Worldline - Bambora Reconciliation

When reconciling transactions in Benji Pays, there are two distinct processes—one for ACH/EFT payments and another for Credit Card (CC) payments. Below is a detailed breakdown of each process.

ACH/EFT Transactions

The following step-by-step process outlines how ACH/EFT payments are handled on the Benji Pays platform, whether initiated through auto-processing, the merchant portal, or the customer portal:

Step 1: Transaction Queued for Submission

• When an ACH/EFT payment is initiated, a corresponding payment is automatically created in QuickBooks, using the deposit account specified during your payment gateway setup at onboarding. To avoid accidental reprocessing, we recommend selecting Undeposited Funds as the deposit account.
• The status in Benji Pays appears as Queued.

Step 2: Daily Batch Submission to Bambora

• Queued transactions are batched and submitted to Bambora once daily, typically around 10 AM PST.
• At this point, the transaction status in Benji Pays changes to Pending/Submitted.

Step 3: Settlement Process (4-Day Lag)

• Bambora deposits the funds into your bank account approximately 3-4 business days later depending on the account and geography. (this delay is controlled by Bambora).  
• On the settlement day, Benji Pays automatically polls Bambora to confirm transaction status, which is then updated to Complete/Approved (This is done few times throughout the day).  

Step 4: Viewing ACH/EFT Batches in Benji Pays

• Settlement reports, which include total deposit amounts and associated transactions, are available in Benji Pays under: Transactions > ACH/EFT Settlements.
• This report helps reconcile your bank deposits by matching them to transactions recorded in QuickBooks under payment account selected when setting up your payment gateway (from Step 1).

We are in the process of automating reconciliation for ACH and EFT payments. 

As of February 2025, this feature is currently in Beta.

Credit Card Transactions

Unlike ACH/EFT transactions, credit card payments operate differently due to limited data received from Bambora. Below is how credit card reconciliation works:

Key Differences for Credit Card Payments

• Benji Pays does not receive detailed deposit breakdowns from Bambora.
• However, payment method details (e.g., Visa, Mastercard) are captured in the transaction records, which can assist during reconciliation.
• Bambora determines the time lag between the charge date and the deposit date.
  • There is typically a consistent delay of three business days before funds are deposited into your bank account. This processing time is fixed and does not vary by transaction. Please note that weekends and holidays are not included in this timeframe.

Recommended Reconciliation Approach

Since deposit breakdowns are not provided, a practical approach for reconciling credit card transactions is:

1. Identify the Bambora deposit date in your bank account.
2. Determine the corresponding transaction dates based on the three-day lag.
3. Match the total deposit amount with credit card transactions from the matching period.

Example:

• If you receive a credit card deposit on January 5th, look at transactions from January 2nd.
• The total of all credit card payments from January 2nd should align with the deposit amount received on January 5th.

Reconciliation using Worldline/Bambora Transaction Details 

For proper reconciliation of settlement deposits and fees you will need to access your transaction details directly through Worldline/Bambora based on your location:

• For Canadian Businesses:

  • All transaction details, including settlements, should be available directly in Bambora.

• For U.S. Businesses:

  • Credit card settlement data is accessible through Business Insider (Bambora’s U.S. reporting portal).
  • To gain access, you will need to register using the link provided in the "Account is Live" email you originally received from Bambora/Worldline. This detailed guide will assist you in enrolling with Business Track to access your reports.
  • To access your reports, please follow the steps outlined in the Bambora/Worldline article.

If you need further assistance, consider reaching out to Bambora/Worldline support for guidance on accessing your transaction data.

Email: [email protected]

Phone #: 1-833-226-2672