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Income reconciliation Reconciliation is a process that matches actual funds to anticipated funds.
Libraries have a range of reconciliation requirements and processes. The information provided in this document is a generic guide to reviewing patron payments in a range of EnvisionWare solutions. It does not claim to provide accounting instruction.
Each EnvisionWare solution has its own reporting functions. Your needs will depend on your accounting requirements and the solutions that you have implemented.
You should review the relevant manuals for those sections. This document addresses the reconciliation only, not report running.
Funds are paid by library patrons using the following EnvisionWare solutions:
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Table of Contents
Individual Coin and Bill Acceptor reconciliation ................................................................. 3
Vx/N cash reconciliation process ............................................................................................................... 3 Resetting tube counts to zero ....................................................................................................................... 4 Loading your initial float ................................................................................................................................ 4 Topping up the tube levels ............................................................................................................................ 5 Cash reconciliation ........................................................................................................................................ 5 Exporting meters to USB (when not using email reports) ............................................................................. 6 Understanding the meter report ................................................................................................................... 6
Reconciliation for all payment types and for all functions .................................................. 7
Process ...................................................................................................................................................... 8
Calculations for the Liability and Income Accounts .................................................................................... 9 Incoming Funds ............................................................................................................................................. 9 Outgoing Funds ........................................................................................................................................... 10 Income Account ........................................................................................................................................... 11
How to obtain ECS transaction history totals ................................................................... 13
Totalling filtered data .............................................................................................................................. 16
Payment reconciliation : how to
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Individual Coin and Bill Acceptor reconciliation
Vx/N cash reconciliation process EnvisionWare Series Vx/N Coin and Bill Acceptors (CBAs) are shipped with Auto Tube Sense functions turned off and Tube Reset counts set to 0. This ensures that when you load your initial float through the top coin insert slot that the float is correctly counted and the CBA knows exactly how much money is in each Coin Tube. The importance of Coin Tube accuracy has two impacts:
1. Correct operation of the "No Change" light which affects successful acceptance of Notes/Bills. 2. Correct meter readings when reconciling money inside the CBA
Note that typically Auto Tube Sense is disabled as the sensors in the Coin Acceptor Coin Tubes only has an accuracy of +/-2 coins per tube.
For correct operation and meter reports the CBA must first know exactly how many coins of each denomination are present.
a. To achieve that coins cannot be added or removed directly to/from the Coin Acceptor. Payout Cassette - all coins must be loaded through the top coin insert slot or dispensed. To achieve correct coin counts the CBA must think there are no coins in the CBA when you load your float for the first time.
b. If the coin count for all denominations was not 0 when you loaded your float, or you have added/removed coins directly to the coin tubes in the Payout Cassette, you will need to remove all coins, reset the coin counts back to 0 and then load you float through the top coin insert slot again.
c. The rest of the reconciliation process will fail unless the Coin Tube counts are correct. d. If you need to reset the coin counts and load your float again use the following instructions.
This document provides information to assist library staff to gather, review and combine information on patron financial transaction to reconcile income and revenue for a specific date range.
If you have changed the Auto Tube Sense settings or Tube Reset Count settings then the following instructions cannot be used when reconciling money in your CBA.
Contact EnvisionWare Support for additional assistance.
Payment reconciliation : how to
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Resetting tube counts to zero 1. Take the Payout Cassette out of the Coin Acceptor and remove all coins manually. 2. Access the main circuit board (inside the rear door).
a. Push buttons are accessible - UP, DOWN, LEFT, RIGHT, ENTER (centre button), RESET (lower left button).
3. Press and hold the ENTER button for 6 seconds. a. "Entering Service Modes" will display briefly before "Meters" will be shown.
4. Press RIGHT ("Sessions" will be displayed) 5. Press DOWN 6. Press DOWN ("Cashout" will be displayed) 7. If the CBA has been used for transactions you may choose to record the current values of the
meters. Note the Tube value will be incorrect but the other meters for copies and payments will be correct. If you do not want to record these settings and to clear all meters to start fresh, skip to the next step:
a. Press RIGHT ("Cash x.xx" will be displayed). b. Press DOWN repeatedly until "Reset Cash/Session" is displayed. c. Press and hold ENTER for 5 seconds and release. d. Nothing will change in the display immediately but after several seconds "Cash/Session
meters reset" will display before returning "Reset Cash/Session". e. Press LEFT to return to "Cashout".
