This guide will help reconcile the billing Credit Card items on your monthly invoice
Step-by-Step Instructions:
Log in to Dex and go to the Transactions section.
If the merchant has multiple locations:
Type the Location ID in the search bar (top left) to filter results to the specific location.
Set the date range for reconciliation:
Use a 5-day buffer before the last day of the invoice month through the last day of the invoice month.
Example: If reconciling February’s invoice, set the date range from January 27 to February 28.
Click on More Filters to refine your search.
Under Methods, click to open the filter options.
Select the following credit card types:
American Express
Discover
Mastercard
Visa
Click Update to apply the filter.
Once the filtered transactions are visible, click the Download button at the top-right corner of the page.
A .CSV or Excel file will be generated and downloaded to your computer.
Open the downloaded file in Excel.
How to Filter and Reconcile Each Code
CCPAMEX – Reconcile AMEX Transactions
Goal: Identify all settled and successful AMEX transactions for the invoice period.
Date Range: 1/31 – 2/27 (Use Settled Date)
Filters to apply in Excel:
Status: Filter by “Successful – Settled”
Method: Filter by “AMEX”
Transaction Type: Filter by “Refund”
Change all refund values to negative numbers (e.g., $25 becomes -$25) to ensure proper balancing.
After modifying the refund values, remove filter to show all transactions.
CCPItem – Reconcile Per Item Fees (All Cards)
Goal: Capture all received transactions billed on a per-item basis.
- Date Range: 2/1 – 2/28 (Use Received Date)
CCPercent – Reconcile Percentage-Based Card Fees (Visa, Mastercard, Discover)
Goal: Track settled transactions charged as a percentage of the sale.
Date Range: 1/31 – 2/27 (Use Settled Date)
Filters:
Status: “Successful – Settled”
Method: Filter for Visa, Mastercard, Discover
Tip: If the totals don’t match during reconciliation, consider the troubleshooting steps below.
CCPBPS – Reconcile Processor Fees (Visa, Mastercard, Discover)
Goal: Capture all successful processor service fees during the billing cycle.
Date Range: 1/31 – 2/27 (Use Settled Date)
Filters:
Status: “Successful – Settled”
Method: Visa, Mastercard, Discover
Troubleshooting Tips for Reconciliation Issues
If your totals don’t match expected values, here’s what to check:
1. Chargebacks
Chargebacks may shift the Settlement Date to the date of the chargeback instead of the original transaction date.
These may fall outside your date range, so add "Settlement Transaction Code" to the export and check for the chargeback code COO.
To reconcile properly, consider the Received Date of those chargebacks instead.
2. Still Not Balancing?
Reach out to our support team for assistance.
More Guides:
- Invoice Reconciliation - Deposit Detail Report
- Download Billing Invoice
- Credit Card Invoice Reconciliation
- Billing and Invoice