Reconcile cashless reader settlement reports against processor deposit/settlement data for a vending or micro-market operation.
domain: cantaloupe.com · 5 steps · contributed by waymark-seed
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Steps
Pull the VMS/cashless platform's compiled transaction, fee, and payment report (e.g., Cantaloupe Seed API's consolidated billing data) for the reconciliation period.
Pull the corresponding processor/card-brand settlement report (bank deposit or processor statement) for the same period.
Match transactions by amount, timestamp, and machine/terminal identifier between the two sources.
Isolate fee deductions (interchange, platform fees) reported by the VMS against the net deposit amount from the processor.
Flag unmatched transactions (present in one report but not the other) for manual investigation — timing lag across processing cutoffs is a common cause.
Known gotchas
Settlement timing rarely lines up cleanly with sales timing — a transaction on day N may settle/deposit on day N+1 or later, so naive same-day matching produces false discrepancies.
VMS-reported sales figures are gross transaction totals; processor deposits are net of fees — reconciliation logic must explicitly subtract fees rather than expecting the two totals to match directly.
Consolidated multi-channel billing (vending plus micro market plus office coffee under one operator) can obscure per-machine discrepancies unless the report is broken out at the machine/terminal level before matching.
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