Payment Reconciler (Auction Tracker)

While this can be considered a post event activity, it is an auction night feature as well. As soon as the event is complete, staff/committee members need to reconcile the cash, physical checks, and credit/debit card transactions against the payment postings within Auction-Tracker. Auction-Tracker’s Payment Reconciler option allows for the verification of payment data for proper reporting and mark payments as “deposited” to show that the transaction has been properly managed.

To access the Payment Reconciler follow these steps:

From the Application Toolbar, click the Banking drop-down menu.
Next, click Payment Reconciler.
With the payment reconciler window open (Figure 8.31), verify physical payments received (cash, checks, and credit/debit cards) against the information entered into Auction-Tracker. The grid is sorted by clicking on any of the column headers. Click the Sort/Select button located on the window's button bar at the top of the window to further define sort/select criteria.
Once transactions are presented, verify that the payment method information is correct. If not, use the drop-down menu to select the correct payment method. With the payment method verified, mark the record as “deposited” (Y/N). As the process is performed, the display can be filtered to undeposited making the process easier to complete. Some bidders will have more than one payment transaction. If this is the case, the checkout area should be physically in possession of the multiple credit card receipts, checks or cash for each of these transactions. If a new payment needs to be applied or there is one that needs to be removed, refer to 8.8: Guest Checkout for instructions.

As all transactions and payments are made by bid number, many users find it helpful to filter the list by Bid Number. This groups multiple payments making the process of reconciliation easier to complete.
When finished, click Continue at the bottom of the window to save any edits and close the window.