How To: Reconcile BrainTree Payments via Import

Table Of Contents

Performing the BrainTree Reconciliation
Prepare the BrainTree Export
Matching Criteria
MOTO Transactions
Date Matching
Recording BrainTree Fees
Option 1: Create a Supplier Invoice
Option 2: Post a Journal
Order Not Found
Already Reconciled or Date Mismatch
Amount Mismatch
Related Articles
By creating a BrainTree Bank Account in Khaos Control and importing your BrainTree transaction export, you can reconcile payments quickly and accurately.
The reconciliation process automatically matches BrainTree transactions against banked payments held in Khaos Control, reducing manual reconciliation work and helping to identify any discrepancies.

Performing the BrainTree Reconciliation

Prepare the BrainTree Export

  1. Export your transactions from BrainTree.
  2. Open the exported file in Excel.
  3. Save the file as a CSV (.csv) file.
    The file is now ready to be imported into Khaos Control.

Import and Match Transactions

  1. Open the [ Accounts | Bank Accounts ] screen.
  2. Select the BrainTree bank account from the Bank Account drop-down list.
  3. Click Go.
  4. Press Alt + E or click Edit to enter edit mode.
  5. Open the Other Actions menu by:
    • Pressing F9, or
    • Clicking the drop-down arrow next to the green Add button.
  6. Select:
    Import → Match BrainTree CSV Payments...
  7. Browse to and select the BrainTree CSV file.
  8. The Match BrainTree CSV Payments dialog will open.
  9. Khaos Control will process each transaction and attempt to match it against existing banked items.

Matching Criteria

The system will first attempt to match using:
  • BrainTree Transaction Order ID
  • Transaction Date
  • Transaction Amount
The BrainTree Transaction Order ID is stored in Khaos Control as the Ass. Ref. (Associated Reference) field within the bank account transaction grid.
If a successful match is found, the Recon checkbox will be ticked automatically.

MOTO Transactions

If the Ass. Ref. field:
  • Is blank,
  • Contains N/A, or
  • Cannot be matched,
Khaos Control will attempt to match using the SO Code instead.
This is particularly useful for MOTO (Mail Order / Telephone Order) transactions.

Date Matching

By default:
  • The settlement date in the BrainTree CSV file must exactly match the transaction date stored in Khaos Control.
If required, Khaos Control can be configured with a date tolerance to allow a specified number of days difference between the settlement date and transaction date.
  1. Press Ctrl + S or click Save.
  2. Complete the bank reconciliation as normal.
For further guidance, see:
How To: Perform a Bank Account Reconciliation

After Reconciliation

Once reconciliation has been completed, you may wish to account for any fees charged by BrainTree.

Recording BrainTree Fees

There are two common approaches.

Option 1: Create a Supplier Invoice

If you require a supplier invoice for BrainTree fees:
  1. Raise an invoice against your BrainTree supplier account.
  2. Use the BrainTree Fees nominal account.
  3. See:
    How To: Enter a Single Line SP Ledger Entry
  4. Pay the supplier from the BrainTree bank account.
This will reduce the balance held within the BrainTree bank account.

Option 2: Post a Journal

If a supplier invoice is not required:
  1. Post a journal between:
    • The BrainTree Fees nominal account.
    • The BrainTree bank account.
  2. See:
    How To: Journal Between Nominal Accounts

Transfer the Settlement Amount

After fees have been processed:
  1. Review the remaining balance in the BrainTree bank account.
  2. The remaining balance should match the amount transferred by Global-E into your primary bank account.
  3. Journal the transfer value from the BrainTree bank account to your current bank account.
  4. Once completed, the BrainTree bank account should reconcile to zero for the selected date range.

Troubleshooting

After importing the CSV file, Khaos Control will display a summary of any transactions that could not be matched automatically.
Common reasons include:

Order Not Found

The order number in the CSV file does not match the corresponding reference stored in Khaos Control.

Already Reconciled or Date Mismatch

The transaction:
  • Has already been reconciled, or
  • The transaction date does not match the settlement date requirements.

Amount Mismatch

The transaction amount in the BrainTree file does not match the value held in Khaos Control.

Tips

  • Always save the BrainTree export as a CSV file before importing.
  • Reconcile transactions regularly to simplify fee processing and settlement postings.
  • Review skipped transactions before completing the reconciliation.
  • If settlement dates regularly differ from transaction dates, consider configuring a date tolerance to improve matching rates.
  • Check that Transaction Order IDs are being imported correctly from your website or channel integrations.

See Also


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