Vending Card Sales and Bank Payouts: Reconcile the Same Period
A card-sales total and a bank deposit measure different things. If your vending payout is lower than the dashboard figure, first build a reconciliation for the same machines and period. Do not change sales records simply to make them match the bank.
Start with the statement period
Save the payment provider’s statement and the relevant sales export. Note the start and end dates, currency, account and machines included. A calendar-month dashboard can differ from a statement with a different reporting boundary. Check whether the export includes cash, prepaid purchases or only bank-card transactions. Keep the original exports unchanged so that another person can reproduce your comparison.
Separate gross sales from deductions
The Nayax UK and Ireland statement guide explains how to review reimbursement periods, fees and the amount transferred. Use the statement supplied for your account; do not apply another country’s fee schedule. Build separate lines for the statement’s sales total, refunds, fees and other adjustments. A deduction is not automatically a sales error, but every unexplained line needs supporting detail.
Investigate a small, traceable sample
Choose one machine and a short period before trying to reconcile the entire fleet. Match transaction references and amounts, then check which statement contains them. A purchase made near a reporting boundary may need a different date range. Record the reason for each difference rather than inserting an unexplained balancing figure. Keep customer payment information within the provider’s authorised system.
Close the query with evidence
Send the provider the statement reference, machine identifier, period and disputed amount using its approved support route. Ask which report and time basis should be used. Retain the response with your reconciliation and apply the same method next time. If a difference concerns accounting or tax treatment, ask your accountant; this worksheet is an operational comparison, not a tax calculation.
Source: supporting primary guidance. For site-specific help, explore our fully managed vending service or contact our team. Related reading: Vending Commission Statements: Agree What the Percentage Applies To.