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Help with Reconciling with Payment Express

Jerry Boutot
$organization

Hi,

Our finance department has been having trouble reconciling the bank against our sales ever since we switched to Payment Express.

Prior to using Payment Express, we used Transcend. Transcend batches all sales for the entire 24 hour period and that data could be matched dollar for dollar to our bank deposits on a daily basis.

However, since using Payment Express, it's very difficult for them to reconcile. Payment Express records transactions as they happen (host-capture) and if we just take 24 hours of data from Payment Express (midnight to midnight) it doesn't match the bank because FirstData actually posts the transactions for our several MIDs at different times around midnight. For example, our WEB transactions may post at 11:41 PM and our EDU transactions may post at 12:21 AM, etc.

We need help in understanding how any other organizations that use Payment Express have set up their reporting and/or workflows to be able to make sure that the sales we made in Tessitura end up in the correct accounts and amounts on a daily reconciliation.

Thanks in advance!

  • $organization

    Hi Gerald,

    We are new to Tessitura and to payment express. Our CFO was having the same issues this week. She determined that our Payment express closes sales at 10:30pm and not midnight. We got the following as a response from our trainor to changing the closing of the web batches.

    There is a Batch Rollover time setting for Tessitura web (your TNEW site) in T_Defaults. Do you want to try updating that to 10:30pm? (save changes and clear cache). It’s currently set to 00:00 which is midnight. I think you’ll need to write it out as 22:30 though.

     

    We are going to try this today and see if it helps our reconciling issues. Not sure if it will solve your issues.

    Thanks,

    Sally

  • $organization
    Sally,
     
    Thanks for the info. After initially speaking with PX after we converted back in December, we found that the settlement times were actually set with First Data, and they had different times for all our MIDs. We have roughly a dozen MIDs and they all settle at the different times across a nearly 4 hour window. Around Midnight (Eastern time). We had them change them all so they settled as close to midnight as possible, so now we have 12 MIDs that close at staggered times during a 2 hour window around midnight (last hour or first hour of the day). But we also realized the only MIDs that might have a problem reconciling due to the settlement times are the two WEB sales MIDs, and we did change the T_DEFAULTS setting to match the WEB account settlement time, but for some reason the batch report in Tessitura is almost always off due to sales just before or after whatever time is set.
     
    Jerry Boutot | Manager of Database Administration | gerald.boutot@strazcenter.org
    David A. Straz, Jr. Center for the Performing Arts |
    1010 North W.C Macinnes Pl | Tampa, Florida 33602
    O: 813.222.1097 C: 352-428-4199