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Automatic Reconciliation
User Guide: How esenda Matches Payments
esenda integrates with a range of school finance systems to automatically reconcile incoming payments against outstanding invoices.
When a payment is made, esenda compares the information entered by the payer with the invoice and account information held within your finance system. If there is sufficient confidence that the records relate to the same invoice, the payment is automatically reconciled.
If there is not enough matching information, the payment will appear in "Unmatched Transactions" for manual review.
To identify the correct invoice, esenda compares a combination of information provided during the payment with the information stored in your finance system.
This may include:
- Pupil name
- Pupil or student reference code
- Invoice number
- Payment amount
- Email address
- Payer name
The more accurately this information matches, the more likely the payment will be reconciled automatically.
Automatic Reconciliation
Most payments are matched and reconciled automatically without any intervention. The user can then view the matches and decide if or where they should post to.
If a payment cannot be matched with sufficient confidence, it will appear as an Unmatched Payment, allowing your finance team to review and reconcile it manually if required.
Improving Match Rates
To maximise successful automatic reconciliation:
- Ensure your finance system integration is fully configured before issuing invoices.
- Encourage parents or payers to enter the details exactly as they appear on their invoice.
- Ask payers to enter the correct pupil or student reference.
- Ensure invoice numbers are entered accurately.
- Avoid making changes to invoices after they have been issued where possible.
Why a Payment May Not Match
A payment may require manual reconciliation if:
- The payer enters incorrect or incomplete information.
- The invoice details have changed since they were issued.
- The invoice cannot be found within the connected finance system.
- The payment information does not provide enough confidence for an automatic match.
When matching to passBILLING GDPR permissions must be enabled before invoices are issued.
If GDPR permissions are applied afterwards, only invoices created after the next PASS synchronisation will be available for automatic reconciliation.
Need Help?
If you are experiencing a high number of unmatched payments, first check that your finance system integration has been configured correctly and is synchronising successfully.
If the issue persists, please contact [email protected] for assistance.