Pin Payments Payment Gateway Reconciliation

Australian finance teams using Pin Payments often need to compare website orders, settlement files, refund data, ERP exports, and bank statements. Doing that in Excel can be slow, repetitive, and difficult to audit when transaction volumes grow.

Cointab provides a structured Pin Payments reconciliation workflow that helps teams upload files, map fields once, run reconciliation, review exceptions, and export audit-ready reports. It is designed for recurring finance operations where transaction matching, settlement reconciliation, and payment reconciliation need to be repeatable and transparent.

What Pin Payments reconciliation helps finance teams check

Pin Payments reconciliation is typically used to compare internal records with settlement and bank-side records so finance teams can confirm what was paid, what was refunded, what was cancelled, and what is still open.

Common items reviewed in a Pin Payments workflow include:

• Website or order report vs Pin Payments settlement report
• ERP or books data vs settlement report
• Bank statement vs settlement report
• Refund report vs website or ERP records
• Cancelled transactions vs payment records
• Missing, short, or excess settlement amounts

This helps teams spot differences such as:

• Payment received but not recorded internally
• Order recorded but not found in the settlement file
• Amounts that do not tally between systems
• Refunds and cancellations that need follow-up
• Settlements that have not yet appeared in the bank

Common reconciliation setups for Pin Payments

Cointab can be used for different Pin Payments reconciliation workflows depending on how your finance team receives data.

This Side A / Side B approach keeps the workflow clear. Side A is your internal record. Side B is the external record received from Pin Payments, the bank, or another source.

How the reconciliation workflow works in Cointab

Cointab follows a reusable workflow that finance teams can repeat for each period.

1. Upload the required Pin Payments files or configure automated data input.
2. Map the header row, date column, amount column, and transaction identifiers.
3. Add optional supporting data if a lookup or merge is needed.
4. Create derived columns when a field needs to be cleaned or calculated.
5. Run reconciliation manually or on a schedule.
6. Review the report and drill into matched, partially matched, unmatched, and skipped records.
7. Download the Excel report for review, audit, or partner follow-up.

If a file is missed, it can be uploaded later under the same reconciliation and the report can be refreshed. That is useful when settlement, refund, or bank files arrive late.

Matching logic for payment gateway data

Pin Payments data often needs more than a simple one-to-one match. Orders can be split, refunded, cancelled, adjusted, or settled with differences across reports.

Cointab supports structured matching logic for scenarios such as:

• One-to-one matches where order ID and amount align
• One-to-many matches where one transaction maps to multiple records
• Many-to-one matches where several entries settle together
• Net-to-net matching where amounts need to be grouped and compared
• Partial matching where identifiers match but amounts differ
• Contra or offsetting entries where the net result matters

Typical identifiers used in reconciliation include:

• Order ID
• Transaction ID
• Payment reference
• Settlement ID
• Bank UTR
• Invoice number
• Customer or merchant reference

Users can also create derived columns to clean reference values, calculate net amounts, or standardize fields before matching.

How Cointab classifies exceptions

The report separates transactions clearly so finance teams can focus on the items that need attention.

Fully matched

These are transactions where the expected identifiers and amounts match according to the reconciliation logic.

Partially matched

These are related transactions where identifiers match, but amounts do not fully align. This is useful for short settlements, fee differences, refunds, or partial payments.

Unmatched

These are transactions found on one side but not on the other side. They often point to missing files, delayed settlement, recording issues, or data quality problems.

Skipped

These are records that were excluded because they were incomplete, invalid, duplicated, or not suitable for reconciliation.

Users can also manually match transactions when the system cannot confidently resolve an item and the finance team has supporting context.

Supporting data and derived columns

Pin Payments workflows often need enrichment before matching begins. Cointab lets users upload supporting data such as product masters, fee files, return reports, mapping files, or customer reference tables.

Supporting data can be used to:

• Add missing details to a sales file
• Combine order and return information
• Lookup fee or tax values
• Standardize IDs across systems
• Prepare a report for matching

Derived columns are useful when finance teams need calculated fields such as:

• Net amount after fees
• Clean transaction ID
• Refund amount as a negative value
• Delivered payment amount
• Combined reference value

These calculations are recalculated whenever reconciliation is run, so the setup remains reusable.

Recurring Pin Payments reconciliation can be automated

Once the reconciliation is configured, Cointab can support recurring workflows without requiring manual uploads every time.

Automation can be set up through:

• Email
• SFTP
• API integrations

This makes it possible to:

• Receive Pin Payments or bank files automatically
• Run reconciliation on a schedule
• Deliver outputs to downstream systems after the run completes
• Keep finance, accounting, analytics, or BI systems updated with the latest reconciliation output

This is especially useful for daily, weekly, or month-end payment reconciliation where the same structure is repeated across periods.

Why finance teams use this approach

A structured Pin Payments reconciliation workflow helps teams reduce repeated Excel work and keep exceptions visible.

Key benefits include:

• Faster matching of settlement, refund, ERP, and bank data
• Clear separation of fully matched, partially matched, unmatched, and skipped records
• Reusable setup for future periods
• Audit-ready Excel reports for internal review
• Better visibility into discrepancies and open items
• Team-based workspaces with shared reconciliation history

For finance teams handling payment gateway reconciliation, the goal is not only to match records. It is also to understand what changed, what is missing, and what needs follow-up.

When Pin Payments reconciliation is most useful

This type of workflow is often used when businesses need to reconcile:

• Daily payment settlements
• Refund and cancellation activity
• Bank credits against gateway settlements
• ERP postings against received cash
• Monthly close items related to online payments
• Exceptions across multiple payment and accounting records

The same setup can be reused for future periods, so teams do not need to rebuild the reconciliation from scratch each month.