Why orders and bank deposits differ, and how to check them
Bank deposits may already have fees and refunds deducted. A useful reconciliation explains the difference and identifies transactions still needing attention.
The workflow illustrates a possible design and is not a client case study.
- Match references
- Explain differences
- Review exceptions
Why do sales totals differ from bank deposits?
One bank deposit may cover several orders, less fees and refunds. Comparing it directly with gross sales creates differences that are perfectly legitimate. Check whether each report uses the transaction or settlement date, which currency it shows and which payout batch it covers.
Can existing reports trace back to orders?
Begin with reports from the payment platform and accounting software. Stripe’s payout reconciliation report applies to particular payout arrangements, so check whether it fits your account. Add a matching process when those reports cannot link back to orders, sales channels or your review procedure.
Reconcile one settlement period
Choose one sales channel, currency and complete settlement period. Match transaction references, show fees and refunds separately, and keep the original reports. Unmatched items go to staff for investigation; the system must not create an adjustment merely to force the totals to agree.
Check timing differences and refunds
Include month-end payouts, partial refunds, repeated imports, changed fees and missing references. Have the person responsible for the accounts approve the matching rules. Check that records match and differences can be traced; accounting and tax treatment still need the appropriate person’s judgement.
Bring reports and manual adjustments
Prepare order, payout and bank reports with personal details removed, plus a list of manual adjustments. Agree who can view them and how long the records should be kept.