Reconciliation Reports

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.

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.

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.

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.

Plain-language definitions for the terms you will see in your reconciliation reports – what they mean, and why they show up the way they do.

Balance Details

Also called: the Balance Details export

The payment processor's own record of every deposit, fee, refund, and payout related to your account, exported as a file. This is the source document our reconciliation tool checks your camp system's records against.

Disbursement (Payout)

A batch of money the payment processor sends to your bank account. Each disbursement is made up of the individual card transactions, refunds, and fees that happened since the last one – its total should equal the sum of everything that went into it.

Reconciliation

The process of confirming that a disbursement's total is fully explained by real transactions – matching every dollar in a payout back to the specific charges, refunds, or fees that make it up, so nothing is left unaccounted for.

Tagged Transaction

A transaction that the processor's own ledger directly links to one specific disbursement. Tagged transactions are the easiest to reconcile, since the ledger already tells us which payout they belong to.

Untagged Transaction

A transaction that appears in the ledger but is not directly linked to any particular disbursement. It still happened and still needs to be accounted for somewhere – our tool works out which disbursement it actually belongs to based on dates and amounts.

Inferred Transaction

A transaction shown as part of a disbursement's makeup even though the processor's ledger did not directly tag it there. It is included because the math and dates line up exactly – not a guess, but a conclusion drawn from the numbers.

Negative Disbursement

A "disbursement" where money moved in the opposite direction – funds were pulled back from your account rather than paid out to it. This usually happens because of refunds, chargebacks, or fees that outweighed any sales in that batch. These are shown in red in your report so they are easy to spot.

Statement Billing Entry

A specific ledger entry representing a processing or merchant fee charged by the payment processor, separate from your regular card transactions.

Cash Accounting Method

The processor's method for recording merchant fees. Usually, a fee is recorded entirely within one disbursement, which makes reconciliation easy. But sometimes the debit and credit recording for a fee is split between two different disbursements instead.

Example – a $100 monthly merchant fee, split across two disbursements:

• Disbursement 1 nets to ($180) – ($280) from your transactions, plus the $100 fee, recorded here as pending income.

• Disbursement 2 nets to $650 – $750 from your transactions, minus that same $100 fee, now deducted from the pending income as it officially posts to your account.

This does not change the total amount of fees you are assessed – the apparent discrepancy is just a timing difference in how cash accounting records the fee, not an error in your data.

Debit Entry

The disbursement where a merchant fee is deducted from the pending income as it officially posts to your account. In the example above, that is the $100 subtracted from Disbursement 2.

Credit Entry

The disbursement where that same fee first shows up, recorded as pending income and folded into the transactions there to balance things out. In the example above, that is the $100 added into Disbursement 1.