Our new Reconciliation tool brings you the ability to tie your card processor's disbursements out to the individual transactions that make them up, without maintaining a reconciliation spreadsheet by hand.
This way you can see exactly which transactions make up each deposit — and get a plain-language explanation whenever a disbursement doesn’t add up the way you would expect at first glance.
This tool can be located by clicking on the Financial button on the top navigation bar, then clicking on the "Reconciliation Assistant" button under the Reconciliation reports category.
Before Uploading: How to Get the Three Source Reports
The Reconciliation Tool will need three raw exports covering the same date range. Two are optional and one is required. Please note that although two reports are optional and are not required for the reconciliation tool to function, not including all three reports will not bring the desired result and full report abillities. To utilize this tool to it's fullest, please be sure to upload all three reports.
- Camp System Import (optional) – The CampSite export, which adds family and transaction category context to each line item. You can find this report by clicking on the Financial button on the top navigation bar > Payment gateway reports > Credit card transactions > filter date created to desired date range > Run report > download to Excel. For more information on how to find this report please see: Credit Card Transactions
- Card Processor Transactions (optional) – the per-transaction export, which carries the ID used to join to CampSite. This report adds family/category context the same way as the Camp System Import above, but pulled from the processor side instead of through CampSite. Find this report in the CSIPay Portal > > Transaction Details Report > Quick Reports > Report Date Custom [select desired date range] > Filter by Merchant > [biz name] > Generate Report
- Card Processor Balance Details (required) – This is the processor’s own ledger of every deposit, monthly merchant fees, refund, and payout — the source of truth the tool reconciles everything else against. Find this report in the CSIPay Portal > Balance Details > 'Quick Reports' > Report Date Custom [select desired date range] > Category Entries > Filter by Entity > [biz name] > Generate Report
All three files should cover the same date range and be uploaded unmodified — no re-saving, re-filtering, or re-sorting first.
When all reports are collected, upload one period's raw exports, unmodified into CampSite.
To upload a report, click on an upload box to open up your devices file browser and select the correct export file.
The Balance Details file alone is enough to use the Reconciliation Tool. Adding the other two files labels each line item with the family and category it belongs to.
Your files are read entirely in your own browser and are never uploaded to CampSite or stored anywhere.
For information on how to log into your CSI Portal please contact the Payments Team by emailing payments@campmanagement.com or calling 516-719-7075.
When files are uploaded, their upload box in the browser will turn green. When finished uploading, click on the "Run reconciliation" button to proceed.
Interpreting the Results
The results screen lists every disbursement in the date range with its date, ID, and total, plus a subtitle noting how many were found and how many are negative disbursements (shown in red).
Select any disbursement on the left side of the screen to see the breakdown of what makes up its total on the right side. The total is the sum of the line items tagged to it, the payout total from the processor's ledger, and the contributing transactions.
Where those two figures differ, a note explains why – for example disbursement chaining, a period boundary, a merchant fee split across two disbursements, or a gap the tool resolved automatically. A note will say plainly when a difference could not be explained and needs manual review.
Items marked Inferred were reconstructed by the tool rather than tagged by the processor, and should be confirmed manually against your own records.
Use the Glossary of Terms button for plain-language definitions of the terms used in these notes.
Click on the "Download reconciliation (Excel)" button to download your results.
Click on the "Start over - upload a different period" button to go back and begin again.
All files are parsed locally and are never uploaded to CampSite or anywhere else.
Disbursement Patterns You Might See
Most disbursements need no explanation: the tagged transactions simply add up to the payout total. The patterns below are the ones that may need additional explanation:
Negative disbursements
A disbursement where money moved the other way — pulled back from the camp’s account rather than paid out to it. This happens when refunds or chargebacks in that batch outweighed sales. This is shown in red so it’s easy to spot.
Cash accounting method (the debit/credit split)
Most merchant fees are recorded entirely within one disbursement. Occasionally, though, a single fee’s debit and credit recording lands in two different disbursements instead of one — this is a known, expected pattern in how the processor’s system works, not an error.
Worked example — a $100 monthly merchant fee, split across two disbursements:
- Disbursement 1 nets to ($180): ($280) from transactions, plus the $100 fee, recorded here as pending income.
- Disbursement 2 nets to $650: $750 from transactions, minus that same $100 fee, now deducted from the pending income as it officially posts to the account.
Please note that this doesn’t change the total fees assessed — the apparent discrepancy is purely a timing difference in how cash accounting records the fee.
Mis-tagged transactions
Occasionally the processor’s own ledger tags a transaction to the wrong disbursement. The tool detects this when one disbursement has an exact matching excess and another has an exact matching shortfall, and reassigns the transaction to where it actually belongs — removing it from the disbursement it was wrongly tagged to and showing it under the correct one instead.
Rolled-forward (chained) disbursements
Some disbursements have no transactions tagged to their own total — instead, everything was bundled into a later disbursement as a single lump sum. The tool explains which later disbursement absorbed it and, where possible, shows exactly which transactions made up that lump sum.
Boundary disbursements
The very first or very last disbursement in the uploaded date range. These sit at the edge of the export window, so some of their transactions may fall just outside the dates pulled — which is why they’re sometimes harder to fully explain than disbursements in the middle of the range.
Commingled transactions
Transactions from more than one disbursement that were bundled into the same shared batch, where the combined total checks out exactly but the individual transactions can’t be split back apart to say which one belongs to which disbursement.
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