The Reconciliation report shows how your daily sales add up to the funds deposited into your account after deducting fees, refunds, and other adjustments. This report is designed to help you match sales to payouts for accurate bookkeeping and tax prep.

Payments processed through Lightspeed Payments are automatically reviewed against that day’s POS report, breaking down how your received payments, fees, refunds, and other adjustments compare against your recorded sales.

Potential discrepancies are flagged for review, allowing you to accurately match sales to payouts for accurate bookkeeping.

Accessing the Reconciliation report

Your Reconciliation report can be found in the Financial Services tab of Lightspeed Restaurant Back Office.

1. Log in to the Back Office with your Lightspeed Restaurant credentials.
2. From the navigation menu, select Financial Services.
3. Click the Reconciliation tab.

Navigating the Reconciliation report

The overview page of the Reconciliation report is divided into the reconciliation summary and the daily overview.

Reconciliation summary

The summary shows the total values of payments that have been automatically reconciled for the during the selected time period. By default, the time period is set to the current month. Use the location selector to view all locations or to view a specific location.

You can see the current status of a given sales day in the reconciliation summary. Each day will show one of the following statuses:

• Matched: Total value of the payments we’ve been able to confirm have been paid out for the selected dates.
• Issues: The count of potential discrepancies automatically detected.
• Pending payout: Payments that haven’t been confirmed as paid out.

Day by day breakdown

The day by day breakdown displays the sales and payments, total fees and adjustments, the total deposit, and any noted discrepancies for each day.

• Date: The date payments were collected.
• Status: The status of the card sales and deposit for that day.

• Card sales: The net amount of integrated Lightspeed Payments recorded by your POS for the day.

  Custom payment methods (such as Standalone) from your POS can be added via the Settings option of the reconciliation report.

• Payments processed: The net amount of Lightspeed Payments processed, including refunds, for that day.
• Adjustments and fees: Any amounts deducted or added to the payments processed that day. These include processing fees, chargebacks and chargeback fees, Capital deductions, etc.
• Paid out: The net amount deposited in your back account.
• Discrepancies: The total difference between the Card Sales column and the Paid Out column.

Filtering and exporting the Reconciliation report

You can filter and export the Reconciliation report by date and location. To filter your results:

1. Select the date or date range by clicking the date picker.
2. (Optional) Filter by business location by clicking All locations to open the location picker.
3. To export the report, click Export > Export.

Viewing reconciliation details

Click on an individual day to view a detailed report on that specific sales day. The detailed breakdown compares your POS reports to your Lightspeed Payments reports and lists any potential discrepancies. Click the Transactions tab to see a list of all transactions recorded for that day.

Discrepancies

You can see the details of a discrepancy by clicking on it in the Issues section of a single day.

View the transaction details to find more information about the flagged sale, associated payments, and the attached payout. Once you have found the cause of the discrepancy, add any relevant notes about the issue for your records, and click Mark as reviewed to resolve the issue.

Discovering the cause of discrepancies

Discrepancies often occur because a sale was not recorded, a sale was partially paid, or there was an issue with the final payout.

Total Card Sales do not match Payments Processed

The most common type of discrepancy occurs when Card Sales do not match the total Payments processed, meaning Lightspeed Payments recorded in the POS do not match the payments actually settled by Lightspeed Payments.

Often, this is because a payment has been processed or refunded through Lightspeed Payments, but the transaction was manually recorded in the POS as a different payment type or there is no other record of the transaction.

To resolve this, add any additional or manual payment methods in your settings.

1. From the Reconciliation report, click Settings.
2. Select all custom payment methods that are processed through Lightspeed Payments, such as Standalone or Room Charge.
   

Transaction is flagged as a payment discrepancy

Specific transactions may be flagged as a discrepancy. In these cases, the total due for the order is different from the final payment processed. Try searching for sales or orders that were partially paid for or refunded and not recorded in the POS, or sales where the payment amount in the POS does not match the amount processed with Lightspeed Payments.

Payout discrepancies

A payout discrepancy often occurs when the system is unable to confirm the payments have been successfully paid out to your bank account. Common causes of a payout discrepancy include payouts that were delayed due to an issue with a banking partner or a bank holiday.