8. Press DOWN repeatedly until "Dispense" is displayed: a. Press RIGHT to enter Dispense Mode ("Dispense x.xx Coin Qty: x" will be displayed) b. Press and hold ENTER until the Qty reaches 0 – you can alternatively press ENTER multiple
times quickly to decrease the Qty (which may be quicker) 9. Press DOWN for the next denomination. 10. Press and hold ENTER until the Qty reaches 0. 11. Repeat the previous two steps until all denominations show a Qty of 0. 12. After moving through all denominations then "Reset Tube" will be displayed. 13. Press LEFT to return to "Dispense". 14. Press RESET to exit Service Mode.
Now that the coin tube levels are correct you can now load your initial float.
Loading your initial float
1. Access the main circuit board (inside the rear door). a. Push buttons are accessible - UP, DOWN, LEFT, RIGHT, ENTER (centre button), RESET (lower
left button). 2. Press and hold ENTER for 6 seconds.
a. "Entering Service Modes" will display briefly before "Meters" will be shown. 3. Press DOWN repeatedly until "Load Change" is displayed. 4. Press RIGHT (Tube x.xx) will be displayed on the LCD screen. If x.xx is not 0.00 then you will need to
use the steps above to remove all coins and reset the tube counts to 0. 5. You can now start inserting your float one coin at a time through the top coin insert slot. The Tube
x.xx value will increment with each coin inserted and gives the total of all coins in the tubes. For each coin inserted "Tube x.xx: x" will display on the second line of the LCD display. This shows the denomination of the last coin inserted and gives the quantity of coins for that denomination.
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a. Keep loading coins with your desired quantity of each denomination AND/OR you reach your total desires Float Amount (shown on the first line of the LCD display).
6. Once you have loaded your desired float, press RESET (or press the Coin Eject lever) to return to Vending Mode.
Topping up the tube levels 1. Use the same steps as LOADING YOUR INITIAL FLOAT (above) but Tube x.xx will not be 0.00 when you
start loading the extra coins (step 4 -> proceed to step 5).
Cash reconciliation The following process should be followed to successfully reconcile the money in your CBA. As part of the process the Current Meter readings will be emailed to the configured recipient (as a CSV file attachment to the email). If you are not using the CBA email sending feature (if your CBA is not connected to your network) then you should manually export the Current Meters to USB (see EXPORTING METERS TO USB below):
1. Access the main circuit board (inside the rear door). a. Push buttons are accessible - UP, DOWN, LEFT, RIGHT, ENTER (centre button), RESET (lower
left button). 2. Press and hold ENTER for 6 seconds.
a. "Entering Service Modes" will display briefly before "Meters" will be shown. 3. Press RIGHT ("Sessions" will be displayed). 4. Press DOWN. 5. Press DOWN ("Cashout" will be displayed). 6. Press RIGHT ("Cash x.xx" will be displayed). 7. Press DOWN repeatedly to cycle through the meters. Take note of the Tube value to determine if the
value is greater and less than your initial float amount. 8. Keep pressing DOWN until you reach "Reset Cash/Session". 9. Press and hold ENTER until "Cash/Session meters reset" is displayed. The display will return to "Reset
Cash/Session" after a few seconds. 10. The previous step triggers the Meter values (before they were reset) to be emailed to the configured
recipient (if the CBA email sending feature is enabled). 11. Press LEFT ("Cashout" will be displayed). 12. Remove Bills/Notes from the Bill/Note Validator Cassette (next to the Coin Acceptor) - the total of the
Bills/Notes should match the BILL value in the emailed/exported report. 13. Empty the Overflow Bin (large silver metal lockable box at the bottom of the CBA) - the total of the
coins in the Overflow Bin should match the BOX value in the emailed/exported report. 14. If the Tube meter value was less than your Initial Float you need to Top Up the tube levels, otherwise
go to step 16: 15. Press RESET and then refer to TOPPING UP THE TUBE LEVELS above and Load Change to increase the
Tube levels to your Float amount and skip steps 16 & 17. 16. If the Tube meter value was greater than your Initial Float you need to Dispense coins down to your
Float amount. You may need to calculate how many coins of each denomination will need to be dispensed to reach the Float amount:
a. Press DOWN ("Dispense" will be displayed) b. Press RIGHT ("Dispense x.xx Coin Qty: x" will be displayed)
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c. Each press of ENTER will dispense one coin for this denomination. d. Press DOWN for the next denomination and repeat. e. Once you have dispensed the correct number of coins of each denomination to reach your
Float Amount then press LEFT ("Dispense" will be displayed). 17. Press RESET (or press the Coin Eject lever) to exit Service Mode and return to Vending Mode. 18. Note after Topping Up or Dispensing coins to return to your Float Amount you can re-enter the
meters section to check the Tube value - this will confirm the value of coins in the Tubes and allows you to check that it matches your Float Amount. You are now ready to start your next reconciliation period.
