TABLE OF CONTENTS


What Is the Purpose of the Payments Reconciliation Report?

The Payments Reconciliation report is needed to verify students’ payments. It provides the results of the comparison between QuickBooks and GEGI. This helps to speed up the work and the monthly error fixing.


How to Use the Report?

To compare data between QuickBooks and GEGI you need to do the following:


Open Financial → Payments Reports → Payments Reconciliation.

At the first step, Payments Reconciliation: Step 1 of 4 - Search Received Payments, fill in the provided fields:

  • Payment Type - select the payment type. Available options: Award, Cash Payment, Sales Receipt/Refund, Award Refund.
  • Payment Title - select the payment title (Cal Grant, CASH, Chafee Grant, Fingerprinting, FSEOG, HESI, Pell, etc.)
  • Payment Date - select the date of the payments that need to be compared.
  • Award Year -select the year for the comparison.

    Comparing payments requires to filter the information by either Award Year, or by Payment Date:



    You can select multiple values for Payment Type and Payment Title. Click the "add" icon near the corresponding row. Then click the Next button below.


At the second step, Payments Reconciliation: Step 2 of 4 - Upload File, you need to upload an XLSX (XLS) file with a certain set of columns (explained in the hint) and with the data entered:


At the third step, Payments Reconciliation: Step 3 of 4 - Mismatched Students, you need to match the students that have not been automatically matched.
The selected students’ state is saved between the steps. So you can proceed to step 4, then back to step 3 and change the selection. If there are no unmatched students, this step is skipped directly to step 4.


On the fourth step, Payments Reconciliation: Step 4 of 4 - Compare Payments, all the payments from the file are distributed into 3 tabs:

  • Matched - shows the payments found in GEGI:



  • Not Found in GEGI - shows the payments that were not found in GEGI:



  • Not Found in File - the payments that are found in GEGI by the selected filters but are missing in the file:


Each tab has the Search & Compare panel that allows changing the payment search parameters. After you changed the parameters, click Refresh. The information will be updated across all tabs. The payments remain matched even if they are shown again after refreshing.


How to Save Information?

The report can be downloaded as CSV by clicking the Download button under the panel. You will see a separate page with the download options. Select the data you need and click Download. The downloaded file will have the payment information and the column that informs about whether the payment is found in GEGI or not:


There is also the ability to sort the data before exporting the file.
This can be done in the Order by panel under the Payments panel. Select one of the sorting options in the Order by field:

  • Keep Order of the Source File
  • Amount
  • Date
  • Reason
  • Student Name