout timing and refund debits are covered in more depth in Payrix payouts: when deposits arrive and why refunds can debit your bank.

If it doesn't work

  • A recent payout isn't in the Settlement list. A payout appears once Payrix has finished processing it and its details, which can lag behind the deposit. If it's still missing after a few days, contact TeamSideline Support and we can reload it.
  • Payouts for some of your payment gateways are missing. Your admin access is limited to certain associated organizations, so you see only their gateways' payouts. Ask an Administrator.
  • A report isn't in the Report list. Your plan doesn't include it (see Applies to), or your admin role or report filters leave it out. Ask an Administrator.
  • "Payment Gateway is required.", "Settlement is required." or "You must select at least one Field before exporting report." In the export, choose a gateway, at least one settlement and at least one column, then click Export again.
  • The Source column says UNK. The payment isn't linked to a program, store item or other item. Contact TeamSideline Support with the Trans #.
  • A deposit still won't reconcile. Email support@teamsideline.com with the settlement's Payrix reference, date and amount, and we can request the underlying Payrix detail.

Good to know

  • You don't need to sign in to the Payrix portal for financial reporting; these reports are in TeamSideline.
  • Settlement reports contain only card payments processed by Payrix. Checks, cash and other payments you record never appear in them.
  • Dates in these reports are in your organization's time zone.
  • Settlements By Date Range - Payrix picks payments by the date they were made, and only those Payrix has already paid out. Settlement Detail picks payouts by the date they were sent.
  • Settlement Item Split Detail is run for the payouts you check, not a date range, and lists payments and refunds only. Filter or pivot on its Source column to split a deposit by program. Chargebacks and other Payrix adjustments are in Settlement Item Detail and on the Payrix Adjustments line.
  • In Settlement Item Detail, Reference Payment Id is filled only for refunds: it's the payment the refund was for.

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