Forum

• # 111730
• Tue 24 Nov 2015 06:29 PM

I am trying to find a way to reconcile the cash register account on Quickbooks but the Worldpay banked totals do not equal the card totals as on the Till receipt.  So say the receipt says there was £250 taken in card payments but the Worldpay deposit into the bank for that day is different.   Does Worldpay randomly draw down money in lumps when it feels like it or am I missing something?  Any tips or clues anyone please?

Thank you, Karen

• 
  Quote
  

• # 111731
• Tue 24 Nov 2015 10:52 PM

Hi Karen,

If the card terminal is not linked to the till then I would say that the staff have rung up the sales on the incorrect method of payment button on the cash register.

The card terminal should have what is called an 'End of day' report taken at the close of business and this will show the actual sales processed through the terminal. This should agree with the total of the copies of each transaction and what is paid into the bank. Remember the monies are not received in the bank until a few days later.

Worldpay should not take any monies off the amount as any charges are invoiced separately and paid by DDBT.

Maybe I am misunderstanding your post as I am unsure what you mean by Till receipt - is this from the cash register or the card terminal?

Possibly the error is down to incorrect till operation by the staff. e.g. putting a different amount through the card terminal to what they have rung up on the till.

Whatever has gone through the terminal is what should be paid into bank - might have to check the audit roll on the till for the days sales to determine where the error has arisen?

If you require any further info email me direct: mms@mmauran.plus.com

Marilyn

• A clever person solves a problem.

  A wise person avoids it.

  Albert Enstein

• 
  Quote
  

• # 111743
• Thu 26 Nov 2015 12:37 AM

Hi Karen

It will probably just be a timing issue as it depends on time of day that the transaction takes place and also the payment method - visa/mastercard/amex. Sometimes a card holder disputes a charge and even if it's already been paid over by Worldpay they put a clawback on it so the amount gets deducted from future transfers and won't be repaid until resolved.

If your client will give you the log in details for Worldpay then you will be able to reconcile the account fully. I now post the income as it comes in and reconcile it monthly and it works.

Victoria

• 
  Quote
  

• # 111748
• Thu 26 Nov 2015 09:08 PM

The two problems I get with Worldpay are the timing thing mentioned before. It is in pubs when Worldpay stops at migdnight (I assume) but a couple of sales are after midnight.

The second problem is when they are rang though as cash but then actually paid by card. That's how they're left with a note on the back of the card voucher.

• . http://www.smbps.co.uk/
• 
  Quote
  

• # 111750
• Thu 26 Nov 2015 10:53 PM

Thank you all for your replies, I appreciate the time you have taken to help

I have asked my client for end of day reports, I'll see if this helps, it should at least start to help by making it clearer for them what card totals should be at the end of the day. 

Then see if I get closer to a reconciliation.  It's more important at the moment because I am at year end and need to define income between two years.

I'll keep working on it, it is really helpful having your tips, and feedback, thank you.

Karen

• 
  Quote
  

• # 112206
• Mon 25 Jan 2016 01:32 PM

I have a similar problem. My client's customers pay through a website, which is linked to worldpay so the payment date on their customer account is the date that worldpay received their money. They then transfer it to us, but I am struggling to reconcile what we receive with what is paid per the website. To make it more tricky, all this income is income in advance, so I need to be able to reconcile it properly! 

Vik, how do you do it? Which report from worldpay to you use? I thought I'd found one, and set up a vlookup on excel to compare the date per the website to the date per worldpay, but it was the same! I just need a report that lists the transactions, with the date that we actually received the money from worldpay. 

Here's hoping!

• 
  Quote
  

• # 112215
• Mon 25 Jan 2016 11:46 PM

Hi

It does depend on which log in portal you've got as Worldpay run two different types. The older version is not that easy to navigate but the newer portal gives you easy access to the daily transactions and transfers to make reconciling easier. From the sound of it you could be on the older version.

I only reconcile once a month - making sure o/s entries from last month have all cleared, and making sure I know which entries from this month are still pending clearance, thereby limiting the reconciliations to a few days of transactions. I download our sales from the website and take the total for the month. Take the total receipts from Worldpay for the month (the receipts from Worldpay on the bank statements start MV-terminal no-transaction date) and see what the difference is, which should be pending transactions/claw backs not cleared + refunds.

I don't need to download Worldpay reports as I can generally get the info I need from the main transactions page.

Sorry, if that doesn't help or answer your query but it's what works for me and my client.

Vik

• 
  Quote