Example: E Commerce

Note:

Reconciliation V2 is currently in Beta. For Reconciliation V1, please check here.

We will continue to support Reconciliation V1 for all existing merchants. With the launch of V2, reconciliation is now a configurable experience — merchants will have the choice to continue with V1 or opt into V2 directly from the dashboard

All your existing configurations and setups will seamlessly carry over to V2 with no additional effort required on your end. We recommend beginning the transition to Reconciliation V2 to take advantage of the latest features.

E-commerce Three-Way Reconciliation

Three-way reconciliation is the process of verifying the flow of money across three independent systems to ensure financial accuracy. For a typical e-commerce business, this involves reconciling data from:

• Order Management System (OMS): Your system of record for customer orders and fulfillment

• Payment Service Provider (PSP): The service that processes payments and handles settlements

• Bank: Your financial institution where actual cash deposits are made

We solve this complex problem by breaking it down into two interconnected reconciliation processes: Order → PSP and PSP → Bank. This approach ensures every step of the payment journey is tracked and validated.

The Reconciliation Flow: A Step-by-Step Guide

The reconciliation engine follows a structured process to automatically match and validate transactions across all three systems.

Step 1: Account Setup

First, we establish the accounts that represent the source and destination of funds in your ledger. This ensures that every transaction is categorized correctly from the start.

Account Structure:

• Orders Account (Credit type): Tracks customer order values and is the source of funds for the entire flow

• PSP Settlement Account (Debit type): An asset account that tracks the funds being held by your payment processor before they are deposited

• Bank Account (Debit type): An asset account that tracks the actual cash received in your bank

Configuration:

• Orders Account: account_type: Credit, currency: USD

• PSP Settlement Account: account_type: Debit, currency: USD

• Bank Account: account_type: Debit, currency: USD

Step 2: Reconciliation Rules Configuration

The core of our reconciliation engine is the rule-based architecture. Rules define exactly how transactions should be matched and what conditions must be met for a successful reconciliation.

Rule 1: Order-to-PSP Matching

• Purpose: Match customer orders from your OMS with the corresponding payments recorded by your PSP.

• Rule Settings:

  • Name: "Order to PSP Reconciliation"

  • Priority: 1 (This rule is evaluated first)

  • When to Apply (Filter): Transaction type equals "customer_order"

  • How to Find Match (Identifier): Use order_id to find the PSP transaction with the same original_reference

  • What to Verify (Match Rules):

    • Order amount = PSP gross amount

    • Order currency = PSP currency

    • Order ID = PSP original reference

Rule 2: PSP-to-Bank Matching

• Purpose: Match the net settlements from your PSP with the actual deposits that appear in your bank statement.

• Rule Settings:

  • Name: "PSP to Bank Settlement"

  • Priority: 1

  • When to Apply (Filter): Transaction type equals "psp_settlement"

  • How to Find Match (Identifier): Use settlement_batch_id to find the bank transaction with the same batch_reference

  • What to Verify (Match Rules):

    • PSP net amount = Bank deposit amount

    • PSP currency = Bank currency

    • Settlement date = Bank value date

Step 3: The Transaction Journey

This is a sample journey of a single customer order moving through the system, with each state transition being handled by the reconciliation engine

1. Order Ingestion (OMS): A new order arrives (order_id=12345, amount $100)

   • The engine ingests this as a Staging Entry (Status: PENDING)

2. Rule 1 Application: The engine evaluates the staging entry and applies Rule 1

   • An Expectation is created for the PSP (Order→PSP, EXPECTED) for $100

3. PSP Webhook Ingestion: The PSP sends a payment confirmation (gross_amount: 100, net_amount: 95, fee: 5, original_reference: 12345)

   • The engine finds the matching EXPECTED entry from the OMS order

   • The Expectation is marked as POSTED and a new Expectation for the bank (PSP→Bank, EXPECTED) for $95 is created

4. Bank File Ingestion: The daily bank file arrives (amount: 95, batch_reference: "BATCH-456", value_date: 2024-01-15)

   • The engine applies Rule 2, finds the matching EXPECTED entry from the PSP

   • The Expectation is marked as POSTED. The entire three-way flow is now RECONCILED / CLOSED