SecurePay Payment Gateway Reconciliation

SecurePay payment gateway reconciliation helps finance teams match gateway transactions and settlements with internal records such as website sales reports, ERP exports, books, and bank statements. When this work is done manually in spreadsheets, it can become slow, repetitive, and difficult to audit. Cointab provides a structured reconciliation workflow so teams can upload files, map fields, run matching rules, review exceptions, and export audit-ready reports.

Why SecurePay reconciliation becomes difficult

SecurePay data often needs to be compared with more than one internal source. A finance team may need to check whether an order exists in the website system, whether it was captured in the ERP, whether the settlement reached the bank, and whether the amounts align after fees, refunds, deductions, or timing differences.

Common issues include:

• Repeated manual file comparisons in Excel
• Different file formats across periods or teams
• Missing or incomplete identifiers such as order IDs or transaction references
• Fees, refunds, and settlement differences that need review
• Large transaction files that are hard to validate manually
• Open items that remain unresolved until close or audit time

How Cointab handles SecurePay reconciliation

Cointab uses a Side A and Side B model. Side A holds the records your business expects to be correct, such as website sales, books, or ERP data. Side B holds the external records, such as SecurePay transaction or settlement files.

A typical SecurePay workflow looks like this:

1. Select a popular reconciliation or create a custom one.
2. Upload CSV, XLS, or XLSX files for Side A and Side B.
3. Map required fields such as date, amount, and identifiers.
4. Optionally upload supporting data for lookups, merging, or enrichment.
5. Create derived columns if you need a cleaned reference, a net amount, or a calculated field.
6. Run reconciliation manually or on a schedule.
7. Review matched, partially matched, unmatched, and skipped records.
8. Download the Excel report for internal review, follow-up, or audit work.

Because the setup is reusable, the same SecurePay reconciliation can be run again for the next day, week, month, or settlement period without rebuilding the workflow.

Common SecurePay reconciliation scenarios

Website sales vs SecurePay settlement

This is the most common use case for eCommerce and payment-heavy businesses. Side A may contain order-level sales data from the website, while Side B contains SecurePay transaction or settlement records.

Cointab can help identify:

• Orders that were paid and settled correctly
• Orders that were captured but settled for a different amount
• Transactions that appear in SecurePay but not in the website report
• Records that remain open because a file was missed or an identifier does not match

ERP or books vs SecurePay

Finance teams often need SecurePay data to line up with the ERP or accounting system. In this setup, Side A may be the books or ERP export, and Side B may be the SecurePay report.

This helps teams review:

• Payments that reached SecurePay but were not posted in the ERP
• Amount differences caused by fees, deductions, or partial settlements
• Entries that were recorded in the ERP but are missing in the gateway report
• Items that need manual review before month-end close

Bank statement vs SecurePay

Another common workflow is comparing SecurePay settlement activity with the bank statement. This is useful when finance teams want to verify that settlement amounts actually reached the bank.

Cointab can help surface:

• Settlements that appear in SecurePay but not in the bank statement yet
• Bank credits that do not map cleanly to a SecurePay settlement reference
• Partial matches where the transaction is related, but the amount differs
• Open items that may need a timing check, a missing file, or partner follow-up

What the reconciliation report shows

Once the run is complete, Cointab presents the results in a report dashboard. Finance teams can quickly review the transaction status and focus on exceptions instead of checking every row manually.

The report includes:

• Total summary
• Fully matched transactions
• Partially matched transactions
• Unmatched transactions
• Skipped transactions
• Transaction-level tables
• Filters for deeper review
• Detailed matched views
• Downloadable Excel output

Fully matched records

These are records where the identifiers and amounts line up according to the configured reconciliation logic.

Partially matched records

These are records where identifiers match, but amounts do not. This is useful for reviewing gateway fees, settlement differences, refunds, or other business reasons for variance.

Unmatched records

These are records found on one side but not the other. They may point to missing uploads, missing entries, timing differences, or processing issues that need follow-up.

Skipped records

Skipped items are visible in the report so the team can see what was excluded and why, such as incomplete data, invalid rows, or rule-based exclusions.

Reconciliation rules, AI support, and manual review

Cointab applies structured matching logic first. It supports one-to-one, one-to-many, many-to-one, many-to-many, and partial matching patterns. It also supports configurable identifier logic and comparison methods so teams can compare the data in a way that reflects the actual business process.

If a team needs to build a cleaned reference, normalize a transaction ID, or calculate a net amount, they can create derived columns. AI can help generate Excel-style formulas from natural language, which is useful when the business rule is clear but the formula is time-consuming to write manually.

After structured matching is complete, AI can help analyze difficult open items and suggest possible reasons or actions. If the evidence is not strong enough, the transaction remains unmatched rather than forcing a weak match.

For one-off exceptions, users can also manually match records and keep the action auditable.

Automation and reuse for recurring SecurePay workflows

SecurePay reconciliation is often a recurring process, not a one-time project. Cointab supports reusable workflows so finance teams can set up the reconciliation once and run it again for future periods.

Automation options include:

• Manual upload for ad hoc runs
• Email-based data receipt
• SFTP-based file transfer
• API-based data integration
• Scheduled reconciliation runs
• Optional output delivery back to internal systems

If a report arrives late, users can upload the missed file under the same reconciliation and refresh the report. This is especially useful when gateway, bank, or ERP files arrive on different schedules.

Why finance teams use this approach

A structured SecurePay reconciliation workflow helps teams keep control over what was matched, what was not matched, and what needs action next. It also creates a clear audit trail that is easier to review than a set of disconnected spreadsheet files.

For finance operations, the value is in consistency:

• The same setup can be reused each period
• The same matching logic is applied every time
• Exceptions are separated from fully matched records
• Reports stay available on the dashboard for future reference
• Teams spend less time rebuilding Excel workbooks

FAQs

What can I reconcile with SecurePay in Cointab?

You can reconcile SecurePay transaction or settlement data against website sales reports, ERP exports, books, and bank statements. You can also build custom workflows around your internal process.

Does Cointab require a fixed file format?

Cointab supports CSV, XLS, and XLSX files. Once a report format is configured, users can upload files that follow the same structure for future runs.

How are partially matched transactions handled?

Partially matched transactions are shown separately when identifiers match but the amounts differ. This helps finance teams review fees, deductions, refunds, timing differences, or other reasons for variance.

Can recurring SecurePay reconciliation be automated?

Yes. Reconciliations can be configured to run on a schedule, and files can be received or pulled through email, SFTP, or API depending on the workflow.

What happens if a file was missed earlier?

The missed file can be uploaded into the same reconciliation later, and the report can be refreshed so the comparison reflects the complete data set.