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Reconciling sonarPay Disbursements with Bank Deposits

Jennifer Trower Updated by Jennifer Trower

Read Time: 3 mins

sonarPay deposits are recorded as disbursements. A disbursement is the net amount deposited into your bank account after transaction fees, refunds, reversals, chargebacks, returns, and timing-related rollover amounts are applied.

The Payments report shows gross payment activity, while the sonarPay Disbursements report shows the net amount actually deposited. Because these reports answer different questions, their totals are not expected to match line-for-line.

Permissions

To view the reports referenced in this article, your role must include the relevant financial reporting permissions, which are set under Settings > Security > Roles. If a report or dashboard is not visible to you, an administrator can adjust your role.

If you're a Super Admin, you already have full access, and no changes are needed. To learn more, see the Roles and Permissions article.

The Three Reports Involved

Reconciliation uses three reports. Each one shows a different part of the payment and deposit process.

Report
Where to find it
What it tells you
Payments
Reports > Financials > Payments
Gross amount collected per transaction, plus the transaction fee and amount settled. This is the money the customer paid.
sonarPay Disbursements
Reports > Financials > sonarPay Disbursements
The net amount actually deposited to your bank, broken down into sales, fees, other (rollover), and net. Ties each deposit to its transactions.
sonarPay Monthly Statement
sonarPay portal
A month-end summary of payouts, fees, refunds, and chargebacks for higher-level accounting and audit.

Why a Deposit May Not Match Daily Payments

A sonarPay bank deposit is calculated as a net disbursement, so it may not match the total payments collected on the same day due to the below factors.

Factor
Effect on the deposit
Transaction fees
Fees are deducted from the gross payment amount and shown in the Total Fees field.
Refunds and reversals
Refunds and reversals reduce the net amount. If there are many refunds, the net amount may be much lower than the gross payments collected.
Chargebacks and returns
Chargebacks and returns reduce the amount available for disbursement.
Processing timing
Payments made after the processing cutoff may settle in the next disbursement instead of the same-day disbursement.
Rollover amounts
Amounts carried forward from a previously undisbursed balance appear in the Total Other field.
Within the sonarPay Disbursements report, the relationship is: Total Sales − Total Fees ± Total Other = Total Net

The Total Net amount is the amount deposited to your bank account.

Reconciling a Single Deposit

To reconcile a single sonarPay deposit:

  1. Navigate to Reports > Financials > sonarPay Disbursements.
  2. Locate the disbursement using the Processed At date.
  3. Note the Disbursement ID and Total Net amount.
  4. Compare the Total Net amount to the deposit shown on your bank statement for the same date.
  5. Open the Disbursement Transaction Details section for the disbursement.
  6. Review the payments and refunds listed under the same Disbursement ID.
  7. Compare those transactions against the Payments report for the same period.
  8. Confirm that the gross payment amounts match per transaction.
  9. Use the Total Fees and Total Other fields to account for the difference between the gross payment total and the net deposit amount.
  10. If a payment appears in the Payments report but not in the disbursement, check whether it was collected after the processing cutoff. If so, it should appear in the next disbursement.
    Transactions after the cutoff settle in the next day's disbursement rather than the same-day one.

Trace Amount vs. Disbursed Amount

The trace amount shown in the sonarPay portal may differ from the Total Disbursed amount when rollover or timing differences are present.

When reconciling against your bank deposit, use the Total Net field in the sonarPay Disbursements report. Do not use the trace amount as the reconciliation value.

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