Reconciling daily credit card transactions is simple with the enhanced Transactions Overview dashboard in Instinct Analytics. This guide explains how to accurately match transaction data between Instinct and the payments portal, taking into account Adyen’s 2-hour capture delay and your specific payout schedule.
Understanding Key Concepts
The 2-Hour Capture Delay
All credit card payments have a default 2-hour “void window” before they are captured (settled). To learn more about capture window options, visit Instinct Payments: Payment Capture Window.
Payments authorized between 10:00 PM and midnight will settle the following day.
This timing affects which day’s payout batch your transactions appear in.
Refunds are not subject to this delay and will appear immediately when processed.
Payout Schedules
T+1 Schedule: Funds are received 1 business day after transactions settle.
T+2 Schedule: Funds are received 2 business days after transactions settle.
Weekend Bundling: Transactions from Friday, Saturday, and Sunday are combined into one deposit, with timing based on your T+1 or T+2 schedule.
Time Zone Considerations
All timestamps in the Instinct dashboard are displayed in your practice’s local time zone. If you access reports from a different time zone, the times will still reflect your practice location.
Accessing the Transactions Overview Dashboard
Log into Instinct Analytics.
Navigate to Analytics > Dashboards.
Select Transactions Overview.
Use the Transaction Details tab for reconciliation activities.
Types of Reconciliation
Daily Transaction Verification (Use “Transaction Date” Filter)
Purpose: Verify that all payments and refunds from a specific day are accurately recorded.
Steps to Reconcile Transactions
Set the Transaction Date filter to your desired date range (e.g., midnight to midnight).
Review the transaction list to confirm that all expected payments and refunds appear.
Use this view to verify transaction counts and identify any missing transactions.
Note: This view shows when transactions were initiated, regardless of when they settled or when you’ll receive payment.
Payout Reconciliation (Use “Settled Date” Filter)
Purpose: Match the transaction volume that reflects the settled transactions associated with your batch payout.
Steps:
Set the Settled Date filter to match your settlement period.
Compare the total volume to your Payments Portal Payouts report.
This view displays the exact transactions included in a specific payout batch.
Note: Dashboards can take up to 24 hours to update.
Reconciliation by Payout Schedule
For T+1 Customers
To reconcile today’s expected deposit:
Use the Settled Date filter for 2 business days ago.
Example: To reconcile Monday’s deposit, filter for transactions settled on the previous Friday.
Weekend handling: Monday’s deposit includes Friday through Sunday settlements.
To reconcile a specific date’s settlements:
Use the Settled Date filter for the target date.
Note: Payments authorized between 10:00 PM on the previous day and 10:00 PM on the target date will appear in this settlement batch.
For T+2 Customers
To reconcile today’s expected deposit:
Use the Settled Date filter for 3 business days ago.
Example: To reconcile Tuesday’s deposit, filter for transactions settled on the previous Friday.
Weekend handling: Tuesday’s deposit includes Friday through Sunday settlements.
To reconcile a specific date’s settlements:
Use the Settled Date filter for the target date.
Apply the same 10:00 PM rule as T+1 customers.
Handling Refunds
Refunds are processed immediately and are not subject to the 2-hour delay.
Use midnight-to-midnight timeframes when analyzing refunds.
Refunds appear in the settlement batch for the day they were processed.
Refunds reduce your net payout amount.
Matching with Payments Portal Reports
Identify your payout schedule (T+1 or T+2).
Calculate the correct settlement date based on the steps above.
Use the Settled Date filter in Transactions Overview for that date.
Compare the total transaction volume with your Payments Portal Payouts report.
Account for processing fees: your bank deposit equals settlement volume minus fees.
Common Scenarios
Scenario 1: Transaction doesn’t appear in expected payout
Check if the transaction was authorized after 10:00 PM – it may appear in the next day’s settlement.
Verify that the transaction was not voided within the 2-hour window.
Scenario 2: Weekend reconciliation
Transactions from Friday, Saturday, and Sunday are bundled into one deposit.
Use date range filtering to capture all three days when reconciling weekend deposits.
Scenario 3: Time zone differences
All times displayed in Instinct are in your practice’s local time zone.
Adjust your analysis timeframes if you are working from a different time zone.
This helps ensure accurate reconciliation across various scenarios.