Practical guide ยท September 14, 2026
Payment terminal reconciliation: an end-of-day checklist
A terminal total, a cash-register sales report and a bank deposit describe different stages of a payment. Start by matching transactions from the same period; then track the resulting settlement to the bank. Comparing today's register sales with whatever arrived in the bank today can create a discrepancy even when no transaction is missing.
This practical worksheet is for a Canadian shop or service business preparing a closing routine. Your processor's instructions for your terminal and account take precedence over a generic checklist. If you are choosing equipment, ask the supplier to demonstrate these reports before you commit.
First, identify who closes the batch
Ask your processor whether the account uses manual merchant close or automatic system close, what the cut-off time and time zone are, and how multiple terminals are grouped. Write the answer in the closing instructions beside the terminal ID. Do not assume that turning off the terminal closes a batch.
For example, Moneris's iCT250 end-of-day instructions distinguish merchant close from system close and require daily comparison of transaction totals. That is an example for a specific product and configuration, not a universal menu sequence. Use the current instructions for your own account to decide whether staff must initiate a close.
Match three records in sequence
Keep the register's card-payment report, the terminal or processor's batch report, and the settlement detail that explains the bank deposit. Give each record a business date and a batch or settlement reference. Exclude cash sales when comparing a register report with card totals.
| Record | What to match | What to record if different |
|---|---|---|
| Register card-payment total | Approved card transactions for the same business period | Missing register entry, other tender type or different cut-off |
| Terminal or processor batch | Sales, refunds and adjustments using the report's definitions | Terminal ID, batch reference, amount and transaction time |
| Settlement detail | The batch or batches included in a payout | Fees, adjustments or withheld amounts explicitly shown by the processor |
| Bank credit | Settlement amount and reference when it arrives | Expected arrival window supplied by the processor and any unresolved difference |
Check how each report treats tips, refunds and voids before adding or subtracting them. A refund already included in a net total should not be deducted twice. For multiple terminals, reconcile each one first and then total the matching batches.
A small worked example
Suppose the register shows $1,200 in card sales and $80 in card refunds for the same period. The expected net card activity is $1,120, provided both reports include the same transactions and there are no other adjustments. If the terminal also shows $1,120, the first comparison balances.
Now suppose a settlement statement identifies that batch and separately shows a $20 deduction, producing a $1,100 payout. That statement explains the difference only if it actually lists the deduction. These are fictional amounts, not PBH rates or a promise about how your processor collects fees. If there is no supporting settlement detail, leave the $20 unresolved instead of labelling it a fee.
Close the day with an exception log
- Save the relevant reports in the business's approved restricted storage.
- Note the business date, terminal ID, batch reference and matched totals.
- Follow the processor's close procedure where required and save its confirmation.
- Record each unresolved difference with an owner and the next check date.
- Check the bank later against the processor's stated funding window and settlement reference.
If a payment timed out, check the terminal history and processor record before charging the customer again. An error screen alone does not establish whether the original payment was approved. Ask processor support to resolve an unclear status; do not try to make totals balance by creating another sale or refund.
Use masked references in the exception log. Do not copy full card numbers or security codes into notes or send them in an enquiry. Give support the minimum information it requests through its approved channel.
What to ask when choosing a terminal
Request a demonstration of batch history, refunds, report export, multi-terminal totals and settlement lookup. Confirm who supports a discrepancy and what information they need. A lower equipment price is hard to compare if one option leaves your team doing substantially more closing work.
Use the terminal quote comparison worksheet to record those requirements alongside the written quote. You can also review the debit machine rental guide before deciding how to acquire equipment.
Visit PBH's application and enquiry page to describe your number of terminals, register software and reporting needs. Ask which proposed setup supports your closing routine before completing an application.