Overview
If you are taking online payments through Passport, you will need to reconcile the funds you receive in your bank account with the settlement payouts that are recorded in your Passport database. This can be done by checking the unique Statement Descriptor that appears on your individual settlements and tax invoices in Passport.
Finding your Statement Descriptor
Your Statement Descriptor will be the unique identifier that you can use to separate your settlement payouts.
Step 1: Open your GameDay settlements
In the left-hand menu, click Finances > MANAGE FINANCES
Then click SETTLEMENT PAYOUTS
Step 2: Find the settlement you want to reconcile
Your settlement list will include each weekly payout you received in your account, including the following information:
- Paid To: This will indicate the bank account details to which the funds were distributed
- Start/End Date: The Start Date and End Date fields indicate the date range within which the orders making up this settlement were processed
- Settlement Date: This is the date on which the funds were settled by Stripe
Note: Depending on bank transfer times, the date you actually received the funds in your account may be up to 3 days after the Settlement Date
- Amount: This will reflect the amount you received in your bank account
Step 3: View the individual settlement
Next to the settlement you want to reconcile, click the VIEW (magnifying glass) icon
Step 4: Note the Statement Description
In the Details section, you will see a Statement Description. This is the unique identifier that can be matched exactly with the descriptor on your bank statement.
You can also obtain the Statement Description along with any other settlement details by opening the TAX INVOICE in the top-right corner
The Statement Description will appear at the top of the invoice.
Reconciling Settlements through Funds Received Report
To generate a report from Passport that reconciles each of the distributions that have been sent to your bank account, follow the steps below:
Step 1: Configure a Funds Received report
In the left-hand menu, click REPORTS
Click the FINANCE category
Find the Funds Received report and click CONFIGURE
Step 2: Add your fields to the report
Use the + button next to any fields you want to add to the report. For reconciling settlements, we recommend the following field set (plus any others you may want to include):
- Transaction ID
- Product Name
- Payment For
- Line Item Total
- Money Received (after fees)
- Receiving Account Name
- Payment Date
- Statement Description
- Date Funds sent by Stripe
Step 3: Add a grouping option
To clearly separate each individual settlement payout on the report, add the Date Funds sent by Stripe field in the Group By drop-down
Step 4: Set an output option and run the report
In the REPORT OUTPUT section, you can either run the report to display in your browser in a new tab, or you can configure the report to be sent to your admin email as a Tab Delimited (Text) or CSV (Excel) file every time it is run.
When you're ready, click RUN REPORT
You should notice that each group in the report corresponds to the amount you received in your bank account on the date specified.
