Overview
This article helps administrators reconcile the money that lands in (or leaves) their bank account against TeamSideline's Payrix financial reports. It answers the most common questions we receive about settlements, withdrawals, refunds, chargeback fees, and why a bank deposit sometimes doesn't match a report total.
Key idea: With Payrix, money first flows into your Payrix account balance. Payrix then settles (deposits) that balance to your bank account on your payout schedule (weekly by default, or daily for premium accounts). Refunds, chargebacks, and fees are netted against your balance before the next deposit — so your reports, not your bank statement alone, are the source of truth for what a deposit contains.
Which reports to use
All financial reporting is available inside your TeamSideline admin site — you do not need to log in to Payrix directly.
- Reports > Report Viewer
- Settlements – Payrix — a high-level view of each positive settlement (deposit) made to your bank account.
- Settlements By Date Range – Payrix — the same information filtered to a date range you enter; useful for matching a specific bank deposit.
- Reports > Report Exports
- Settlement Detail — high-level deposit totals for a date range and gateway.
- Settlement Item Detail — the individual transactions in a settlement, including per-transaction credit card fees.
- Settlement Item Split Detail — a further breakdown of settlement items.
- Account Transaction Report — use this to find records such as miscellaneous credits added to accounts (it can be configured to include misc. credits when run).
- Cash Flow Detail by Program — breaks down registration income by program to help attribute a deposit to specific programs/registrants.
Understanding the term "Withdrawal"
TIn Payrix, the term Withdrawal refers to money being moved out of your Payrix account and deposited into your connected bank account.
Although the word "withdrawal" may sound like money being taken away, in this context it means Payrix is withdrawing funds from your Payrix balance to complete the deposit to your bank account. This is the same process as a payout, settlement, or deposit.
For example:
- A customer payment is processed through Payrix.
- Funds are collected and held in your Payrix account balance.
- Payrix creates a Withdrawal to move those funds from Payrix to your linked bank account.
- The funds appear as a deposit in your bank account.
If you see a Withdrawal in Payrix reporting, it does not mean funds were removed from your organization. It indicates that funds were transferred from Payrix to your bank account.
Why my bank deposit doesn't match the report total
Deposits are shown net of refunds, chargebacks, and fees for that settlement batch. Common reasons a deposit is smaller than the sum of the transactions you expect:
- Refunds are deducted before payout. Refunds are funded from your Payrix balance, not pulled separately from your bank account. When you issue a refund, you will usually see a smaller next deposit rather than a separate debit.
- A chargeback/return was withheld. If a customer disputes a charge, the disputed amount (plus the dispute fee — see below) is deducted from the settlement.
- Prior fee adjustments. Occasionally credit card fees are not charged on the original settlement and are corrected on a later settlement, which can make a later deposit appear off.
The $20 dispute fee explained
When a customer files a chargeback/dispute, Payrix withholds the disputed amount plus a $20 chargeback dispute fee. For example, a disputed charge of $226.79 will show as a Payrix Adjustment of $246.79 on your settlement report:
- Chargeback amount (original transaction reversed): $226.79
- Dispute fee (Payrix's fee for processing the chargeback): $20.00
- Total Payrix Adjustment: $246.79
See also the Chargeback Processing article for the dispute workflow.
Debit Recovery - Pulling Funds from Your Bank Account
If refunds or chargebacks push your Payrix balance negative, after a waiting period, Payrix initiates an ACH withdrawal from your bank account to recover the shortfall. Important points:
- Debit recovery take about 5–7 business days (up to ~10 days) to fully process.
- While that debit recovery is still processing, Payrix will try to recover the negative balance from the first available incoming sales. If enough sales come in first, the earlier ACH debit recovery is cancelled and the funds are returned — so it is normal to temporarily see the amount taken and then credited back.
- This means you may briefly appear to be charged "twice"; the recovered amount will be returned once the settlement clears.
Why don't debit recoveries show in the Settlements – Payrix report?
The Settlements – Payrix report in Report Viewer only displays positive settlements (deposits). A standalone debit recovery will not appear on its own. Instead, the refund or chargeback activity that caused the withdrawal is reflected as a deduction on the next positive settlement. Review the next deposit's detail to see the offsetting activity.
Report timing / lag
Settlement reports typically appear in TeamSideline a short time after the deposit occurs, and can occasionally lag while data is pulled back from Payrix. If a recent settlement is missing or a report won't load, contact TeamSideline Support and we can reload it.
Step-by-step: reconcile a bank deposit
- Note the deposit amount and date from your bank statement.
- Go to Reports > Report Viewer and run Settlements - Payrix.
- Confirm the settlement total matches the deposit. If it's lower than expected, look for refunds, chargebacks/Payrix Adjustments, and fee deductions inside the settlement.
- For transaction-level detail (per-registrant amounts and fees), run Settlement Item Detail under Reports > Report Exports.
- If a deposit still won't reconcile, or a report is missing/not loading, contact support@teamsideline.com and include the settlement ID and date — we can request the underlying Payrix detail.