Exporting meters to USB (when not using email reports) There is an option to have the CBA automatically email reports. This requires the CBA to be connected to your network. If you are not using this option the reports may be output to USB.
1. Access the main circuit board (inside the rear door). a. Push buttons are accessible - UP, DOWN, LEFT, RIGHT, ENTER (centre button), RESET (lower
left button) 2. Plug a USB Thumbdrive into one of the available slots on the side of the main circuit board. 3. Press and hold ENTER for 6 seconds.
a. "Entering Service Modes" will display briefly before "Meters" will be shown. 4. Press DOWN repeatedly until "Import / Export" is displayed. 5. Press RIGHT ("Export Meters" is displayed) 6. Press and hold ENTER until "Export complete" is briefly displayed. 7. The CBA will then automatically exit Service Mode and return to Vending Mode. 8. Unplug the USB Thumbdrive from the USB Port.
The export function exports the Meters to a CSV file onto the USB Thumbdrive which you can then plug into a PC to access using Microsoft Excel, Notepad or your preferred CSV file viewer/editor. The file will be named jamex_meters_[Jamex Reporter]-[MM-DD-YY HH.MM AM/PM].csv.
Understanding the meter report The Cash Meters section of the report contains:
• Cash = value of any (direct) cash copies made. • Bypass = value of any (direct) copies made using the bypass key. • Bill = value of the Bill/Notes in the Bill/Note Validator cassette. • Box = value of the coins in the Overflow Bin. • Tube = value of the coins in the Coin Acceptor tubes at the time the report was generated (and before
topping up or dispensing coins to return to your Float Amount). • CardAdd = Not used. • CardSale = Note used. • HostCash = value of transactions performed through the attached PC using cash - included LPT:One
print payments, eCommerce Services fine/fee payments and deposits, Library Document Station scans, Copy Payment Manager copies.
• HostBypass = value of transactions performed through the attached PC using the bypass key.
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• HostCardAdd = Note used. • HostCardSale = Note used. • HostRefund = Note used. • UnappliedFunds = value of any funds collected that were not used for a transaction and was not
returned as change.
After Topping Up/Dispensing coins to return the Coin Tube Total to your Float Amount, the remaining funds (which you should count) should equal the result of the following formula:
Reconciliation for all payment types and for all functions Notes
1. These instructions are for global accounts for the whole Library Service. The storage database (AAM) is shared by the whole system and data is not broken down per location or by Kiosk, or by function. It is the total of money collected and money spent by patrons.
2. If you need to breakdown figures by location remember that kiosks, CBA’s and credit card terminals are physically connected so are statically linked in a direct one to one relationship. Therefore filtering or limiting by Terminal ID/Computername will give you data/totals for the CBA or credit card terminal that is connected to the kiosk (Computername). If a location has multiple devices in the one building, select the Terminal ID/Computernames for that location to get a location total. If using AAM Deposit Accounts, before starting your first Reconciliation Period you need your initial starting AAM Account Balance which is the basis from which you will calculate at the end of the first Reconciliation Period.
a. That value may not be $0.00 if you have imported data from a previous solution as part of your installation or performed testing during the installation process. This Account Balance can be obtained from the AAM Web Module Report 2010 (Account Summary) or EnvisionWare Enterprise Reporter “AAM Account Summary (DB-FIN6010.01)” report.
