Running the Reconciliation
Process
Prerequisites
Payment card transaction data must be stored in Detailed Transaction Files (DTFs) and must be valid, and transaction data received from the Clearing House/Card Services Company must be stored in the reconciliation files.
You can use job control or process control to
reconcile payment card data automatically. For more information, see
Scheduling Background
Jobs or
Process Control.
Procedure
...
1. Choose Logistics ® Sales and Distribution ® Service Station Retailing ® Payment cards ® Payment Card Reconciliation ® Create.
The Create Reconciliation screen appears.
2. Enter the appropriate Clearing House(s) and payment card type(s).
You can also enter the following selection parameters:
¡ Sales dates and times of the payment card transactions
¡ Relevant currencies
¡ Service station locations
¡ Clearing house upload numbers
¡ Clearing house upload dates
Then choose:
¡ Whether to view the reconciliation summary screen with unreconciled summary information only or all reconciliation data received from clearing houses..
Additionally, you can set certain process control parameters for specific checks on the process schedule, location status and whether the process has already been executed for the selected dates for the reconciliation process, before the processing is carried out. For further information, see Process Control.
3. Choose Execute.
4. On the first screen, a Clearing House Upload Status Summary list is displayed, showing a summarized reconciliation status for the clearing house uploaded data that meets the selection criteria on the initial screen.
A red traffic light indicates uploaded data that is not reconciled.
If you selected, on the initial screen, to view the summary for reconciled and unreconciled data, then you may also see a yellow traffic light or a green traffic light. A yellow traffic light indicates that the uploaded data was only partially reconciled. A green traffic light indicates the uploaded data was already completely reconciled, and is shown only for informational purposes.
The standard grouping of the summarized reconciliation data shown on the screen is by: clearing house upload number, upload date, clearing house, card type, currency, and service station location. This allows the user to select one line for reconciliation processing and allows the user to work with a manageable set of data. However, by implementing a Business Add-In, the screen format can be fully modified to suit individual customer’s needs.
5. Select one line item indicated by either a red or yellow traffic light for reconciliation processing, and choose Propose Reconciliation. The system tries to match the selected data that is not yet matched based on the Customizing settings maintained and the matching logic defined in a business add-in..
6. On the next screen, the detailed transaction data is displayed on each line, showing the transaction amount per the clearing house data and the transaction amount per the POS system data. If there is no amount per the clearing house, then the line item pertains only to a transaction from the service station location, whereas if there is no amount per the service station location, then the line item pertains to a transaction from the clearing house. In either case, these are unmatched transactions, and these line items have a red traffic light. If a single line item shows two different amounts per each of the two data sources, then the line item matched exactly per the customizing settings, except for the transaction amount. These line items have a yellow traffic light. Items that match exactly, including amount, have a green traffic light.
If the data is received from the first clearing house in an aggregated format, the clearing house summarized data is displayed and the service station data is displayed transaction by transaction in a list below. POS transaction data that matches the clearing house summary data, based on the Customizing settings and based on the sum of the POS transactions equaling the clearing house summary total, have a green traffic light, while unmatched items have a red traffic light. If the items match, except for the amount, a yellow traffic light is displayed.
Line items that match exactly are automatically selected for the user to save. The user can select the proposal as is, or they can de-select the line items and select the individual lines that they want to save in the reconciliation.
Unmatched line items can be marked with a complaint result, as defined in Customizing.
7. Either accept the selected lines for reconciliation as proposed or select the lines to be matched and saved as a reconciliation run, and choose Save.
8. Depending on specific logic, which can be defined or modified in a Business Add-in, the system checks specific differences in the data selected by the user. If the data selected does not meet the criteria and checks defined, then the user is unable to save the selected data, and the screen header states that the lines selected are out of tolerance.
9. If the amounts are within tolerance, then the reconciliation is successfully saved, and a payment card reconciliation summary screen appears, showing the clearing house and service station transactions that were reconciled. For further information, see Listing Clearing House/Fleet Card Company Completed Processes. If you choose Back, you return to an updated clearing house upload status summary screen, on which another line item can be selected for reconciliation.
10. Once you have completed creating reconciliations for this session, select Back from the Clearing House Upload Status Summary screen, and the subsequent screen shows the details of the reconciliation runs completed in this session, as well as the reconciliation uploads for the data reconciled in this session. For further details, see Listing Clearing House/Fleet Card Company Completed Processes.
See also