The following information describes how to search and match invoices which have been transferred into Xero from Arlo when reconciling payments.
- Open the Orders menu item.
- Find and select the order you wish to view in Xero.
- Click View in Xero. You will be taken to the invoice for the order in Xero.
The following process describes how to reconcile a credit card settlement transaction against the associated invoices/orders where the payment gateway being used is not Stripe. If you are using Stripe, follow this process instead.
Check with your payment gateway provider for more information on settlement payments times/dates.
- Open and login to Xero.
- Press Reconcile items from the Dashboard.
- Identify the settlement transaction associated with the credit card payment/s.
- Click Find & Match on the far right-hand side of the screen on the same line as the transaction.
- In the Match options search, enter 'Online' and press Go.
Arlo copies Online into the reference field when invoices are imported into Xero which have been paid by Credit Card. A match is found when the text Online is included in the invoice reference field.
- Click on the Reference field to sort orders by the Arlo order number as per the screenshot below. This will list Arlo orders in the order that they were received, to make reconciliation easier.
- Find and select the matching transactions/invoices that add to the total of the settlement payment. Use Select all on this page to quickly select all unreconciled transactions.
Transactions voided in Xero will not show up.
- The Money Received should match the subtotal of the orders you have chosen for reconciliation. Xero will highlight this with green matching values at the bottom of the page.
- Press Reconcile.
Depending on your order settings, there are two ways to reconcile Stripe transactions with Xero.
Arlo can send Stripe transactions fee's to a separate GL expense account, so reconciling your orders is simple. Stripe fee amounts for Arlo transactions will always be sent to the designated expense account.
- Open Xero.
- From the Xero Dashboard, you should see items requiring reconciliation. Press Reconcile.
- Press Match to see the exported orders from Arlo.
- Select Show Spent Items. This will ensure that fee transactions are included in the reconciliation list.
- Search for the invoices and associated fee transaction to reconcile with the settlement payment.
- If you need to reconcile multiple transactions, search by reference Stripe. This will provide you with a list of all unreconciled Stripe transactions and fee amounts.
- If you only need to reconcile one transaction, search for the Arlo order number, and Xero will display the invoice and fee transaction related to it so you can match them up easily.
- Select the transactions and transaction fees you want to reconcile.
- If the balances do not match, remove any transactions that are not ready to be reconciled (the transactions to be removed are likely to be the latest orders (higher order numbers) that Stripe has not sent a batch payment for yet).
If you are unsure about any of the orders you are reconciling, you can check the Stripe dashboard to make sure that order has been paid out into your settlement account.
- The amount to be settled should match the outstanding transactions. Xero will indicate matching amounts with green text at the bottom of the screen.
- Press Reconcile.
- Log into your Stripe Account.
- From the Stripe Dashboard, click on Payments.
- From the Payments screen, filter the payments by date, and enter the date range you need. You should now have your payments listed with the Arlo order numbers visible in the description field.
Batch payments from Stripe are typically made on a daily basis (at the end of business day) into your bank account.
- Open Xero.
- From the Xero Dashboard, you should see items requiring reconciliation. Press Reconcile.
- Press Match to see the exported orders from Arlo.
- In Stripe, look for the payments with matching names and order number in Xero.
View in Stripe:
View in Xero:
- The amounts will be different (due to the Stripe fee deduction) so you will have to add an adjustment in Xero.
- Click Adjustments and add either a bank fee or minor adjustment to balance the order with the transaction.
- Once you have balanced the amount in Xero, you can press Reconcile to reconcile the transaction.
There may be occasions where credit card orders are paid later than when they are originally created in Arlo, for example where a person quits the order creating process when entering their credit card details in.
This means the order will still be created and exported to Xero, but their payment will not make that day's settlement payment into your bank account.
You can check the time of the payment to see which Arlo credit card orders aren't ready to reconcile yet by opening it and looking at the Reference field in Xero.
If an order does not have a date timestamp, it means that credit card payment was not received by Arlo. You will need to manage the payment against that order externally from Arlo.
Arlo copies the order reference and payment method into the reference field when invoices are imported into Xero, so you can easily reconcile batches of manual payments.
- Open Xero.
- From the dashboard, press Reconcile.
- On the transaction you are attempting to reconcile, click Find & Match.
- If Xero has not already identified a possible match, in the Match options search bar you can either:
- Search for and match transaction references. When Arlo generates invoices and payment instructions for manual payments it specifies the order code as the payment reference, so if the payer has followed these instructions you can easily identify transactions ready for reconciliation.
- Search for the payment method the order was created with e.g 'Banktransfer'. This will drill down on outstanding invoices that require reconciliation by the payment method they were created with in Arlo, e.g. outstanding Bank Transfer orders.
To reconcile other payment methods, instead of searching on Banktransfer use one of the following terms:
- Credit card (terminal) or EFTPOS - search "Terminal"
- Credit card (online) - search "Online"
- Account - search "Acct"
- Invoice - search "Invoice"
- Bank transfer - search "Banktransfer"
- Cash - search "Cash"
- Cheque - search "Chq"
- Cash or cheque on the day– search "PayOnDay"
- Find the matching transactions for reconciliation.
- Press Reconcile.