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Reconciling the billing statement using dashboard reports

Last updated 01/26/2021

Reconciling the billing statement

In the upcoming sections that are dedicated per payment type we will provide summary tables that give an overview of how to reconcile against the billing statement. In order to follow along with the summary reconciliation table, please refer to the following key

  • Standard text/font refers to agreed values on the database agreement
  • {Text in curly brackets} refers to a pre-calculated amount from Xendit transaction report
  • Italics text/font refers to a calculated amount using values on the billing statement
  • indicates that this cell will not be filled in the billing statement

Virtual Accounts Aggregator

Billing statement line items

ProductUnit PriceQty.VolumeBilled Amount
Virtual AccountFixed fee{Sum Transaction Count}{Sum Amount}Calculated

Billing logic

For customers using VA Aggregator, the billing statement uses transaction data from our database to gather the count and volume information. Only completed VA Aggregator transactions from the same time period as the billing statement (i.e. first day of the month until the last day of the month) are included in the billing statement.

How to reconcile

  1. Download billing statement
  2. Go onto Customer Dashboard > Cash tab
  3. Filter from first day of month to last day of month (e.g. 01 August - 31 August)
  4. Download Cash tab report CSV
  5. Refer to the following table to match up the values
Billing HeadingMatch on CSVNotes
Qty.1. Filter the status column with value "COMPLETED" 2. Filter the payment_method column with value "VIRTUAL_ACCOUNT_AGGREGATOR" 3. Count number of transaction line items
Volume1. Filter status column with value “COMPLETED” 2. Filter the payment_method column with value “VIRTUAL_ACCOUNT_AGGREGATOR” 3. Sum the amount column
Billed AmountCalculated field: Unit Price * Qty.
Virtual Account Fees Paid1. Filter status column with value “COMPLETED” 2. Filter the type column with values a. “VIRTUAL_ACCOUNT_FEE" b. “INVOICE_VA_FEE” c. “INVOICE_NON_FIXED_VA_FEE” 3. Sum the amount column

Virtual Accounts Switcher

Billing statement line items

ProductUnit PriceQty.VolumeBilled Amount
BCA Virtual AccountFixed fee{Sum Transaction Count}{Sum Amount}Calculated
BRI Virtual AccountFixed fee{Sum Transaction Count}{Sum Amount}Calculated

Billing logic

For customers using VA Switcher, the billing statement uses transaction data from our database to gather the count and volume information. Only completed VA Switcher transactions from the same time period as the billing statement (i.e. first day of the month until the last day of the month) are included in the billing statement.

NB: Since VA Switcher transactions will not settle on the Xendit dashboard, there are no records of the transaction on the Cash tab. The only tab that has information for VA Switcher transactions is the Accept Payments > Invoices tab. From the Invoices tab, you will need to know the external_id set by your transaction settings for the VA Switcher transactions in order to separate out the specific invoice transactions from other product types

How to reconcile

  1. Download billing statement
  2. Go onto Accept Payment > Invoices tab
  3. Filter from first day of month to last day of month (e.g. 01 August - 31 August)
  4. Download Invoices tab report CSV
  5. Reconcile against external_id in the `reference` column

Retail Outlets

Billing statement line items

ProductUnit PriceQty.VolumeBilled Amount
Retail Outlet - AlfamartFixed fee{Sum Transaction Count}{Sum Amount}Calculated
Retail Outlet - IndomaretFixed fee{Sum Transaction Count}{Sum Amount}Calculated

Billing logic

For customers using Retail Outlets, the billing statement uses transaction data from our database to gather the quantity and volume values. Only completed Retail Outlet transactions from the same time period as the billing statement (i.e. first day of the month until the last day of the month) are included in the billing statement.

How to reconcile

  1. Download billing statement
  2. Go onto Customer Dashboard > Cash tab
  3. Filter from first day of month to last day of month (e.g. 01 August - 31 August)
  4. Download Cash tab report CSV
  5. Refer to the following table to match up the values
Billing HeadingMatch on CSVNotes
Qty.1. Filter status column with value “COMPLETED” 2. Filter payment_method column value “RETAIL_OUTLET” 3. Count number of transaction line items
Volume1. Filter the ‘status’ column with value "COMPLETED" 2. Filter payment_method column value “RETAIL_OUTLET” 3. Sum the ‘amount’ column
Billed AmountCalculated field: Unit Price * Qty.
Retail Outlet Fees Paid1. Filter status column with value “COMPLETED” 2. Filter type column with values a. “FIXED_PAYMENT_CODE_FEE b. “INVOICE_RETAIL_OUTLET_XENDIT_FEE” 3. Sum the ‘amount’ column

Ewallets

Billing statement line items

ProductUnit PriceQty.VolumeBilled Amount
Ewallet - OVO% fee{Sum Transaction Count}{Sum Amount}Calculated
Ewallet - DANA% fee{Sum Transaction Count}{Sum Amount}Calculated
Ewallet - LinkAja% fee{Sum Transaction Count}{Sum Amount}Calculated

Billing logic

For customers using Ewallets, the billing statement uses transaction data from the our database to gather the quantity and volume values. Only completed Ewallet transactions from the same time period as the billing statement (i.e. first day of the month until the last day of the month) are included in the billing statement.

