Exporting Transactions and Reconciling Deposits (Legacy Starter Plan)
Reconciliation instructions for schools already using the phased-out Starter plan.
Legacy plan notice: This guide is for schools already using the legacy Starter plan. Starter has been phased out and is no longer available for new subscriptions or for schools switching from Professional. These instructions remain available to support existing Starter accounts.
Overview
Use the Transactions export to review payments, refunds, fees and deposit references, then reconcile processor payouts with your bank records. Review accounting entries with your bookkeeper before posting.
The Professional plan includes GL accounts and custom exports. See current TUIO plans or contact support@tuiopay.com to confirm your package and export options.
Before You Begin
- Wait 7 calendar days after the period end before reconciling, then check pending transactions and later returns.
- Use the file to review transaction activity and reconcile processor deposits. A payout total does not by itself determine accounting revenue.
Step 1 – Export Your Transactions
- Log in to your TUIO admin account.
- Go to Invoices → Transactions.
- Choose your Completed Date range. Wait 7 calendar days after its end before reconciling, then review unsettled items.
- Select Export to download the CSV file.
Step 2 – Review Your Export
The Transactions CSV includes the following columns. Some values are blank when they do not apply to the transaction.
| Group | Column names |
|---|---|
| Invoice and account | Organization, Currency, Invoice ID, Description, Invoice Due Date (ET), Invoice Status, Program |
| Student and parent | Student First Name, Student Last Name, Parent First Name, Parent Last Name, Parent Email Address |
| Transaction identity | Transaction ID, Transaction Type, Transaction Status, Payment Method |
| Invoice amounts | Invoice Subtotal, Sales Tax, Sales Tax Name, Price after Sales Tax, Parent Service Fee, Invoiced Payment Method Discount, Invoice Total |
| Transaction amounts and dates | Transaction Initiated Date (ET), Transaction Completed Date (ET), Transaction Amount, Transaction Fee Subtotal, Transaction Fee Tax Name, Transaction Fee Tax, Transaction Fee, Net Payout |
| Deposit details | Transaction Deposited Date (ET), Transaction Deposited Amount, Transaction Deposit Reference |
| Notes and processor details | Transaction Note, Transaction Error, Covered Parent Fee, Covered Subtotal, Covered Sales Tax, Splitpay Status, Splitpay Message, Splitpay Date, Processor |
Net Payout shows an amount after applicable fees and fee taxes. Use deposit references to identify processor payouts, and avoid summing the same deposit amount across multiple transaction rows.
Cash, TUIO credit and deposit dates
Cash and TUIO credit transactions now use their completion date as their deposit date. That reporting date does not mean a processor payout occurred. Continue to reconcile offline payments and credits separately from card and bank-account processor deposits.
Before importing a historical period again, compare transaction IDs with your earlier import and check the payment-method and date filters. A date correction can move a cash or credit transaction into a different reporting period. Avoid importing the same transaction twice.
See how to correct cash or TUIO credit transaction dates. If you need billed charges and invoice details rather than payments or deposits, use the invoice export guide.
Step 3 - Prepare the accounting entries
Your export provides transaction information for your bookkeeper. It does not determine how revenue, receivables, fees or taxes must be recorded.
- Review successful payments, refunds and reversals for the period.
- Reconcile cash and cheque receipts separately from processor payouts.
- Trace TUIO credit to its original source and accounting entry. Applying a credit does not necessarily represent new cash received.
- Check for entries already recorded from invoices, receipts or earlier imports.
- Use the revenue, receivable, expense and tax accounts appropriate to your school’s accounting method.
Do not automatically post the sum of Net Payout as income or omit fee expenses because they have been deducted from a payout. Keep gross amounts, refunds, processing fees and taxes identifiable, and avoid counting an item twice.
Tax on processing fees is not automatically recoverable. Have your bookkeeper confirm your organization’s eligibility, jurisdiction and supporting records before posting a recoverable-tax entry.
Step 4 – Reconciling Deposits
When reconciling deposits from your bank feed or statement, focus on online payment methods (Credit Card and Bank Account) since these are the transactions settled through the payment processor and included in your deposit data.
In Excel, click the filter arrow at the top of the Payment Method column and select only Credit Card and Bank Account to filter the view.
Reconcile Cash/Cheque receipts and TUIO credit separately using your school’s records. Their reporting dates do not indicate a processor payout.
Next:
- Copy Transaction Deposited Date (ET), Transaction Deposited Amount and Transaction Deposit Reference into a separate working sheet.
- Keep the original export. Identify each unique deposit by its reference and receiving account; do not combine unrelated deposits just because the amount or date matches.
- Remove repeated copies of the same deposit. Investigate blank references or inconsistent amounts before totaling.
- Compare each unique payout with the bank statement. Allow for processor-sent versus bank-posted dates and the scope of the Completed Date filter.
When Deposits Don’t Match Exactly
Check filters, pending transactions, receiving accounts and bank posting dates first. Processor returns and balance adjustments can also explain a difference.
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 offers GL accounts and custom exports, including a configured QuickBooks workflow through SaasAnt. Import mapping and bank-feed matches still need review. Contact support to confirm compatibility with your accounting software and requirements.
📧 Contact support@tuiopay.com for details or to upgrade.
Need Help?
For export or reconciliation assistance, contact support@tuiopay.com.
Our team will guide you through the process.