Popular reconciliation template
POS vs Payment Processor Reconciliation
Reconcile POS sales with payment processor reports to match card payments, tips, refunds, fees, settlements, deposits, and open items in one structured workflow.
View demo reportReconcile POS sales with payment processor settlements
POS and payment processor reports can include card payments, tips, refunds, voids, fees, settlements, chargebacks, batches, and bank deposits. Cointab helps bring these into a clear reconciliation report.
The POS vs Payment Processor reconciliation helps finance teams compare store-level POS sales with card processor transactions, settlements, fees, and deposit reports.
This helps finance teams answer questions such as:
- Which POS sales were successfully paid through the payment processor?
- Which processor transactions are missing from POS sales records?
- Which card payments were settled?
- Which refunds, voids, or chargebacks reduced the settlement amount?
- Which tips, taxes, fees, or processor deductions explain the difference?
- Which processor batches were deposited into the bank?
- Which settlements belong to another day, batch, store, or period?
- Which items need store-level review, processor follow-up, or internal correction?
This template is useful for restaurants, QSR chains, retail stores, franchise operators, multi-location businesses, finance teams, and accounting teams that need a repeatable POS reconciliation process.
Required files for this template
Cointab's ready-made workflow is designed around common POS sales, card processor, settlement, refund, fee, batch, and deposit reports used for POS reconciliation.
| Data source | Example records |
|---|---|
| POS Sales Report | Used as the internal source-of-truth report containing sales, card payments, cash payments, tips, taxes, discounts, refunds, voids, store IDs, order IDs, and transaction dates. |
| Payment Processor Transaction Report | Used to compare POS card sales with payment processor transactions, approvals, authorizations, refunds, reversals, and card payment references. |
| Settlement / Batch Report | Used to compare payment transactions with processor batches, settlement totals, payout amounts, and expected deposit values. |
| Fee / Deduction Report | Used where processor fees, network charges, service fees, chargebacks, adjustments, or deductions need to be reviewed. |
| Bank Statement | Optional, but useful if the finance team also wants to compare processor settlements with actual bank deposits. |
| Store / Location Report | Optional, but useful where the reconciliation needs to be reviewed by store, outlet, franchise location, region, or business unit. |
| Internal Books / ERP Report | Optional, but useful if the team wants to compare POS and payment processor data with accounting, ERP, or ledger records. |
| Supporting Data | Optional supporting files for store mapping, payment method mapping, processor mapping, fee logic, tax mapping, batch mapping, franchise mapping, GL mapping, or other enrichment. |
What Cointab matches in POS payment reconciliation
Cointab compares POS sales, payment processor transactions, refunds, tips, fees, settlements, batches, deposits, and optional bank or ERP data across reports.
POS sales and card transactions
Match POS sales records with corresponding payment processor transactions.
Card payments
Identify whether each POS card payment has a matching approved payment in the processor report.
Refunds, voids, and chargebacks
Identify whether refunds, voids, reversals, failed payments, or chargebacks are correctly reflected across reports.
Tips and taxes
Compare tips, taxes, service charges, and order-level values where these affect settlement amounts.
Processor fees and deductions
Track processor fees, card network charges, service fees, chargeback fees, adjustments, or other deductions where available.
Settlement batches
Match processor batches, settlement IDs, payout references, and batch totals with POS sales and payment activity.
Bank deposits, if added
If bank statements are included, Cointab can also compare processor settlements with actual bank deposits.
Internal records, if added
If ERP, books, or ledger data is included, Cointab can compare POS and payment processor records against internal accounting records.
Common POS payment reconciliation exceptions
Cointab helps finance teams focus on POS and processor differences instead of manually reviewing every card payment, batch, and settlement line.
POS sale not found in processor
A POS card sale appears in the POS report but is not found in the payment processor report.
Processor payment without matching POS sale
A processor transaction appears without a clear matching POS order, sale, or receipt record.
Amount mismatch
The transaction, receipt, authorization, or batch reference matches, but the POS amount and processor amount are different.
Refund or void difference
A refund, void, reversal, or chargeback appears on one side but not the other.
Tip or tax difference
Tip amounts, taxes, service charges, or order totals do not align between POS and processor reports.
Processor fee difference
Processor fees, network charges, service fees, chargeback fees, or other deductions explain part of the settlement difference.
Batch timing difference
A POS transaction belongs to one business day but is settled in a later processor batch.
Deposit not received in bank
A processor settlement is expected, but the matching bank deposit is missing or delayed.
Store or location mismatch
A transaction belongs to one store, franchise, outlet, or location in POS but appears differently in processor data.
Duplicate or repeated entry
The same POS transaction, processor transaction, refund, or batch appears more than once or is included in multiple files.
Missing or unclear reference
Receipt ID, transaction ID, authorization code, batch ID, settlement ID, or bank reference is missing, incomplete, or appears inside a description field.
Skipped record
A row cannot be reconciled because required data is missing, invalid, duplicate, incomplete, or unusable.
How this ready-made reconciliation works
Cointab pre-configures the workflow so your team does not need to rebuild the POS reconciliation setup every period.
Select the template
Choose POS vs Payment Processor from popular reconciliations.
