Reconciling Credit Card Transactions

When using the credit card service, you first receive authorization for credit card charges. The next step is reconciling the authorized card charges. More...

You should reconcile authorized transactions within 24 hours to avoid having to pay a higher processing fee.

Transactions left unreconciled for 30 days past the authorization date will be lost.

If you have security permissions to settle credit card authorizations, OrthoTrac prompts you to reconcile authorizations at several points in the software:

At login
When processing the daysheet
When processing auto payments
After obtaining batch authorization

To reconcile outstanding transactions:

From the main menu, select Reports > Financial > Daysheet > Settle Credit Card Authorizations from the menu bar. Click Yes at the prompt asking if you would like to reconcile the outstanding credit card transactions.

Click Yes when prompted at login, before processing the daysheet, when processing auto payments, or after receiving batch authorization.

The OrthoTrac Credit Card Processing Pending Transactions window is displayed.

Click here to view the buttons associated with this window.

Review the charges and verify that all charges have authorization numbers. Click the Print Pending Settlement Transactions button to print the Pending Credit Card Batches report. Save this report to compare to the Credit Card Settlement Confirmation report.

Click the Start Settlement Process button. The OrthoTrac Credit Card Processing Settling With Bank window is displayed.

When the process is complete, a message is displayed, concerning the success or failure of the settlement process. Scroll through the message window to view messages from the bank about this batch.

Click Close. A prompt is displayed, asking if you want to print the Credit Card Settlement Confirmation report. Click Yes.

Compare the Pending Credit Card Batches report with the Credit Card Settlement Confirmation report for discrepancies, and compare the Credit Card Settlement Confirmation report against the credit card totals on the next closed daysheet.

It is possible to have more than one Credit Card Settlement Confirmation report for each daysheet. Each report contains only the detail for the batches just settled, but lists the totals for all batches with that date. The daysheet can contain transactions from several dates, but the confirmation report contains transactions from one date only.