Reconciling

• It is imperative that you reconcile your transactions in MX Merchant with the transactions in HQ, weekly – if not daily.
• It should be understood that if your clinic takes payment online, clients can make payments any time of day, including after the auto-batch run for that day. In this case, these transactions will be on that day’s reconciliation in HQ but not in the batch for that day. They will be in the batch for the next day.
• If you put the link on your website to take donations, there will be transactions in MX Merchant, which then need to be entered into HQ as a donation. There is no “link back” for that yet in HQ.

What To Do At The End Of Each Day Or Week?

Run HQ’s reconciliation report/match to transactions on batch slip.
When the batch runs, a long receipt will print. It will give you a batch number, each transaction in the batch, and a total batch amount. Match this to HQ’s reconciliation report (located in Accounting > Reconciliation).

Run HQ’s reconciliation report / MX Merchant Transactions.
At the end of the day or week, go to MX Merchant > Reports > Transactions and take note of the last batch date. Pull this same date up in HQ > Accounting > Reconciliation. These two reports should be the same. The exceptions will be if deposits online were paid after the auto-batch time or if any transactions are run after the auto-batch time.

Reconciliation totals

Another exception might be if a donation was made online via the payment link. There is no link back in HQ for this, but the donation should be entered into HQ manually.

Look over the reconciliation report for non-POS payments.
If you notice payments that do not have a “POS Payment” or “Online Payment” after it, and are not cash or check, that means these payments were entered using some other method besides swiping the card face-to-face or a client paying online.

In this example, there are actually 5 different payment workflows happening:

Payment workflow examples

❶ This was a deposit entered by staff on the “deposits” when making an appointment. The client was present, and the card was swiped. In HQ the type of payment selected was Credit Card (POS).

In person deposit - swiping the card on a terminal is (POS)

❷This was a deposit made online by the client.

E-app deposit - client enters own information online

❸ This was a deposit entered by staff when making an appointment. The client was NOT present – the card WAS NOT swiped – the card WAS NOT entered through e-payments. This deposit transaction occurred outside of Clinic HQ in a different merchant system. The staff here is selecting the “Credit Card (Manual)” option.

Deposit made outside of HQ and posted using Credit Card (Manual)

❹ This was a direct payment (not deposit) entered by staff on the financial screen, likely at checkout. The client was NOT present – the card WAS NOT swiped – the card WAS NOT entered through e-payments. This deposit transaction occurred outside of Clinic HQ in a different merchant system. The staff here is selecting the “Credit Card (Manual)” option .

Applying a direct payment.

Credit Card (Manual) This is the least desirable kind of transaction. The card hasn’t been swiped on the Dejavoo machine nor entered using e-payments. It’s possible staff entered it directly into MX Merchant, but if so, there is no “link back” to HQ. Staff can also accidentally type in the wrong value, which can result in inconsistent payment amounts.

❺ This is a refund that was refunded back to the credit card via HQ. We know this because it says POS Payment, and the type is Refund. This means staff went into HQ and used the “Refund Pos Payment” button – which is the correct way to make a refund back to the card. A receipt is sent to the client when you do it this way and it’s “linked back” to HQ.
As of 2023, POS refunds can be processed without the need to swipe a card or enter card numbers. The refund will post as an “online” transaction.

What To Check If Your Reconciliation Is Off

Let’s say the reconciliation does not match. Here are the reasons to check:

It’s on the reconciliation report in HQ but not on the batch slip.

Reason 1: It was “manually” entered into HQ, meaning the “Credit Card (Manual)” option was selected, not the “Credit Card (POS)” or “Credit Card (E-Payment)” option. Remember, the only way to charge a card through Clinic HQ is with the POS/machine or E-payments. Manual payments would not have been processed through Clinic HQ. You would need to determine if and where the card transaction occured.

Reason 2: The transaction occurred after the auto-batch run, which happens at 7:00 pm EST. But your transaction was run at 7:01 pm. Here’s where you can check to see what time the transaction took place.

Viewing reconciliation report details

View Details to see transaction timestamps

It’s on the batch slip but not in HQ.

Reason 1:The web page was closed before the page could update in HQ. To avoid this, ALWAYS wait for the page to update in HQ. It’s possible that the Internet dropped connection for some unknown reason, and although the staff was waiting for the page update, they got an error message that said there was an issue. In this case, staff should go ahead and use the “Credit Card (Manual).”

Reason 2: It ran in the MX Merchant interface, perhaps as a “Quick Pay” and not in HQ. Here you’ll be able to tell if that was the case because in HQ, it will not have the “POS” payment type. There is no need to use Quick Pay in MX Merchant. ALL credit card transactions should occur only in Clinic HQ using the POS or E-payment options.