Select the period
Choose the day, week, month, quarter, year, lifetime period, or custom period you want to reconcile.
Upload POS and processor reports
Upload the POS sales report, payment processor transaction report, and any required settlement, batch, fee, refund, bank, store, or supporting files.
Validate file format
Cointab checks whether the uploaded files match the expected structure and highlights missing or incorrect columns.
Run reconciliation
Cointab applies predefined data preparation and matching logic for POS and payment processor data.
Review output
View fully matched, partially matched, unmatched, and skipped records.
Download or automate
Download the Excel report, or automate future data input and output through email, SFTP, or APIs.
Structured matching first, AI assistance for difficult cases
Cointab applies structured reconciliation logic first, then uses AI to help with difficult open transactions where fixed rules are not enough.
Structured matching
Structured matching can use:
Matching scenarios
One-to-one
One POS payment matches one payment processor transaction.
One-to-many
One POS order maps to multiple payment, tip, refund, fee, or settlement records.
Many-to-one
Multiple POS payments are grouped into one processor batch or settlement.
Many-to-many
Multiple POS and processor records are grouped and compared together.
Partial matching
Identifiers match, but amounts differ.
Net and contra matching
Sales, refunds, voids, chargebacks, fees, tips, taxes, and adjustments are netted where required.
AI-assisted transaction matching
After structured rules run, AI helps match difficult open transactions where:
- References are incomplete
- POS receipt numbers are formatted differently
- Processor descriptions are messy
- Authorization codes appear inside long narration fields
- Tips, taxes, or fees are split differently
- Refund or chargeback records do not directly map to POS sales
- Transactions are grouped by batch, store, or business day
- Amounts require contextual understanding
- Multiple possible matches exist
AI exception analysis
For transactions that remain open, AI can help identify possible reasons such as:
AI assists matching and exception review, but Cointab keeps reconciliation transparent, reviewable, and audit-friendly.
Audit-ready POS reconciliation reports
Cointab gives your team a clear report showing which POS and payment processor records matched, partially matched, remained unmatched, or were skipped.
Report categories
Fully matched
POS sales and payment processor records where identifiers and amounts match.
Partially matched
Records where identifiers match but amounts differ.
Unmatched in POS
Processor transactions that do not clearly match POS sales or order records.
Unmatched in payment processor
POS payment records that are not clearly found in the payment processor report.
Unmatched in settlement or bank, if added
Settlement, batch, or bank deposit records that do not clearly match expected POS or processor data.
Skipped
Records excluded due to missing, invalid, duplicate, incomplete, or unusable data.
Report capabilities
- Summary cards
- Transaction-level details
- Filters for review
- Difference amounts
- Matched transaction drill-down
- Manual match
- Undo manual match
- Excel export
- Audit-friendly output
Automate recurring POS payment reconciliation
Once this workflow is stable, Cointab can automate file input, reconciliation runs, and output delivery.
Bring data into Cointab
Data can be received or pulled through:
Run automatically
Schedule reconciliation:
Push output back
Send reconciliation output to:
- Matched POS and processor records
- Unmatched POS sales
- Unmatched processor transactions
- Refund and void differences
- Tip and tax differences
- Processor fee differences
- Batch timing differences
- Deposit differences
- Store-level exceptions
- Open items
- Suggested actions
- Excel reconciliation report
- Structured API output
View a POS reconciliation demo report
See how Cointab presents POS vs Payment Processor output with matched, partially matched, unmatched, and skipped transactions.
POS vs Payment Processor Demo
Explore a sample report showing POS sales, payment processor transactions, refunds, tips, fees, settlement batches, deposit differences, and open items.
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View templateBuilt for restaurants, retail stores, and finance teams reconciling POS payments
This template is useful for teams that regularly reconcile POS sales, card payments, refunds, tips, processor fees, settlements, deposits, and open items.
Restaurants and QSR chains
For restaurant teams reconciling POS sales with card processor payments, tips, refunds, fees, and deposits.
Franchise operators
For franchise teams that need store-level visibility into POS payments, processor batches, and settlement differences.
Retail stores
For retail teams matching store POS sales with payment processor reports and bank deposits.
Multi-location businesses
For businesses that need to reconcile payments across multiple outlets, terminals, stores, or regions.
Finance teams
For finance teams preparing POS reconciliation reports for daily review, month-end close, reporting, and audit.
Accounting teams
For teams reconciling card payments, processor fees, deposits, and ledger entries.
Outsourced finance teams
For accounting firms or finance operations teams handling POS reconciliation for multiple restaurants, stores, or clients.
Trusted by teams handling POS and payment reconciliation
Cointab is used by finance and operations teams that reconcile high-volume, multi-source transaction data across POS systems, payment processors, banks, delivery platforms, stores, and internal systems.
“We have worked on many softwares but we love the ease of using cointab. The staff and support is very instant. They are approachable, proficient and patient. Team is very cooperative with the customisations. The experience of using cointab was nice.”
POS vs Payment Processor FAQs
Start POS vs Payment Processor reconciliation
Use Cointab's ready-made POS reconciliation workflow to match payment transactions, identify settlement differences, review exceptions, and export audit-ready reports.
View demo reportReady-made workflow · Reusable every period · Manual upload and automation supported