The Reconciliation tab in Payments helps practices accurately match all bank transactions related to a payout with their existing accounts for a specific time period. This feature provides a clear, consolidated view of gross payments, fees, refunds, and net payouts, making financial tracking easier and more transparent.
Accessing the Reconciliation Tab
Log in to the PbN Portal with your valid credentials.
Click the Payments icon.
Select “Reconciliation.”
Using the Reconciliation View
Once inside the Reconciliation tab, you’ll see several options and details to guide your review:
1. Reconciliation Period
Choose a custom date range or select a predefined period from the drop-down menu.
2. Status Filters
Reconciled – Deposits that have already been matched against your bank statement.
Pending Review – Deposits that still need to be manually reconciled.
The screen updates automatically based on the filter you select.
Financial Summary
The Financial Summary section provides a consolidated overview of payment activity for the selected period. It includes:
Gross Payment Volume – Total patient payments collected before deductions.
Fees – Includes applicable costs such as transaction, processing, bank, scheme, Stripe, or chargeback fees.
Refunds/Adjustments – Total refunds issued and any manual adjustments.
Net Deposits (Final Payouts) – The actual amount deposited into your bank after deductions.
Reconciliation Status
Track reconciliation progress with these indicators:
Reconciled – Deposits matched with your bank statement.
Pending Review – Deposits awaiting reconciliation.
Pending Value – The total dollar amount still pending reconciliation.
Progress Complete – Displays the percentage of completed reconciliation for the selected period.
Details Table (Summary View)
The Details table provides a high-level overview of each payout:
Deposit Date – Date funds were deposited into your bank.
Payout ID – A unique identifier from Adyen for reporting and tracking.
Amount Deposited – Net amount credited after deductions.
# of Transactions – Total transactions included in the payout.
Total Payments – Gross value of patient payments before deductions.
PbN Fees – Fees charged by Practice by Numbers (Stripe only).
Transaction Fees – Fees related to Adyen (processing, transaction, bank, scheme).
Refunds/Adjustments – Patient refunds or manual adjustments.
Status – ✅ Reconciled or ⏳ Pending Review.
Tip: Use the “Mark Selected as Reconciled” option to confirm deposits once verified against your bank statement manually.
Deposit Breakdown (Drill-Down View)
Click the arrow icon next to a Payout ID to see a detailed, transaction-level breakdown of that deposit.
Columns include:
Payer – Person or entity making the payment.
Patient – Linked patient in the PMS.
Payment Amount – Gross amount of the transaction.
PbN Fees – Stripe fees charged by Practice by Numbers.
Transaction Fees – Adyen-related fees.
Net – Amount credited after fees.
Refund – Amount refunded (if any).
Chargeback – Amount reversed due to disputes (if any).
Transaction Ref ID – Unique transaction identifier for audit purposes.
Created Date – When the transaction was initiated.
Export Feature: Download a CSV report of payout or reconciliation details directly from this view.
PMS Sync Status
Each transaction displays its sync status with your Practice Management System (PMS):
✅ Synced Successfully
❌ Sync Failed – May require review and correction.