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 provided by default to user accounts with the assigned Finance and Merchant Admin roles.

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).

When working with the Finance section, you should keep in mind the following special aspects of using the information it contains:

  • Availability. Only IN/OUT and OUT balances are shown in the interface by default. To be able to view IN balances, contact your ecommpay account manager.
  • Applicability. 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 the specifics of interconnection between payment service providers, process of 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 to check the accuracy of the real-time balance information, contact your account manager.
  • Accuracy. Balance information is shown with a delay of up to 30 minutes. The time lag stems from the specifics of technical procedures including various calculations, checks, and transfer of information to long-term storage. If you need to obtain up-to-date information on specific operations, you can use payment information tabs, callbacks (learn more) and HTTP requests to the Gate API (learn more).
  • Data refreshing. Auto updating of the information in the Finance section is not supported, but you can use the tab refresh feature of your browser.

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

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

  • A balance can reflect data only in one currency.

  • Currencies in which balance data is shown are determined by ecommpay. Default currencies include USD, GBP, and 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 separated into different balances.
  • Operations pertaining to payments made with different alternative payment methods in one balance currency can be separated into different balances or 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 are consolidated in one IN/OUT balance and are not separated into balances of different types (IN, OUT, IN/OUT). IN or OUT balances can be used in case when only purchases or only payouts are supported for a specific payment method.
  • The 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. (Keep in mind that balance calculation may take up to 30 minutes and, consequently, balance information may reflect the aforementioned delay.)

  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 is not available in the Finance section, you should contact your ecommpay account manager.

  3. If necessary, filter the information by relevant agreements.

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

Figure 1. The Finance section

Monitoring the information about currency conversion rates

Dashboard supports the capability to obtain the information about 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.

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 2. The Finance section