Pin Payments Payment Gateway Reconciliation

Pin Payments reconciliation helps finance teams compare gateway data with internal records, settlement files, refunds, ERP exports, and bank statements. For businesses that process recurring payment activity, the challenge is rarely just matching one report to another. It is usually about tracking where money moved, what was settled, what was refunded, what was cancelled, and what still needs review.

Cointab provides a structured reconciliation workflow for Pin Payments payment gateway reconciliation. Teams can upload their files, map the required fields once, run reconciliation, review the results, and export audit-ready reports. The process is designed for finance users who need clarity on matched, partially matched, unmatched, and skipped transactions.

Why Pin Payments reconciliation matters

Payment gateway reports often sit across multiple finance processes. A single order may appear in the website or sales report, the Pin Payments settlement report, the refund report, the ERP, and the bank statement. When these records do not align exactly, teams need a reliable way to identify the reason.

Common reconciliation issues include:

• A payment appears in the website report but not in the settlement report yet
• The settlement amount is lower than the order amount because of fees or deductions
• A refunded or cancelled order appears in one report but not another
• A transaction reference differs between systems
• A bank receipt does not line up with the settlement file
• One report contains missing or incomplete rows

Manual Excel checks can work for small files, but they become difficult to maintain when reports are repeated every day, week, or month. Cointab replaces repeated spreadsheet work with a reusable workflow.

Typical Side A and Side B setup for Pin Payments

Cointab uses a Side A and Side B model.

In a Pin Payments reconciliation, Side A usually contains the business records the finance team expects to be correct. Side B contains the external records received from Pin Payments, the bank, or other supporting sources.

How Cointab handles Pin Payments payment gateway reconciliation

The workflow is built for finance teams that need control and transparency at each step.

1. Upload and map files

Users upload CSV, XLS, or XLSX files for Side A and Side B. For each primary report, they map key fields such as:

• Transaction date
• Amount
• Order ID or payment reference
• Settlement ID
• Bank UTR
• Invoice number
• Other business identifiers

If a file does not match the configured structure, the system can reject it with a clear message so the team knows what needs correction.

2. Add supporting data when needed

Some reconciliations need enrichment before matching begins. Supporting files can help with lookups, merges, fee calculations, tax mapping, or order detail completion.

Examples include:

• Product master
• Customer or vendor master
• SKU mapping
• Fee rate file
• Order metadata
• Return report
• Delivery or mapping file

3. Create derived columns

Finance teams can build derived columns when the source files need cleaning or transformation before matching.

Examples include:

• Clean transaction ID
• Net amount after fee
• Refund amount as negative
• Combined reference field
• Delivered payment amount

Cointab also supports AI-assisted formula creation for teams that want to describe the logic in plain language and generate an Excel-style formula.

4. Run reconciliation

Once the setup is ready, users run reconciliation manually or on a schedule. The engine compares the records using structured matching logic and reviews open items that need deeper analysis.

The platform supports matching patterns such as:

• One-to-one
• One-to-many
• Many-to-one
• Many-to-many
• Net-to-net
• Partial matching
• Contra matching

5. Review the report

After processing, users can review the reconciliation dashboard and drill into the results.

The report typically separates transactions into:

• Fully matched
• Partially matched
• Unmatched
• Skipped

This makes it easier for finance teams to focus on exceptions rather than reviewing every row manually.

Common Pin Payments exceptions

Pin Payments reconciliation often needs to explain differences across sales, settlements, refunds, ERP data, and bank receipts. Typical exception cases include:

• Order paid, but the settlement has not arrived yet
• Amount in the settlement report is lower than the website or ERP amount
• Refund recorded in one system but missing in another
• Cancelled order appearing only in the internal sales report
• Bank receipt timing difference versus settlement timing
• Identifier mismatch across systems
• Partial payment or partial refund differences

These are exactly the types of cases where a structured reconciliation engine is more useful than a manual VLOOKUP process.

What the reconciliation report shows

Cointab gives finance users a report that is easy to review and audit.

Fully matched

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

Partially matched

These are transactions where the records relate to the same business event, but the amounts do not fully match. This often points to fees, deductions, refunds, or timing differences.

Unmatched

These are records present on one side but not found on the other side. Examples include missing settlements, missing sales entries, or receipts that have not been mapped correctly.

Skipped

These are rows that were not included in the reconciliation because of missing data, invalid values, duplicate rows, or another file issue. Skipped records remain visible so users understand what was excluded and why.

Why finance teams use Cointab for payment gateway reconciliation

Cointab is built for teams that need recurring reconciliation, not one-off spreadsheet checks.

• Reusable setup for future periods
• Manual upload and automated input options
• Audit-ready Excel report export
• Team workspaces with roles and permissions
• Dashboard history for past reconciliation runs
• Manual match support for special cases
• Missed file upload and report refresh support
• Scheduled reconciliation runs for recurring operations
• Output delivery through email, SFTP, or API where required

This makes the workflow useful for monthly close, daily payment tracking, and exception handling across finance operations.

Pin Payments reconciliation use cases

Cointab can be used for several common workflows involving Pin Payments and connected finance data.

Sales vs settlement reconciliation

Compare internal sales records with Pin Payments settlement data to identify settled, missing, or partially settled transactions.

Settlement vs refund reconciliation

Compare settlement files with refund reports to review refunded orders, deductions, and mismatched values.

Website vs payment gateway reconciliation

Match website orders with Pin Payments data to check payment status, missing references, and amount differences.

ERP vs payment gateway reconciliation

Compare the accounting or ERP view with external gateway records to support close and review open items.

Bank vs settlement reconciliation

Match settlement or payout data with bank statements to identify timing gaps and unexplained differences.

Reconciliation that can be reused across periods

Once a Pin Payments workflow is configured, it can be reused for the next period without rebuilding the logic from scratch. Teams can keep the same setup, upload the next file set, and run reconciliation again.

That reuse is valuable for finance teams that handle repetitive settlement, refund, and bank matching work every month.

FAQs

What reports can be used in Pin Payments reconciliation?

Cointab can compare Pin Payments settlement reports with website sales reports, ERP exports, refund reports, and bank statements, depending on how the workflow is set up.

Can Cointab handle refunds and cancellations?

Yes. Refunds, cancellations, and partial amount differences can be reviewed as part of the reconciliation process when the relevant reports are included.

Can the same Pin Payments reconciliation be reused every month?

Yes. Once the workflow is configured, it can be reused for future periods by uploading the new files and running reconciliation again.

What if a required file is received late?

Users can upload the missed file under the same reconciliation and refresh the report so the latest data is included.

Can finance teams automate recurring Pin Payments reconciliation?

Yes. Cointab supports scheduled runs and automated data input through email, SFTP, or API-based workflows where configured.