Description: In this topic you will learn how to reconcile billing batches. Billing batches can be reconciled in DCI after the company has received payment for services provided. This helps track which entries are still open or waiting for payment.

Role Required: Superuser/Billing

Permission Required: N/A

Download Raw Billing Dump File

Once a Payroll Batch has been processed and approved, the system will generate the Raw Billing Dump file. This file contains some data that will be required to reconcile the batch. Before we go into the steps of how to reconcile a batch, we will first go through the steps that need to be completed to create the text file that will be used to reconcile a batch.

Follow these steps if you are on the final step of processing a batch and have the Batch Details screen still open. 

  1. With the Batch Details screen open, once a Batch has been approved, the green button displays Reconcile and the Batch Details status displays Transmitted.

  2. Scroll to the tabs located under the Batch Details information and click the Attachments tab.

  3. Locate the file name that starts with RawBillingDump.

    1. Following the name there will an underscore followed by numbers to create a unique identifier for each Raw Billing Dump file.

  4. Click the Download dropdown and select CSV for the file type.

  5. Click the blue Download Arrow Icon to start the download.

  6. Click the downloaded file to open the RawBillingDump in Excel.

Follow these steps if the Batch is Transmitted and the Raw Billing File was not downloaded during the Batch creation process.

  1. Click Billing on the Main Menu.

  2. Click Batches on the Sub Menu.

  3. Search for the batch by typing batch detail information into the search filters and then click Search.

  4. Click anywhere in the batch row to open the Batch Details screen.

  5. With the Batch Details screen open, once a Batch has been approved, the green button displays Reconcile and the Batch Details status displays Transmitted.

  6. Scroll to the tabs located under the Batch Details information and click the Attachments tab.

  7. Locate the file name that starts with RawBillingDump.

    1. Following the name there will an underscore followed by numbers to create a unique identifier for each Raw Billing Dump file.

  8. Click the Download dropdown and select CSV for the file type.

  9. Click the blue Download Arrow Icon to start the download. 

  10. Click the downloaded file to open the RawBillingDump in Excel.


Create Reconcile Text File

Open Excel and create a file with the following column headers:

  1. Portal Rollup ID 

    1. Required field which is the Rollup ID as listed in the portal. 

    2. If reconciling from batch details page, every rollup in the batch must be listed on the file. 

    3. There should be one row per rollup.

    4. Column A on the RawBillingDump spreadsheet

  2. Net Amount 

    1. Required field which is the total amount paid for the rollup

    2. Column AL on the RawBillingDump spreadsheet

  3. Rollup Reference

    1. Optional field, but must be listed in the header for the Reconcile import to be accepted by the system

  4. GL Code

    1. Required field, but not used by all programs.

    2. Use the General Ledger code for associated rollup if applicable.

    3. Enter NA if it’s not applicable.

  5. Rollup Date

    1. Required field which is the date the entries in the rollup were paid.

  6. Rollup Reference2

    1. Optional field, but must be listed in the header for the Reconcile import to be accepted by the system

  7. Rollup Reference3

    1. Optional field, but must be listed in the header for the Reconcile import to be accepted by the system

Save it as a Text (TXT) file or it will not be able to be imported to DCI. 

NOTE: The headers must be spelled exactly and in the same sequential listed above or there will be an error when trying to import the text file.


Reconcile a Single Batch

Follow these steps if you are on the final step of processing a batch and have the Batch Details screen still open. 

  1. With the Batch Details screen open, once a Batch has been approved, click the green button displays Reconcile.

  2. The Reconcile from Billing form wizard opens, complete the following fields:

    1. Enter a Ref Reconcile Id (required) - this can be any reference number you choose.

    2. File Name (required) - this name will appear in the attachments table to describe the reconcile file

  3. Click Add Attachment to attach the Reconcile Text File discuss in the previous steps.

  4. Click Save.

The system will start the reconciliation process. The batch status will update to ReconciliationInProcess. Once complete, the user can see the results file under the Reconcile Function.


Open the Reconcile Function

  1. Click Billing on the Main Menu.

  2. Click Reconcile on the Sub Menu.

  3. Search for the file by typing Reconcile Text File into the search filters and then click Search.

  4. Click anywhere in the batch row to open the Attachment Details screen.

    1. If any entry failed reconciliation, the Results file will display the Reconciliation status and the reason for failure.

    2. If entries were successfully reconciled, the results file will list Success as the Reconciliation Status.

    3. If all entries were successfully reconciled, the batch status will update to Reconciled. If the amount received (as listed in the reconcile file) matches or exceeds.


Reconcile Multiple Billing Batches

Reconciling from the Reconcile tab allows users to reconcile rollups across multiple batches. 

  1. Create the Reconcile Text File with the steps listed above.

  2. Log in with appropriate profile

  3. Click Billing on the Main Menu.

  4. Click Reconcile on the Sub Menu.

  5. Click Actions and then click Upload Text File from the dropdown menu.

  6. The Reconcile from Billing form wizard opens, complete the following fields:

    1. Enter a Ref Reconcile Id (required) - this can be any reference number you choose.

    2. File Name (required) - this name will appear in the attachments table to describe the reconcile file

  7. Click Add Attachment to attach the Reconcile Text File discuss in the previous steps.

  8. Click Save.

The system will start the reconciliation process. The batch status will update to ReconciliationInProcess. Once complete, the user can see the results file under the Reconcile Function. Billing Batches can be reconciled as many times as necessary. 

NOTE: Write-Off entries are not reconciled.