Exporting Transactions and Reconciling Deposits (Starter Package)

Overview

This article explains how schools using TUIO’s Starter plan can use the Transactions export to record income and reconcile deposits.
The export includes all payments processed through TUIO — with amounts, fees, taxes, and deposits — allowing you to track what’s been collected and match it with your bank records.

🧭 Note:
Schools on the Professional plan pay an annual or monthly fee and have access to advanced features such as automated QuickBooks/Xero integration and GL account exports.
If you’re not sure which plan you’re on, contact support@tuiopay.com.

Before You Begin

Wait at least 7 calendar days after your end date before exporting.
This ensures all deposits tied to that Completed Date range have been sent from the processor, giving your export the best chance to reconcile completely.
Use the export to:
- Record total income in your accounting software, and
- Reconcile deposits sent by the payment processor.

Step 1 – Export Your Transactions

Log in to your TUIO admin account.
Go to Invoices → Transactions.
Use the Completed Date filter to select your desired date range.

⚠️ Important: Only export transactions if it has been at least 7 calendar days since your end date — otherwise, not all deposits will be included and your export may not reconcile.
Click Export to download your CSV file.

Step 2 – Review Your Export

Each row in the export represents a single transaction and includes the following columns (in file order):

Transaction ID – Unique reference number for each transaction.
Status – Whether the transaction succeeded, failed, or is pending.
Type – The transaction category (e.g., Payment, Refund).
Payment Method – How the payment was made (e.g., Credit Card, Bank Account, or Cash/Cheque).
Parent – The payer’s name.
Program – The program or category the payment relates to (e.g., After-school care, Camp).
Student – The student associated with the transaction, if applicable.
Created (ET) – When the transaction was initiated.
Completed (ET) – When the transaction was finalized.
Amount – Total amount processed.
Transaction Fee – Processing fee charged by TUIO.
Transaction Fee Tax – Sales tax applied to the transaction fee (if applicable).
Net Payout – The amount remaining after fees and taxes.
Transaction Deposited Date (ET) – Date the processor reported sending the funds to your bank.
Transaction Deposited Amount – The total amount the processor transferred to your bank for that deposit (this is the number you’ll see on your bank statement).
Transaction Deposit Reference – Identifier for the corresponding bank deposit.

💡 Tip:
For income reporting, sum the Net Payout column.
For reconciliation, focus on Transaction Deposited Date (ET) and Transaction Deposited Amount — these correspond to deposits sent by the processor.

Step 3 – Recording Income

Your Transactions export can be used to record all income collected through TUIO, including online, offline, and credit transactions.

Include all payment types that represent collected funds, such as Credit Card, Bank Account, or Cash/Cheque transactions.
- Credits represent overpayments or balances that have already been received separately.
- Offline payments (Cash/Cheque) are included here for income but are reconciled separately from processor deposits.
Sum the Net Payout column for your chosen period to determine your total net income.
Record that total in your accounting software as income — optionally categorized by Program, Student, Parent, or a general income category, depending on how your school tracks revenue.

Because Net Payout already reflects all applicable fees and taxes, you don’t need to record those separately.
This ensures your recorded income matches what was actually earned through TUIO.

💡 If your organization is eligible to reclaim sales tax on processing fees:
Record only the Transaction Fee Tax amount from your export as a recoverable tax entry in your accounting system — do not re-add the transaction fees themselves as an expense.
This avoids double-counting while allowing you to track recoverable tax correctly.

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.

Payments marked as Cash/Cheque or Credit are handled separately and would already be reconciled through your own manual deposit or accounting process.

Copy the Transaction Deposited Date (ET), Transaction Deposited Amount, and Transaction Deposit Reference columns into a new sheet.
Use Excel’s Remove Duplicates function to produce a clean list of unique deposits.
Sum the Transaction Deposited Amount column — this total should match your bank deposits from the processor for that date range, provided you waited at least 7 calendar days before exporting.

When Deposits Don’t Match Exactly

In rare cases, you may notice a deposit or debit in your bank account that doesn’t reconcile with your export.
This typically indicates a processor-level balance adjustment applied to bring your account back in balance.

If you encounter a difference that can’t be explained by your export, contact
📧 support@tuiopay.com
and our team can review your payout history and confirm the adjustment details.

Optional: Automate This in the Future

If you’d like your deposits to match automatically in QuickBooks or Xero — with fees, taxes, and GL accounts tracked — this functionality is available through TUIO’s Professional plan using our QuickBooks/Xero integration.

📧 Contact support@tuiopay.com for details or to upgrade.

Need Help?

If you need assistance reviewing your Transactions export or reconciling deposits, contact
📧 support@tuiopay.com

Our team will guide you through the process.