Overview
The Settlement Batch Report lets you view all processed transactions grouped by settlement status. This report is especially helpful for reconciling daily deposits, tracking payment activity across multiple processors, and identifying any batches that failed to settle.
This guide explains how to use the Settlement Batch Report, when it’s most useful, and what to do if a batch fails to settle.
What Is a Settlement Batch?
A Settlement Batch is a group of approved transactions—typically sales and captured authorizations—that are sent to your processor together for settlement. Settlement is the process of finalizing those payments and transferring funds to your business bank account.
The Settlement Batch Report organizes these transactions by processor and settlement time, giving you a clear view of what’s been submitted, what’s pending, and what might need your attention.
When to Use This Report
The Settlement Batch Report is useful in several everyday business scenarios:
- Daily Reconciliation: Match your reported batch totals with the deposits hitting your bank account.
- Track Unsettled Transactions: Spot any transactions that didn’t make it into a batch, possibly due to cutoff times.
- Multiple Processor Tracking: If your business uses more than one processor, see each one’s batch activity separately.
- Fix Failed Batches: Quickly identify and resubmit batches that didn’t settle successfully.
- Detailed Review: Click into any batch to review the individual transactions it contains.
Key Definitions
- Settlement: The final step in payment processing, where funds are transferred from the customer’s bank to your business account.
- Processor: The payment service provider that handles authorization and settlement of transactions.
- Cutoff Time: The time of day after which new transactions are rolled into the next day’s settlement batch.
How It Works
Multiple Processors = Multiple Batches
If you use more than one processor, you’ll see separate batches for each—only when transactions have been submitted through that processor on a given day.
"Not Settled" Rows
If you run the report including today's date, you may see a row labeled "Not Settled." This includes:
- Today’s transactions that haven’t yet been submitted for settlement.
- Yesterday’s late transactions that missed the cutoff and rolled into today.
How to Run a Settlement Batch Report
- Log in to your merchant account.
- Go to Transaction Reports > Transaction Snapshot.
- In the Group By dropdown, select Settlement Batch.
- Choose your Start Date and End Date. Use the clock icon for specific times or the calendar dropdown for quick ranges like “Today” or “This Month.”
- Click Submit to generate the report.
- To see transactions inside a batch, click the magnifying glass icon, then click View these transactions.
How to Resettle a Failed Batch
If a batch fails to settle, you and your payment provider will receive a Settlement Batch Failure email. The system may retry automatically, but sometimes you’ll need to take action.
Steps to Resettle
- Log in to your merchant account.
- Go to Transaction Reports > Transaction Snapshot.
- In the Group By dropdown, choose Settlement Batch.
- Adjust the date range to find the failed batch.
- Click Submit to view results.
- Locate the failed batch and check the box beside it.
- Click Resettle Batches to reattempt submission.
Tip: If you’re unsure why a batch failed, contact your processor before resubmitting to confirm the issue is resolved.
Common Questions
Why is my settlement batch missing?
Check your date range to ensure it includes the day the transactions were submitted. Transactions after the cutoff time will appear in the next day’s batch.
What if resettling fails again?
Reach out to your processor to confirm the issue has been fixed on their end. Then try resubmitting.
Can I see which transactions are in a failed batch?
Yes. Use the magnifying glass icon in the report to view all transactions in the batch.
Need Help?
If you have questions about settlement batches or need help resubmitting a failed batch, please contact your Merchant Service Provider for assistance.