3. This document is based on the following software versions: a. Copy Payment Manager v1.0.2 or higher b. eCommerce Services v3.6.2 or higher c. the integrated Fine/Fee payment and Deposit functions of OneStop v3.1.1 or higher.
4. This section does not cover payments for non-Copy Payment Manager copying (i.e. direct CBA copying) or non-Library Document Station scanning or faxing (i.e. direct CBA faxing and scanning). Values for those can be obtained from the CBA meter reports – refer to the CBA Manuals.
CALCULATION
(Tube meter reading from the report) - (Starting Float) + (Bill meter reading from the report) + (Box meter reading from the report) = amount to be banked.
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Process
For the reconciliation period you will need to calculate the following:
1. Liability Account Balance = total of (Previous Liability Account Balance) + (Incoming Funds) - (Outgoing Funds)
Remember - for your first reconciliation period the Previous Balance is your starting AAM Account Balance - (see above) - this must be recorded at the start of your first reconciliation period)
o Incoming Funds = the total of the following Account Deposit patron AAM value update payments: § Credit card self-payment § Manual deposits at the staff desk § Cash using a Coin and Bill Acceptor
o Outgoing Funds = the total of the following patron payments from AAM deposit account: § Copying § Printing § Fines/Fees § LDS Scanning/Faxing
2. Income Account = total of the following patron self-payment methods:
o Copying - paid via credit card o Copying – paid via cash using a Coin and Bill Acceptor o Printing - paid via credit card o Printing – paid via cash using a Coin and Bill Acceptor o Library charges - paid via credit card o Library charges – paid via cash using a Coin and Bill Acceptor o LDS Scanning/Faxing – paid via credit card o LDS Scanning/Faxing – paid via cash using a Coin and Bill Acceptor o Liability Account “Outgoing Funds” total (from above)
If you DO NOT use deposit accounts in AAM omit Deposit Accounts items from the following formulas. That means that you are also not using Liability Account entries and you will only calculate the Income Account.
For some libraries the Liability to Income accounting is done by the Council Finance team and those libraries simply send reports on income and cash reconciliation.
EnvisionWare staff cannot comment on accounting practices but share the following common information.
a. Liability Account – customer deposits and customer prepayments (for money held on deposit by the library but not yet spent by the patron). Reconcile funds going into the account and funds going out (ie spent by patron). This leads to account balance.
b. Income Account – money earned (including money spent from deposit accounts). Reconcile funds spent by patron - can be immediately recognised as Income/Revenue.
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Calculations for the Liability and Income Accounts These instructions provide details of how to collect those amounts to perform the above calculations.
Where there are options for the data collection we include all methods to retrieve the required information. This may be based on the use of the EnvisionWare Enterprise Reporter or a combination of the eCommerce Transaction History Export (CSV) file, the AAM Web Module, CBA Reports and Mobile Print Service Reports and LDS Scannx Portal.
If you do not have EnvisionWare Enterprise Reporter the eCommerce Transaction History Export (CSV) will need to opened using Microsoft Excel and you apply specified filters manually. Refer to section How to obtain ECS transaction history totals.
Incoming Funds
• Account Deposits - paid via direct Credit Card payment or online Web Payments o Via EnvisionWare Enterprise Reporter
§ Use the “AAM Account eCommerce Transactions for All Users (DB-FIN6510.01)” report. § Apply a Date Filter for the Reconciliation Period. § Refer to the total of “Credit Card Deposit” in the “Deposits for All Users (FIN6510.01)”
sheet. o Via the eCommerce Transaction History Export (CSV) file
§ Use the Totalling Filter Data steps for applying filters for the Reconciliation Period date range, CREDIT_CARD as the Debit Type and enter deposited in the Search box of the Details column Filter drop-down.
