Reconciling Billing Statement using Dashboard Reports
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
Product | Unit Price | Qty. | Volume | Billed Amount |
---|---|---|---|---|
Virtual Account | Fixed 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
- Download billing statement
- Go onto Customer Dashboard > Cash tab
- Filter from first day of month to last day of month (e.g. 01 August - 31 August)
- Download Cash tab report CSV
- Refer to the following table to match up the values
Billing Heading | Match on CSV | Notes |
---|---|---|
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 | |
Volume | 1. Filter status column with value “COMPLETED” 2. Filter the payment_method column with value “VIRTUAL_ACCOUNT_AGGREGATOR” 3. Sum the amount column | |
Billed Amount | Calculated field: Unit Price * Qty. | |
Virtual Account Fees Paid | 1. 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
Product | Unit Price | Qty. | Volume | Billed Amount |
---|---|---|---|---|
BCA Virtual Account | Fixed fee | {Sum Transaction Count} | {Sum Amount} | Calculated |
BRI Virtual Account | Fixed 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
- Download billing statement
- Go onto Accept Payment > Invoices tab
- Filter from first day of month to last day of month (e.g. 01 August - 31 August)
- Download Invoices tab report CSV
- Reconcile against external_id in the `reference` column
Retail Outlets
Billing statement line items
Product | Unit Price | Qty. | Volume | Billed Amount |
---|---|---|---|---|
Retail Outlet - Alfamart | Fixed fee | {Sum Transaction Count} | {Sum Amount} | Calculated |
Retail Outlet - Indomaret | Fixed 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
- Download billing statement
- Go onto Customer Dashboard > Cash tab
- Filter from first day of month to last day of month (e.g. 01 August - 31 August)
- Download Cash tab report CSV
- Refer to the following table to match up the values
Billing Heading | Match on CSV | Notes |
---|---|---|
Qty. | 1. Filter status column with value “COMPLETED” 2. Filter payment_method column value “RETAIL_OUTLET” 3. Count number of transaction line items | |
Volume | 1. Filter the ‘status’ column with value "COMPLETED" 2. Filter payment_method column value “RETAIL_OUTLET” 3. Sum the ‘amount’ column | |
Billed Amount | Calculated field: Unit Price * Qty. | |
Retail Outlet Fees Paid | 1. 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
Product | Unit Price | Qty. | Volume | Billed 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
Download billing statement
Go onto Customer Dashboard > Cash tab
- Filter from first day of month to last day of month (e.g. 01 August - 31 August)
Download Cash tab report CSV
Filter the Cash tab report CSV on
payment_channel
column with specific Ewallet product, e.g. OVO, Dana, LinkajaRefer to the following table to match up the values
Billing Heading | Match on CSV | Notes |
---|---|---|
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 | |
Volume | 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” b. “DIRECT_EWALLET_SETTLEMENT” 4. Sum the `amount` column | |
Billed Amount | Calculated field: Unit Price * Volume | |
Ewallet Fees Paid | 1. 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
Product | Unit Price | Qty. | Volume | Billed Amount |
---|---|---|---|---|
Cards - Fixed Fees | Fixed 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
- Download billing statement
- Go onto Customer Dashboard > Accept Payments > Credit / Debit Cards > Charges tab
- Filter to include all status (“Charged”, “Refunded”, and “Failed”)
- Filter from first day of month to last day of month (e.g. 01 August - 31 August)
- Download Credit Cards Charge tab report CSV
- Refer to the following table to match up the values
Billing Heading | Match on CSV | Notes |
---|---|---|
Qty. | 1. Filter status column with value “SETTLED” 2. Count number of transaction line items | |
Volume | 1. Filter the status column with value “SETTLED” 2. Sum the amount column | |
Billed Amount | Calculated field: - Unit Price * Qty. - Unit Price * Volume | |
Credit Card Fees Paid | 1. 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
Product | Unit Price | Qty. | Volume | Billed Amount |
---|---|---|---|---|
Disbursements | Fixed 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
- Download billing statement
- Go onto Customer Dashboard > Cash tab
- Filter from first day of month to last day of month (e.g. 01 August - 31 August)
- Download Cash tab report CSV
- Refer to the following table to match up the values
Billing Heading | Match on CSV | Notes |
---|---|---|
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 | |
Volume | 1. 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 Amount | Calculated field: Unit Price * Qty. | |
Disbursement Fees Paid | 1. Filter status column with value “COMPLETED” 2. Filter type column with value “DIRECT_DISBURSEMENT_FEE” 3. Sum the amount column |
Batch Disbursement
- Download billing statement
- Go onto Customer Dashboard > Send Payments > Batch Disbursements > Approved tab
- Filter from first day of month to last day of month (e.g. 01 August - 31 August)
- Download Disbursement tab report CSV
- Refer to the following table to match up the values
Billing Heading | Match on CSV | Notes |
---|---|---|
Qty. | 1. Filter status column with value “COMPLETED” 2. Count number of transaction line items | |
Volume | 1. Filter status column with value “COMPLETED” 2. Sum the amount column | |
Billed Amount | Calculated field: Unit Price * Qty. | |
Disbursement Fees Paid | Using 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 |