Revenue Reconciliation

Open the commission sheet you're going to be working with in Excel.

If your sheet has data for every month on it, you will need to filter on the month you want to reconcile, then copy and paste this information into a new sheet and save this. 

You will need to delete the rows above the headers (so the red headers appear in row 1), and delete the last row which will be the totals. 

Check that the date column is formatted as English (United Kingdom) in the excel file.  Save.

Now it’s ready to be uploaded, so log in to your system.

From the menu, navigate to Revenue Reconciliation.

Click on the + button next to Revenue Reconciliation Sheets (1) in order to create a new upload.  A pop-up box will appear prompting you to enter a name for the sheet, and also any date within the month the sheet relates to (2).  Click Create Revenue Rec Sheet.  

The new line will now appear, click on 0 lines, this will take you to the upload screen below, now click on the blue button Upload Revenue Reconciliation Sheet. 

1: Choose File : You will be prompted to upload your file via a button labelled Upload Rec sheet line Excel file.

Click Next.

2: Map fields: You will be prompted to map the fields from the excel file against the systems fields. Once this is the done the system will remember these choices in future. Map fields as follows:

Order number - Order Reference Id

Revenue - Total Payments

SKU - SOC Code

Description - Product Description

Sale Date - Original Transaction Date

Store - Creation Store Code

Mapping the revenue sheet.

Click Next.

A pop-up box may warn that any un-mapped sheets will not be imported, click Continue.

3: Confirm import: The screen should now show the uploaded sheet as green, and the summary sheet as orange (this is fine as it doesn’t need to be mapped).

If you want to auto-reconcile at this point, make sure the button at (1) is switched to "Attempt auto reconciliation after import".

Click Confirm Upload.

You will have selected to auto-reconcile the revenue sheet upon upload, as detailed in the Part 1.

The next screen will be a list of the transactions from the uploaded sheet, and a column showing if it has reconciled, or if there hasn’t been a match.  See screen shot below:

Important:  If choosing to auto-reconcile after you have uploaded the revenue sheet, only press the  “✓✓AUTO RECONCILE”  once. 

If you want to see the percentage of reconciled lines, navigate through the main menu back to Revenue Reconciliation, and the system will display how much has been reconciled. 

Following on from Part 2, you should now be at the main page of the Revenue Reconciliation, which shows a summary of any uploaded sheets, and percentage reconciled.  Click into the lines section of the file you are going to manually reconcile.  Now choose Manual Reconcile. 

The system will offer its suggestion as to which of your transactions a revenue sheet line should be reconciled against (1).

It will highlight what part of the lines do not match (2).

If you are happy with the suggestion, click Reconcile (3).  The system will ask if you want to accept the changes (Fix the sale)  and this gives you a chance to make notes against the line if needed, then click Make Changes.  This line is now reconciled.

By choosing Auto Accept Changes (4) when manually reconciling, the system will skip the part where it explains how it will make changes and neither will you be offered a chance to make notes.  This makes it quicker to do if you are confident in understanding the process.

The following columns show in the "Reconcile this revenue sheet line:" section: 

1. Line number from your uploaded commission statement

2. Store Number

3. Transaction Date

4. SKU

5. Transaction order number

6. Revenue

The following columns appear in the suggested transactions that the system thinks may be a match: 

7. Transaction ID

8. Store Name

9. Transaction Date

10. SKU

11. Transaction order number

12. Revenue

13. Recorded state

If the system doesn’t offer any suggestions, it is possible to manually search for a transaction.  In this instance it may be productive to open up a new tab and search in the sales screen for a matching transaction. 

This explains an alternative way to manual reconcile, which deals with the largest revenue items first.

On the Unreconciled tab,  click on the Revenue column to sort the data from largest to smallest. Next, check the ID box to select all of the sales.  Then click on the new icon that appears (3 lines lines and a tick) just above the ID box which says Start manual reconciliation of these items when you hover over it.

More Information

When manually reconciling, you can get more information about the sales to determine if they should reconcile or not.

Click on the transaction ID (1) for the revenue sheet line, and the SKU Description will show,  Or click on the transaction ID (2) for your system sale, and it will show you the original posting - i.e. who made the transaction, SKU description, if a discount was applied, if any notes were made etc.

No Matching Suggestions?

If no sale is suggested, you can search yourself by typing in the search field (3), for instance: dates, the revenue amount or order number, and the system will show any that match your search.  Warning signs display what doesn’t match, but if you're happy with the choice you can click on RECONCILE.

Another way to determine what could reconcile, is by opening up another window, and navigating to your sales console.  Click on the Filter to expand this section (shown below), and then choose your search criteria to narrow down what sales you’re interested in looking at, that could potentially match back to a line on the revenue sheet.