Duplicate a custom export template
When you choose Duplicate for a custom accounting export template, a dialog opens so you can name and adjust the copy before creating it. You can also choose another organization you have access to as the destination.
Check the destination organization, filters, payment-method restrictions and field mappings before using the copied template. A duplicate is a separate template; do not assume it has the same scope as your original export.
Cash, TUIO credit and historical exports
Cash and TUIO credit transactions now use their completion date as their deposit date. This is a reporting date for those entries, not a processor payout into your bank account. Card and bank-account payment behavior is unchanged, and the Deposits sheet continues to list processor payouts only.
The transactions included in a custom export still depend on its template and payment-method restrictions. An online-payment-only template does not become an offline-payment export. A restricted template may exclude TUIO credit.
Before importing a historical period again, compare transaction IDs and totals with your earlier import. Check whether cash or TUIO credit entries are now included by the Bank deposit date filter. Do not import the same transaction twice. Contact TUIO support if the historical results differ and you need help checking the scope.
Staff corrections to cash or TUIO credit completion dates can change which period contains the transaction. See how to correct transaction dates. For billed charges rather than deposit reconciliation, use the invoice export guide.
Overview
This guide explains how to review a configured Bank Deposit Transactions custom export and reconcile processor payouts. Its contents depend on the selected template, filters and payment-method restrictions.
The Professional plan includes GL accounts and custom exports. Contact support@tuiopay.com to confirm your school’s package and enable or configure the required export. See TUIO’s current plans.
Before You Begin
- Wait 7 calendar days after the period end before reconciling, then check for pending transactions or later returns.
- Use the export to review transactions and processor deposits. Confirm the accounting treatment with your bookkeeper before posting.
Step 1 – Export your custom Bank Deposit Transactions
📨 If you don’t see the Custom Export button or this template:
It may not be set up for your school yet. Contact support@tuiopay.com and we’ll enable it for you.
- Go to Invoices → Custom Export.
- Select Bank Deposit Transactions or your school’s configured Bank Deposit template.
- Check its payment-method restrictions. An online-only template excludes offline payments; contact support if you need a separate offline-payment export.
- Set the Transaction completed date range. Wait 7 calendar days after its end before reconciling, then review any unsettled items.
- Select Export.
The example shows a September 1–30 completed-date range. Your available filters depend on the selected template. The export is prepared and sent to the email address linked to your account.
Step 2 – Review Your Custom Export
Review the Transactions and Deposits sheets in your configured export. Custom templates can use different columns and line groupings. Check transaction IDs and line types before adding amounts; a transaction may have separate fee, tax or GL lines.
Review the configured fields and line grouping
- Identify transactions using their transaction IDs, type, status and payment method.
- Review the amount, fee, tax and GL fields included by the template.
- Check whether products, discounts or fees occupy separate lines before totaling amounts.
- Use the deposit reference, date and amount to reconcile processor payouts.
Use the Deposits sheet for processor payout reconciliation. A net total of transaction and fee lines is not, by itself, a revenue figure for your accounts.
Step 3 - Prepare the accounting entries
Review the export with your bookkeeper using your school’s accounting method and GL structure.
- Separate payments, refunds, reversals, processing fees and fee taxes using the available line types and GL mappings.
- Check whether the amounts have already been recorded through invoices, receipts or an earlier import. Avoid recording the same activity twice.
- Determine the revenue, receivable, deferred revenue, expense and tax entries that apply to your school.
- If using SaasAnt, review the configured mapping and import preview before posting.
A processor payout is the cash transferred after applicable deductions and adjustments. It does not by itself determine revenue earned in that period. Keep processing fees identifiable so your bookkeeper can apply the appropriate accounting treatment.
Tax shown on a processing fee is not automatically recoverable. Eligibility depends on your organization, jurisdiction and use of the service. Have your bookkeeper confirm the treatment and required supporting records before posting a recoverable-tax entry.
Step 4 – Reconciling Deposits
Your export’s Deposits tab contains a pre-cleaned list of unique processor deposits, ready for reconciliation.
- Open the Deposits sheet and review each deposit’s date, amount and reference.
- Match each unique processor payout to the receiving bank account.
- Account for differences between the transaction-completion period, processor-sent date and bank posting date. Waiting 7 calendar days does not make these date ranges identical.
⚠️ Note: The deposit date in TUIO reflects when the processor sent the funds, not necessarily when your bank posted them.
When Deposits Don’t Match Exactly
First check filters, receiving accounts, pending transactions and bank posting dates. Processor returns and balance adjustments can also explain differences.
To investigate yourself, open the new Processor activity report (Reports → Transactions → Processor activity) and generate the same period. The report shows every deposit, return, and balance adjustment the processor recorded. An Overdraft funding row, for example, means the processor debited your bank account to cover a negative balance, and appears as a withdrawal on your statement.
If a difference still can't be explained, contact 📧 support@tuiopay.com and our team can review your payout history and confirm the adjustment details.
Optional: Automate This in the Future
The Professional plan supports a configured QuickBooks export workflow using SaasAnt. SaasAnt is separately subscribed. Review the import mapping and suggested bank-feed matches before completing reconciliation.
📧 Contact support@tuiopay.com for setup assistance or to review your current configuration.
Need Help?
For export or reconciliation assistance, contact support@tuiopay.com.
Our team will guide you through the process.