Overview
VPOS Reconcile matches payments across the provider, website, CRM, ERP and internal reporting before month-end close.
Which mismatches usually appear
A common issue: the provider marks a payment successful, the website still shows pending, CRM never received the webhook and accounting only sees the amount in the statement. Without daily reconciliation, these cases become manual investigations.
VPOS Reconcile groups mismatches by type: missing order, missing CRM payment, amount mismatch, different currency, provider refund not reflected internally or manual correction needed.
How the workflow looks
The system collects provider and internal data, matches records by reference, order id, amount, currency and time, then separates clean matches from disputed rows.
The operator works with a short exception list instead of a full payment table. Every correction is recorded so that repeated reconciliation does not reopen the same issue as a new one.
Where implementation starts
The first stage should focus on one provider, one currency and a daily report. This quickly validates identifier quality, rounding rules, time zones and refund behavior.
After the pilot, reconciliation can expand to multiple payment channels, partial refunds, manual adjustments, ERP export and user roles.
FAQ
How often should payment reconciliation run?
For operational control, reconciliation should run daily. This helps catch pending, failed, refund and mismatch cases before period close.
Which fields are needed for reliable reconciliation?
Provider reference, internal payment id, order id, amount, currency, timestamps, payment status, refund status and source system are the minimum useful fields.