Monitoring balances

Overview

Dashboard allows you to monitor the current state of the company's balances and get information about exchange rates used for currency conversion in the Finance section. This section can be accessed only with a separate set of permissions (learn more) provided by default to user accounts with the assigned Finance and Merchant Admin roles. Keep in mind that only IN/OUT and OUT balances are shown in the interface by default, and to be able to view IN balances, you should contact your account manager.

Restriction: Information shown in the Finance section should be used for reference. It is not recommended that you use this information for performing final review and account reconciliations. The information should be seen as tentative because processing cash inflow and outflow data may lead to inevitable technical and organizational lags stemming from specifics of interconnection between payment service providers, finalising fees, and other procedures. Dashboard presents a snapshot of data available at the moment, hence it may differ from the consolidated results.If you need a clarification on real-time balance information, contact your account manager.

If you need a clarification on real-time balance information, contact your account manager.

The overview of balance information and guidelines on how to monitor balances and get information about exchange rates used for currency conversion are provided below.

Balances and the special aspects of their use

Within the framework of the payment platform as a whole and Dashboard in particular, the term balance refers to a balance in a certain currency available for merchant's operating activities which includes withdrawing these funds to the merchant's settlement accounts. On the basis of their intended operating purpose, balances are divided into the following types:

  • IN—for cash inflows from processing payments and refunds;
  • OUT—for cash outflows from issuing payouts;
  • IN/OUT—for all kinds of operating cash inflows and outflows from processing payments, refunds, and payouts.

However, each of these balance types reflects both operating and non-operating cash inflows and outflows such as charging fees and transferring funds between balances.

While working with balances, you should keep in mind the following special aspects and restrictions:

  • A balance can only reflect data in one currency.

  • Currencies in which balance data is shown are determined by ecommpay. Default currencies include USD, GBP, EUR; for availability of other currencies, refer to your account manager.

    In cases when currencies in which operations are processed differ from balance currency, currency conversion is performed.

  • Operations pertaining to card payments (with the direct use of payment cards) and to alternative payments (with the use of alternative payment methods) are always split between different balances.
  • Operations pertaining to payments made with alternative payment methods in one balance currency can be both split between different balances and consolidated in one. For instance, when several payment methods are integrated for payment processing in a specific region with local settlement currencies and one balance currency (for example, EUR), all operations pertaining to payments made with these methods can be consolidated in one balance.
  • Operations pertaining to purchases and payouts made with a specific payment method can be both split between balances of different types (IN, OUT, IN/OUT) and consolidated in one IN/OUT balance.
  • ecommpay specialists set up balances and link them to the corresponding agreements and payment methods only after the merchant submits a request to the account manager. If you have any questions related to working with balances, contact your account manager.

Monitoring real-time balance data

Real-time balance information includes total amounts for each currency used and the list of balances. To view this information:

  1. Open the Real-time tab of the Finance section.
  2. Expand the tab you need (IN, OUT, IN/OUT) and make sure the balance register displays the required information: total amounts in available currencies at top of the tab and the list with balance information below.

    If the IN tab isn't available in the Finance section, you should contact your ecommpay account manager.

  3. If necessary, filter the information by the corresponding agreement characteristics.

    You can use the dropdown list of agreements concluded with ecommpay.

    Note: When one balance is related to several agreements and some of these agreements match the specified filters while the others do not, the corresponding balance information is displayed in full in the Finance section.

Figure: The Finance section

Monitoring the information about currency conversion rates

Dashboard supports the capability to obtain the information about approximate currency conversion rates against the US dollar (USD) that are applied to operating and non-operating inflows and outflows. These rates are provided for each hour of the selected date.

Restriction: The rates displayed in the interface serve as an approximate representation and should not be used for final analysis and reconciliation. For more accurate information about the exchange rates used for currency conversion, refer to regular operating reports from ecommpay or retrieve operation data via the Data API in the JSON format.

To view the conversion rates of a required currency on a particular date, go to the Currency Rates tab in the Finance section and select a date and a currency.

Figure: The Finance section