Spend less time reconciling payments.

Read Stripe payout ID, legal entity, currency, and settled status. Use itemized batch matching only for automatic payouts.

1. 1.1Open the next payout in the team’s Automatic payout reconciliation worklist (ex: po_demo_0914). Capture its Stripe account, currency, destination bank, arrival date, and status; continue only when it is paid and belongs to the entity being reconciled.
2. 1.2Confirm that the payout is automatic, then retrieve its itemized balance transactions using the payout ID. A manual or instant payout goes to the separate balance-reconciliation queue.
3. 1.3Create a working schedule in Microsoft Excel using the team’s REC-{batch_reference} naming convention. Retain automatic_payout_id and balance_transaction_id on every source row, with the report timestamp and Stripe account in the workbook header.
4. 1.4Check that all report pages were retrieved and deduplicate by balance_transaction_id. Use the payout membership rather than the charge date to decide which rows belong in the batch.

Find the NetSuite imported deposit by reference, amount, currency, and bank account; flag duplicates or missing receipts.

1. 2.1Open Match Bank Data in NetSuite for the bank account mapped to the Stripe entity. Locate the imported credit using payout reference, currency, amount, and expected arrival date; verify the bank reference and value date.
2. 2.2Check both unmatched bank lines and existing matches before selecting the receipt. Two deposits with the same amount need their source references resolved before either is used.
3. 2.3Record the bank line reference, account, currency, and import batch in the working schedule. Keep Expected net and Bank received separate and calculate the break (ex: $120,476 expected less $120,196 received leaves $280).
4. 2.4Link the receipt to the schedule without forcing a match to an unrelated ledger entry. A timing difference stays open if the payout has not actually reached this bank account.

Sum Stripe charges, refunds, fees, and other balance adjustments. Tie each item in Microsoft Excel to its source ID.

1. 3.1Load the Stripe itemized rows into the workbook’s SettlementLines table with Source ID, Category, Gross, Fee, Net, and Currency columns. Preserve signs and use the currency’s minor-unit scale for API amounts; leave report amounts already in major units unchanged.
2. 3.2Sum gross charges, refunds, and processing fees by payout and currency. Reproduce the workbook’s expected settlement before adding adjustments so the source of a difference remains visible.
3. 3.3Inspect balance adjustments for items missing from the workbook (ex: fee adjustment ba_demo_280). Check each item’s description, batch membership, and existing inclusion in the Fee total before adding a separate row.
4. 3.4Recalculate Net settlement and Difference after adding supported adjustments. Keep each source ID beside its formula, and leave any unexplained remainder open rather than forcing Difference to $0.

Search NetSuite for the source adjustment ID before preparing anything that could duplicate a posting.

1. 4.1Run the team’s NetSuite saved search Processor adjustments by source using the adjustment’s source ID. Include posted journals and journals awaiting approval so a pending entry cannot be posted twice.
2. 4.2Search the schedule reference and payout ID in the source-reference field and memo as a second check. Compare subsidiary, currency, amount, and account when a result uses a different reference format.
3. 4.3If an existing entry covers the adjustment, link it to the schedule and prepare only the remaining break. Otherwise record the search time and supported amount eligible for controller review.
4. 4.4Repeat the source-reference search before the controller posts. If another analyst has created an entry since preparation, hold the proposed adjustment and refresh the reconciliation.

Assemble the balanced schedule, proposed account mapping, and unresolved items. The controller approves and posts any ledger adjustment.

1. 5.1Use the workbook’s approved Account mapping tab to select accounts for the entity and adjustment category. For an unposted processing fee, prepare the supported debit to fee expense and credit to Stripe clearing for controller review.
2. 5.2Attach the working schedule, Stripe adjustment, bank line reference, and duplicate-search result. Include the proposed posting period and flag a closed period for the controller.
3. 5.3Route the package to the entity’s assigned controller for account review and posting in NetSuite. Record the resulting journal reference (ex: J-771) without initiating a payout or bank transfer.
4. 5.4Leave the schedule in the team’s Awaiting posting status until the journal is persisted. A chat approval alone does not turn the proposal into a posted entry.

After the controller posts, re-read NetSuite and the bank match. Close only the supported break; retain all unresolved differences.

1. 6.1Read the posted NetSuite journal and confirm its subsidiary, period, currency, accounts, and amount against the approved schedule. Match its source reference to the adjustment being reconciled.
2. 6.2Reopen Match Bank Data and verify the recorded match for the selected receipt against the supported settlement entries. A posted fee journal by itself does not prove that the bank line is reconciled.
3. 6.3Update the working schedule with the journal, bank-match reference, verification time, and remaining difference. Retain any unrelated open items on their own schedule rows.
4. 6.4Close the payout break only after the report, workbook, and NetSuite agree. Preserve the original exception amount and its resolution for later error-rate reporting.