How to reconcile

  1. Download billing statement

  2. Go onto Customer Dashboard > Cash tab

    1. Filter from first day of month to last day of month (e.g. 01 August - 31 August)
  3. Download Cash tab report CSV

  4. Filter the Cash tab report CSV on payment_channel column with specific Ewallet product, e.g. OVO, Dana, Linkaja

  5. Refer to the following table to match up the values

Billing HeadingMatch on CSVNotes
Qty.1. Filter status column with value “COMPLETED” 2. Filter payment_channel column with specific Ewallet channel 3. Filter type column with both values: a. “INCOMING_PAYMENT” c. “DIRECT_EWALLET_SETTLEMENT” 4. Count number of transaction line items
Volume1. Filter status column with value “COMPLETED” 2. Filter payment_channel column with specific Ewallet channel 3. Filter type column with both values: a. “INCOMING_PAYMENT” b. “DIRECT_EWALLET_SETTLEMENT” 4. Sum the `amount` column
Billed AmountCalculated field: Unit Price * Volume
Ewallet Fees Paid1. Filter the status column with value “COMPLETED” 2. Filter payment_channel column with specific Ewallet channel 3. Filter type column with both values: a. “INVOICE_EWALLET_XENDIT_FEE” c. “DIRECT_EWALLET_XENDIT_FEE” 4. Sum the amount column

Credit Cards

Billing statement line items

ProductUnit PriceQty.VolumeBilled Amount
Cards - Fixed FeesFixed fee{Sum Transaction Count}Calculated
Cards - MDR% fee{Sum Amount}Calculated

Billing logic

For customers using Cards on aggregator or switcher, the billing statement uses calculations based on the different stages of fully completed Credit Cards transaction. There are two filters being used for including Cards transactions as billable in the current system

To begin reconciling for Credit Card transactions, navigate to Dashboard > Accept Payments > Credit /Debit Cards > Charges

How to reconcile

  1. Download billing statement
  2. Go onto Customer Dashboard > Accept Payments > Credit / Debit Cards > Charges tab
  3. Filter to include all status (“Charged”, “Refunded”, and “Failed”)
  4. Filter from first day of month to last day of month (e.g. 01 August - 31 August)
  5. Download Credit Cards Charge tab report CSV
  6. Refer to the following table to match up the values
Billing HeadingMatch on CSVNotes
Qty.1. Filter status column with value “SETTLED” 2. Count number of transaction line items
Volume1. Filter the status column with value “SETTLED” 2. Sum the amount column
Billed AmountCalculated field: - Unit Price * Qty. - Unit Price * Volume
Credit Card Fees Paid1. Filter the status column with value “SETTLED” 2. Sum the following columns, a. fixed_fee b. variable_fee c. vat_amount

Disbursements

Billing statement line items

ProductUnit PriceQty.VolumeBilled Amount
DisbursementsFixed fee{Sum Transaction Count}{Sum Amount}Calculated

Billing logic

For customers using direct disbursement and/or batch disbursement, the billing statement uses transaction data from our database to gather the quantity and volume values.

How to reconcile direct disbursement

  1. Download billing statement
  2. Go onto Customer Dashboard > Cash tab
  3. Filter from first day of month to last day of month (e.g. 01 August - 31 August)
  4. Download Cash tab report CSV
  5. Refer to the following table to match up the values
Billing HeadingMatch on CSVNotes
Qty.1. Filter status column with value “COMPLETED” 2. Filter payment_method value with DISBURSEMENTS 3. Filter type column with value “DIRECT_DISBURSEMENT_CREATED” 4. Count number of transaction line items
Volume1. Filter status column with value “COMPLETED” 2. Filter payment_method value with DISBURSEMENTS 3. Filter type column with value “DIRECT_DISBURSEMENT_CREATED” 4. Sum the amount column
Billed AmountCalculated field: Unit Price * Qty.
Disbursement Fees Paid1. Filter status column with value “COMPLETED” 2. Filter type column with value “DIRECT_DISBURSEMENT_FEE” 3. Sum the amount column

How to reconcile batch disbursement

  1. Download billing statement
  2. Go onto Customer Dashboard > Send Payments > Batch Disbursements > Approved tab
  3. Filter from first day of month to last day of month (e.g. 01 August - 31 August)
  4. Download Disbursement tab report CSV
  5. Refer to the following table to match up the values
Billing HeadingMatch on CSVNotes
Qty.1. Filter status column with value “COMPLETED” 2. Count number of transaction line items
Volume1. Filter status column with value “COMPLETED” 2. Sum the amount column
Billed AmountCalculated field: Unit Price * Qty.
Disbursement Fees PaidUsing Cash tab CSV file, 1. Filter status column with value “COMPLETED” 2. Filter type column with value “BATCH_DISBURSEMENT_FEE” 3. Sum the amount column