• Account Deposits – any manual deposits at the Staff Desk o Via EnvisionWare Enterprise Reporter
§ Use the “AAM Deposit Funds Collected For Date Range (DB-FIN6110.01)” report. § Apply a Date Filter for the Reconciliation Period. § Refer to the total of “Staff” in the “Deposit Account Funds Collected via User Account
Manager by Transaction Mode (FIN6111.01)” sheet. o Via the AAM Web Module
§ Use Report 2013 “Deposit Funds collected for date range”. § Enter the date range and click on Calculate Total. § Use the “AAM Account Manager (staff and self-service)” value.
• Account Deposits – paid via Cash using a Coin and Bill Acceptor o Via EnvisionWare Enterprise Reporter
§ Use the “AAM Account eCommerce Transactions for All Users (DB-FIN6510.01)” report. § Apply a Date Filter for the Reconciliation Period. § Refer to the total of “Deposit From Vending” in the “Deposits for All Users (FIN6510.01)”
sheet. o Via the AAM Web Module
§ Use Report 2013 “Deposit Funds collected for date range”. § Enter the date range and click on Calculate Total. § Use the “AAM Account Manager (staff and self-service)” value.
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Outgoing Funds • Copying - paid via AAM Deposit Account
o Via EnvisionWare Enterprise Reporter § Use the “eCommerce Self-Service Transactions for All Users (DB-FIN6560.01)” report. § Apply a Date Filter for the Reconciliation Period. § Perform the following steps in the order defined in the "eCommerce Self-Service
Transactions (FIN6560.01)" sheet: • "Terminal ID" column - Exclude all LDS Computernames • "Credit Type" column - Exclude "Funds Request:LDS" and "Funds Request:LPT" • "Debit Type" column = Exclude all entries except AAM_DEPOSIT and Blank
§ Scroll to the bottom to access the Grand Totals. Use the total in the Debit Amount column - trailing 0's are truncated. Example: 558.2 = $558.20
o Via the eCommerce Transaction History Export (CSV) file § Use the Totalling Filter Data steps for applying filters for the Reconciliation Period date
range, enter AAM in the Search box of the Debit Type column Filter drop-down and enter CPM in the Search box of the Details column Filter drop-down.
• Printing - paid via AAM Deposit Account o Via EnvisionWare Enterprise Reporter
§ Use the “Printing by Payment Type (DB-LPT2500.01)” report. § Apply a Date Filter for the Reconciliation Period. § Refer to the value next to “Deposit Account” in the “Printed Job Price by Payment Type
(LPT2504.01)” sheet Pie Chart - trailing 0's are truncated. Example: 558.2 = $558.20 § (Do not use the use the Printing Detail by Payment Type (LPT2500.01) Deposit Account
value as this is rounded up/down to the closest dollar.) o Via the AAM Web Module
§ Use Report 2014 “Deposit Funds used for date range”. Enter the date range and click on Calculate Total. Use the “LPT:One Printing” value.
• Library charges - paid via AAM Deposit Account o Via EnvisionWare Enterprise Reporter
§ Use the “eCommerce Self-Service Transactions for All Users (DB-FIN6560.01)” report. § Apply a Date Filter for the Reconciliation Period. § Perform the following steps in the order defined in the "eCommerce Self-Service
deposited using Cash" • "Credit Type" column - Exclude "Funds Request:LDS" and "Funds Request:LPT" • "Debit Type" column = Exclude all entries except AAM_DEPOSIT and Blank
§ Scroll to the bottom to access the Grand Totals. Use the total in the Debit Amount column - trailing 0's are truncated. Example: 558.2 = $558.20
o Via the eCommerce Transaction History Export (CSV) file § Use the Totalling Filter Data steps for applying filters for the Reconciliation Period date
range, enter AAM in the Search box of the Debit Type column Filter drop-down and enter Fine in the Search box of the Details column Filter drop-down.
• LDS Scanning/Faxing – paid via AAM Deposit Account o Via EnvisionWare Enterprise Reporter
§ Use the “eCommerce Self-Service Transactions for All Users (DB-FIN6560.01)” report.
