Reconciling your daily credit card transactions is easy with the enhanced Transactions Overview dashboard in Instinct Analytics. This guide explains how to properly match your transaction data between Instinct and the payments portal, accounting for 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 2-hour “void window” before they’re captured (settled). This means:
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 don’t have this delay – they appear immediately when processed
Payout Schedules
T+1 Schedule: You receive funds 1 business day after transactions settle
T+2 Schedule: You receive funds 2 business days after transactions settle
Weekend Bundling: Friday, Saturday, and Sunday transactions are combined into one deposit (timing depends on your T+1 or T+2 schedule)
Time Zone Considerations
All timestamps in the Instinct dashboard display in your practice’s local time zone. If you’re accessing reports from a different time zone, the displayed times will still reflect your practice location.
Accessing the Transactions Overview Dashboard
Log into Instinct Analytics
Navigate to Analytics > Dashboards
Select Transactions Overview
4. 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:
Set the “Transaction Date” filter to your desired date range (e.g., midnight to midnight)
Review the transaction list to confirm all expected payments and refunds appear
Use this view to verify transaction counts and identify any missing transactions
Please 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 shows the exact transactions included in a specific payout batch
Reconciliation by Payout Schedule
For T+1 Customers
To reconcile today’s expected deposit:
Use “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-Sunday settlements
To reconcile a specific date’s settlements:
Use “Settled Date” filter for the target date
Remember: Payments authorized between 10:00 PM on the previous day through 10:00 PM on the target date will appear in this settlement batch
For T+2 Customers
To reconcile today’s expected deposit:
Use “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-Sunday settlements
To reconcile a specific date’s settlements:
Use “Settled Date” filter for the target date
Apply the same 10:00 PM rule as T+1 customers
Handling Refunds
Refunds are processed immediately without the 2-hour delay:
Use midnight-to-midnight timeframes when analyzing refunds
Refunds will 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 “Settled Date” filter in Transactions Overview for that date
Compare total volume with your Payments Portal Payouts report
Account for fees: Your bank deposit = Settlement volume minus processing fees
Common Scenarios
Scenario 1: Transaction doesn’t appear in expected payout
Check if the transaction was authorized after 10:00 PM – it may be in the next day’s settlement
Verify the transaction wasn’t voided within the 2-hour window
Scenario 2: Weekend reconciliation
Friday, Saturday, and Sunday settlements are bundled into one deposit
Use date range filtering to capture all three days when reconciling weekend deposits
Scenario 3: Time zone differences
Remember all times displayed are in your practice’s local time zone
Adjust your analysis timeframes if you’re working from a different time zone