Worked example
Batch settlement
Payment
$9,700.00 bank deposit
Invoice records
Gross receipts $10,000.00
Fees and refunds $300.00
Review result
Settlement report explains net
The underlying customer receipts are matched to invoices separately from the net bank deposit.
Several invoices may be paid together
A customer can include multiple invoice balances in one ACH, wire, or check. The deposit equals a combination rather than one invoice. Use remittance references and customer identity to narrow the invoices before searching totals.
When several mathematical combinations work, request additional evidence instead of selecting the first result.
Several payments may be deposited together
A processor or bank deposit can batch receipts from different customers. The bank shows one net amount while the settlement report lists the underlying payments. Reconcile the batch to the report before trying to link the deposit directly to invoices.
Source identifiers should connect invoice applications, customer receipts, processor settlement, and bank deposit without double counting them.
Fees and adjustments can change the net amount
Processors may subtract fees, refunds, disputes, reserves, or other adjustments. A customer may also take a discount or deduction. Use settlement or remittance evidence to explain the difference.
Do not label every short deposit as a processing fee. A consistent historical pattern is a signal, not proof.
- Processor fees
- Refunds and chargebacks
- Reserves and settlement adjustments
- Customer deductions or withholding
- Credits and discounts
Partials, overpayments, and timing create real differences
A customer may pay part of an invoice, pay in installments, or send more than the current balance. Preserve the applied, remaining, and unapplied amounts separately.
Payment, settlement, and posting dates can fall in different periods. Bank holidays and processing delays may create valid timing items near month end.
The data itself may be wrong or stale
A repeated file can duplicate a payment. An invoice export may not include a recent credit. Currency symbols or decimal separators can be parsed incorrectly. A payment might already be reconciled in another period.
Validate imports and refresh current balances before changing the ledger. When the source records disagree, the reconciliation should show the conflict rather than manufacture agreement.
Key takeaways
- A deposit may represent one receipt or a batch.
- Use processor and customer remittance evidence.
- Keep applied and unexplained differences separate.
- Document period timing items.
- Validate duplicates, currency, and current balances.
This material is general educational information, not accounting, tax, legal, or investment advice. Verify financial records and consult the appropriate professional for decisions that require judgment.