Reconcile your card terminal

Time: 5 minutes

Match a day on your card terminal against the card payments recorded on your bookings. It finds a charge taken twice, an amount keyed wrong, or a card payment recorded as cash.

The owner and each location's admin can use it.

Open it

1. Go to Report and tap Reconcile terminal
2. Pick the Location and the Day

Recent days shows each day as Reconciled, To check, Matches, not marked or No export yet. Tap one to open it.

Upload your terminal's export

Any terminal works: Zeller, Square, Tyro, a bank's terminal or another.

1. Export the day's transactions from your terminal as CSV. In Zeller: open Transactions, pick the one day, choose Export, then CSV.
2. On Reconcile terminal, tap Upload export
3. Choose Whose terminal, then choose the file
4. Tap Read the file
5. Check what was found, then tap Read 19 rows (the number is your file's)

Upload the file as it downloaded. Don't open and save it in Excel first.

Uploading the same file again never counts anything twice.

The first file from a new terminal

Zeller's file reads straight away. Any other terminal's file is set up once:

1. Under each column, choose what it is. The amount and the date and time are needed.
2. Choose how The dates are written: day first or month first
3. Leave Save these columns for next time ticked
4. Tap Read 19 rows

The next file in the same layout reads in one click.

Or connect Square

Connect once and each day is read from Square, with no file to upload. It's read-only: nothing can be charged, moved or refunded in Square from here.

1. Go to Settings › Terminal exports
2. Under Connected terminals, tap Connect Square
3. Sign in on Square's page
4. Pick the location each Square location is for

Now the day is read from Square when you open it. Tap Read from Square to read it again.

If it shows Sign in again, tap Reconnect. To stop, tap Disconnect Square. Days already read keep their figures.

What you see

At the top: Terminal, Bookings (card), Difference, Terminal fees, To the bank and Not taken. Tips show on their own, as Tips on the terminal.

Each line is one of these:

• Matched: all good
• Split on terminal: paid on more than one card, and it adds up
• Amount differs: for example "The terminal took $85.05; the booking says $85.00." Refund the extra on the terminal, or fix the booking.
• Terminal only: charged on the terminal, but no booking has it as card. If it was recorded as cash, change the method on its invoice.
• Booking only: recorded as card, but nothing on the terminal matches. If the card wasn't charged, undo the check-out and take the payment again.
• Not taken: declined, or never settled. Never counted.

A fee the terminal added on top of the price is always flagged to check.

Amounts aren't changed here. Fix them on the terminal, or on the booking.

Mark the day reconciled

1. When the lines look right, tap Mark day reconciled
2. Anything still to check? Write it under Why the differences are fine first, for example "Refunded $24.10 on the terminal"

Need to change something? Tap Open the day again.

Fix a wrong upload

Under Uploads, tap Remove on the file, then Remove again. Open the day again first if it's reconciled.

Uploaded a bank account statement? It won't be read. Export the terminal's transactions instead.

Saved setups

Settings › Terminal exports lists Your setups, one per terminal layout and location. Tap Edit setup to change one, or Delete setup. A change applies to files you upload from now on.