🎓 CoursesBack office & financeAdvanced⏱ 60 min

Reconciliation and bank file formats. 7 chapters and a final quiz.

Trace every euro from the order to the general ledger: the three levels of reconciliation, PSP settlement reports, MT940/942, camt.052/053/054, CFONB120, pain.001/pain.008, EBICS/SwiftNet/API channels, the matching engine, exceptions, and KPIs. With annotated excerpts from real files.

Chapter 1. The three levels of reconciliation.

Making a sale is not the same as getting paid. Between the order confirmed on the website and the euro credited to the bank account come capture, clearing, fees, refunds, chargebacks, reserves, and aggregation into payouts. Reconciliation means proving, line by line, that nothing was lost along that chain, in amount or in timing. The requirement is accounting (a true and fair view for the statutory auditors), tax, and operational. When the merchant’s cash flow depends on it, a missing payout has to be caught within days, not months.

Salesorders / tillsPSPsettlement reportBanknet payoutStatementsbank statementsEnginereconciliationMT940camt.053CFONB120Matchingn transactions ↔ 1 payoutExceptionsfees · chargebacks · timingERP / Accountingautomatic cash applicationmatchingbreaksadjustment

Three questions, three reconciliations

  • Transaction reconciliation. Does every order have its payment? Matches the e-commerce back office (orders) against PSP transactions (authorized, captured). Catches missing captures, duplicates, and amount mismatches.
  • Settlement reconciliation. Is the net payout correct? Matches captured transactions against the PSP settlement report (gross − fees − refunds − chargebacks − reserves), then that report against the transfer actually received at the bank.
  • Accounting (bank) reconciliation. Does the general ledger reflect the bank? Matching of statement entries (camt.053, MT940, CFONB120) against the books, and clearing of suspense and transit accounts (471, 511, and 580 in the French chart of accounts).
The path of a €49.90 payment
Customer
Pays €49.90 on the website
Authorization, then capture; order reference ORD-88412
PSP
Records the transaction
Unique PSP reference, Settled status at D+1
Scheme / acquirer
Clears the transaction and settles funds to the PSP
Interchange and scheme fees deducted along the way
PSP
Sends an aggregated net payout
Batch 191: hundreds of transactions, D+1 to D+3
Bank
Credits the account and issues the statement
camt.053, MT940, or CFONB120 the next morning
Accounting
Matches the entry against supporting records
Payout ↔ PSP report ↔ transactions ↔ orders
LevelSources comparedFrequencyTypical discrepancies
1. TransactionOrder back office ↔ PSP transactionsDaily (or even continuous)Missed capture, duplicate, changed amount
2. SettlementTransactions ↔ settlement report ↔ bank transferAt each payoutUnexpected fees, chargeback debited, reserve, FX difference
3. AccountingBank statement ↔ general ledgerDaily + period-end closeUnmatched entry, aging suspense account
The three levels at a glance
⚠️
The three levels run on different timelines, and each refers to a date of its own. A sale made on June 30 may settle on July 2 and be booked in July. Without rigorous cut-off handling (transaction date vs. settlement date vs. value date), reconciliation produces false discrepancies at month-end. In practice, this timing gap is the leading cause of exceptions, ahead even of file errors.