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Reporting and Reconciliation

Overview

Reconciliation is the process of verifying that the reported amounts in your system match the actual movement of funds, from the time a payment is initiated until it reaches your bank account. Chargebee Embedded Payments provides reports to help you reconcile transactions and payouts. Depending on your specific reconciliation needs, you can use the consolidated report, transaction export, or the invoices.

Types of Reconciliation

Monthly Reconciliation

Use the Consolidated Detail Report to reconcile your monthly payouts. This report provides a transaction-level breakdown of:

  • Payments
  • Payouts
  • Fees
  • Refunds
  • Chargebacks
  • Reserves

You can download the report directly from the Chargebee Embedded Payments portal.

Daily or Weekly Reconciliation

Transaction exports provide your customers with the flexibility to download the data for any given time period. This report gives an export of all transactions, refunds, payment returns initiated by your customers in a given date range, fees associated with each transaction/payment return, payout ID, and customer details. All these details can be accessed by your customer using the transaction export. 

This guide walks you through reconciling transactions and payouts using Chargebee Embedded Payments reports. Whether you're closing your books for the month or validating a week's payouts, you'll learn how to match the data in Chargebee with your bank statements accurately.

Reconcile Using the Consolidated Monthly Report

Note:

All timestamps in the report are based on your billing time zone.

The gross amount is displayed in both the settlement currency and the transaction currency. Fee and the net amount are displayed only in the transaction currency.

To access the Consolidated Monthly Report, follow these steps:

  1. Sign in to the Chargebee Payments Portal.
  2. Go to Downloads > Reports.
  3. Select the desired Month from the filter options.
  1. Click Apply Filters.
  2. Confirm that the correct month is shown in the Summary section.
  3. Click Download Report. The report is downloaded in .xlsx format.

Use the Consolidated Monthly Report to validate gross amounts, fees, deductions, net payouts, and reserves. Start by reviewing the Summary section, and then drill down into the detailed reports to ensure all metrics align.

Note:

Reserve details are only available in the Consolidated Monthly Report. Daily and weekly reports do not include this data.

Follow these steps to reconcile using the consolidated monthly report:

1. Review the Summary section

Begin by examining the Summary section in the report. It displays key metrics,

  • Gross
  • Fees
  • Net Payouts

2. Reconcile Metrics in the Transaction Report

Go to the Transaction Report. It lists the following:

  • All transactions initiated during the selected month.
  • All transactions that were paid out in the selected month.

Computation logic for the following metrics:

MetricHow to CalculateFilter CriteriaShould Match
Gross Amount ProcessedSum of Gross Amount (in settlement currency)Created Date in the selected month Category = PaymentGross Amount in Summary
Transaction FeesSum of Transaction FeesCreated Date in the selected month Category = PaymentTransaction Fees in Summary
Total DeductionsSum of Total DeductionsCreated Date in the selected month Category = PaymentFees in Summary
Net Payout to BankSum of Net amounts where Payout ID is populatedCategory = Payment

Net Payouts in Summary

Includes transactions for:

  • Last 2–4 days of the previous month
  • Current month (where payout is initiated in the selected month)
  • This is the net amount credited to the merchant’s bank account in the selected month.

3. Review Refunds and Chargebacks

After reconciling your gross amounts, fees, and net payouts, validate the refund and chargeback amounts to ensure they align with the amounts in the Summary section. Use the Refund Reserve Report and Disputes Report to cross-check these values.

ReportHow to CalculateFilter CriteriaShould Match
Refund Reserve ReportSum of AmountType = DebitTotal Refunds in Summary
Disputes ReportSum of AmountAll rowsTotal Chargebacks in Summary

4. Match Net Amounts to the Payout Report

Sum of the net payout values in the Payout Report, with the Net Payouts shown in the Summary section; the sum of the Net column in the Payout Report should also align with the total net amount in the Transaction Report for rows with Payout ID’s populated.

5. Confirm Settlement Dates

Verify the payout creation dates in the Payout Report to confirm that they correspond to the actual deposit dates in your bank account. Note: Reserve details are only available in the consolidated monthly report. Daily/ Weekly Reports won’t have reserve details.

6. Refund Reserve

Refund Reserve includes reserve top-ups, amount debited for refunds, and negative balance adjustments for the given month.

7. Chargeback Reserves

Chargeback Reserves include reserve top-ups, amounts debited, and fees associated with chargebacks, deductions for late payment failures, and negative balance adjustments for the selected month.

Note:

Negative Balance Adjustments occur when the chargeback reserve has insufficient funds. To offset the negative balance, funds are automatically moved from ending payouts to the reserve account.

Reconcile using the Daily/ Weekly Report

Note:

All timestamps in this report are in the merchant's billing timezone, and gross, net, and transaction fees are shown in the transaction currency.

To access the Consolidated Daily/ Weekly Report, follow these steps:

  1. Sign in to the Chargebee Embedded Payments portal.
  2. Download this report from the Chargebee Embedded Payments portal.
  3. Navigate to Transactions > Payments and Refunds.
  4. Select the required date range, filter type as Payment, and status as Success.
  5. Click Apply Filters.
  6. Click Export (.CSV) at the top right of the table to download the report.
MetricCalculation MethodDescription
Gross Amount processed in the selected time periodSum of all values in the Amount columnTotal value of all transactions processed in the given time period.
Transaction Fees incurred in the selected time periodSum of all values in the Transaction Fee columnTotal transaction fees deducted for processing payments during the selected time period.
Total Deductions incurred in the selected time periodSum of all values in the Fees columnOverall deductions (including transaction fees and other charges) during the selected time period.
Net Payout for transactions processed in the selected time periodSum of all values in Net Amount column

Net payout after deductions. Note that this amount will not be credited to the bank account during the selected time period, as we have a T+2 days settlement time period.

Follow the next section to compute the net payout amount in the merchant's bank account for a selected time period.

Payout Report

  1. Sign in to the Chargebee Payments Portal.
  2. Download the Payout Report from the Chargebee Payments Portal, and navigate to Payouts.
  3. Select the required date range.
  4. Click Apply Filters.
  5. Click Export (.CSV) in the top right of the table to download the report.

The net amount credited to the merchant’s bank account during the selected time period is the sum of all values in the Payout Amount column.

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