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§ Apply a Date Filter for the Reconciliation Period. § Perform the following steps in the order defined in the "eCommerce Self-Service
Transactions (FIN6560.01)" sheet: • "Detail" column - delete all "Error processing credit card" and "Successfully
deposited using Cash" • "Terminal ID" column - Exclude all Computernames except for LDS units • "Debit Type" column = Exclude all entries except AAM_DEPOSIT and Blank • "Credit Type" column - Exclude "Funds Request:LPT"
§ Scroll to the bottom to access the Grand Totals. Use the total in the Debit Amount column - trailing 0's are truncated. Example: 139.3 = $139.30
o Via the eCommerce Transaction History Export (CSV) file § Use the Totalling Filter Data steps for applying filters for the Reconciliation Period date
range, AAM_DEPOSIT as the Debit Type and enter LDS in the Search box of the Details column Filter drop-down to only select “[COMPUTERNAME] LDS - Scan To” entries.
Income Account • Copying - paid via direct credit card payment
o Via the eCommerce Transaction History Export (CSV) file § Use the Totalling Filter Data steps for applying filters for the Reconciliation Period date
range, CREDIT_CARD as the Debit Type and enter CPM in the Search box of the Details column Filter drop-down.
• Copying – paid via cash using a Coin and Bill Acceptor o Via EnvisionWare Enterprise Reporter
§ Use the “eCommerce Self-Service Transactions for All Users (DB-FIN6560.01)” report. § Apply a Date Filter for the Reconciliation Period. § Perform the following steps in the order defined in the "eCommerce Self-Service
Transactions (FIN6560.01)" sheet: • "Debit Type" column = Exclude all entries except CASH and Blank • "Credit Type" column - Exclude "Funds Request:LPT" and "Funds Request:LDS"
§ "Detail" column - Exclude all "Successfully deposited using Credit Card" § Scroll to the bottom to access the Grand Totals. Use the total in the Debit Amount
column - trailing 0's are truncated. Example: 139.3 = $139.30 o Via the eCommerce Transaction History Export (CSV) file
§ Use the Totalling Filter Data steps for applying filters for the Reconciliation Period date range, CASH as the Debit Type and enter CPM in the Search box of the Details column Filter drop-down.
• Printing - paid via direct Credit Card payment o Via EnvisionWare Enterprise Reporter
§ Use the “Printing by Payment Type (DB-LPT2500.01)” report. § Apply a Date Filter for the Reconciliation Period. § Refer to the value next to “Credit Card” in the “Printed Job Price by Payment Type
(LPT2504.01)” sheet Pie Chart - trailing 0's are truncated. Example: 154.4 = $154.40 o Via the eCommerce Transaction History Export (CSV) file
§ Use the Totalling Filter Data steps for applying filters for the Reconciliation Period date range, CREDIT_CARD as the Debit Type and enter LPT in the Search box of the Details column Filter drop-down.
• Printing – paid via Cash using a Coin and Bill Acceptor
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o Via EnvisionWare Enterprise Reporter § Use the “Printing by Payment Type (DB-LPT2500.01)” report. § Apply a Date Filter for the Reconciliation Period. § Refer to the value next to “Vending Device” in the “Printed Job Price by Payment Type
(LPT2504.01)” sheet Pie Chart - trailing 0's are truncated. Example: 154.4 = $154.40 o Via Coin and Bill Accepter meter reports
§ Manual Calculation § Total = (total of the HostCash meters from all CBAs) - (total of Account Deposits paid via
Cash using a CBA) - (total of Fines/Fees paid via Cash using a CBA) - (total of Copying paid via Cash using a CBA)
• Library charges - paid via Credit Card payment (terminal and online) o Via the eCommerce Transaction History Export (CSV) file
§ Use the Totalling Filter Data steps for applying filters for the Reconciliation Period date range, “CREDIT_CARD” and “Credit Card” as the Debit Type and enter Fine in the Search box of the Details column Filter drop-down.
• Library charges – paid via cash using a Coin and Bill Acceptor o Via the eCommerce Transaction History Export (CSV) file
§ Use the Totalling Filter Data steps for applying filters for the Reconciliation Period date range, only “CASH” and “Cash – CoinOp” as the Debit Type and enter Fine in the Search box of the Details column Filter drop-down.
• LDS Scanning/Faxing – paid via credit card o Via the eCommerce Transaction History Export (CSV) file
§ Use the Totalling Filter Data steps for applying filters for the Reconciliation Period date range, only CREDIT_CARD as the Debit Type and enter LDS in the Search box of the Details column Filter drop-down.
• LDS Scanning/Faxing – paid via cash using a Coin and Bill Acceptor o Refer to the online Scannx Portal to generate a report to show revenue based on payment type
and function
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How to obtain ECS transaction history totals
Using Microsoft Excel to open the eCommerce Transaction History Export (CSV) file to obtain transaction totals using filters.
This process uses the eCommerce CSV transaction report. Typically libraries may not have Microsoft Excel installed on your eCommerce Server. Transfer the CSV file to a PC that has Microsoft Excel installed.
Open this CSV file using Microsoft Excel. The data is shown with Date/Time, Terminal Id, User Id, Transaction Id, Debit Type, Debit Amount, TroutD, Trans Reference No., Credit Type, Credit Amount and Detail columns.
By default, when Microsoft Excel opens CSV files all column widths are set the same at a default size. On some columns when the data is wider than the column width the data will be shown as all #’s. To automatically re-adjust the column width to match the data contained within them, click on the Arrow in the top left of the table to select the whole table (or press CTRL+A). On the Home toolbar in the Cells section click on Format followed by Autofit Column Width.
Microsoft Excel defaults the Trans Reference No. column to the wrong display format causing some numbers to not display the same as the data in the CSV file. Right Click on the Trans Reference No. (H) column heading and select Format Cells. Select Category of Number, set the Decimal places to 0 and click on OK. The correct/full transactions numbers will now display.
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Applying Filters
The data shown is for all transactions that have existed in the Database Engine database since eCommerce was installed. To view only the desired data, you need to apply filters.
Filtering in Microsoft Excel
1. From the Data toolbar click on Filter button. The first line of data will now show a drop-down button in each column.
2. Click on the drop-down button on the Date/Time column. 3. You may select from a list of pre-defined filters (under Date Filters) or you can use the Year, Month
and Days options. Make your selections to get to your desired reporting date range and click OK.
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You may apply additional filters (on other column) to narrow down to the data you need.
1. Apply a filter on the Terminal Id column to select a specific Kiosk, Copy Payment Manager Workstation or Computername of the PC to which a CBA is attached.
2. For some types of transactions there will be multiple lines for the one transaction. The Transaction Id code/number will be the same for each part of the one transaction. The first part/line of a transaction contains the payment type and amount. The additional parts/lines contain additional information about the transaction but are not needed for the reconciliation process. Applying a filter on the Debit Type column unselecting “Blank” will hide those additional cells and provide just a list of the payment types and transaction payment amounts.
3. Using the same filter, you can select specific payment types (one at a time) to get data just for that type of payment.
4. A filter on the Details column will allow you to filter based on the function the payment was for. As an example, click on the filter drop-down button at the top of the Details column and in the Text Filters search box enter CPM (for Copy Payment Manager transactions), FINE (for Fine/Fee payments) etc.
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Totalling filtered data
Once you have applied filters to display the required data for a payment type you will need to get a total of the amounts for the transactions.
Use the SUBTOTAL formula to get a total of the values. The 109 function limits the formula to just total visible cells.
1. Click in the field directly after the last shown value and type in =SUBTOTAL(109, and then use your mouse to left click and drag from the first displayed value to the last displayed value. i.e. using your mouse select all the visible values you want to total. End the formula with a ) (right parentheses). An example is shown below. In the example shown you will see the selection of visible cells is F170 to F224. Hence the formula is =SUBTOTAL(109,F170:F224).
2. When you press the ENTER key the calculation is performed and the result is displayed in the field. This will be the total of the visible fields above it – so using the example below it would display a total of 7.2 (which is $7.20).
Using the information above you can determine the total for a specific Kiosk/Workstation/CBA (connected to a PC) and Web payments from different payment sources – Cash, Account and Credit Card.
