Reconciliation Guide — Orders, Payments & ERP Sync
It is critical to reconcile your EvolutionX orders, payments, and ERP records to identify any gaps routinely, before they become financial discrepancies. This guide walks you through the exact reports to run and the reconciliation steps to follow. It can also be used following a system outage or processing disruption.
Step 1 — Run Your Reconciliation Reports
Open the AI assistant in your Admin and enter a prompt with your date range:
Help me reconcile the payments on Oct 29th 2026.
This will start the reports for you.
Navigate to Admin → Exports and queue the following reports for the affected date range:
Order Details — Full order-level detail for the affected period
Credit Card Order Payment Reconciliation — Matches credit card payments to orders
Received Payments with No Orders — Identifies orphaned/unmatched payments
Orders Approved but Not Converted — Orders approved but not pushed to ERP
Card Type Remittance Report — Payment totals by card type
Card Type Sales Report — Sales breakdown by card type
Custom Credit Card Invoice Payment Reconciliation — Invoice-level payment matching
Order Refund Report — Any refunds processed during the affected period
Invoice Payment Totals by Month — Invoice payment summary
Order Report By Date Range — Full order summary for the date range
Reports are generated as CSV files and are typically ready within 1–2 minutes.
Step 2 — Orphaned Payments (Payments with No Orders)
Using the Received Payments with No Orders report:
Cross-reference every payment against your payment processor portal (e.g. Stripe, Braintree, etc.)
For each orphaned payment, check if the order exists in your ERP under a different reference number
If the payment exists in the processor but no order exists anywhere, flag it for manual order creation or refund
Step 3 — Orders Paid but Not Converted to ERP
Using the Orders Approved but Not Converted and Order Details reports:
Filter Order Details for orders with a paid or approved status but no ERP reference number
Compare this list against your ERP's inbound order log for the affected date
Any order present in EvolutionX as paid but absent from the ERP should be manually re-triggered for ERP sync
Step 4 — Credit Card Payment Reconciliation
Using the Credit Card Order Payment Reconciliation, Card Type Remittance Report, and Card Type Sales Report:
Export your payment processor settlement report for the affected date
Match each transaction ID or authorization code from the processor to the corresponding order in EvolutionX
Flag any processor charge with no matching EvolutionX order
Flag any EvolutionX order marked as paid with no matching processor charge
Check for duplicate charges (same order charged twice)
Step 5 — Invoice Payment Reconciliation
Using the Custom Credit Card Invoice Payment Reconciliation and Invoice Payment Totals by Month reports:
Pull your ERP's accounts receivable or invoice ledger for the affected date
Match each invoice payment in EvolutionX to the corresponding ERP invoice
Flag invoices marked as paid in EvolutionX but still open in the ERP
Flag invoices paid in the ERP but not reflected in EvolutionX
Step 6 — Refund Verification
Using the Order Refund Report:
Cross-reference all refunds processed during the affected period against your payment processor's refund or void log
Ensure every EvolutionX refund has a corresponding processor credit
Flag any processor refund with no matching EvolutionX record
Step 7 — Final Totals Reconciliation
Using the Order Report By Date Range and Card Type Sales Report:
Sum the total order value from EvolutionX for the affected date
Compare to the total settled amount in your payment processor portal
The two figures should match, minus any pending settlements
Any gap should be traced back through Steps 2–6 to identify the source of the discrepancy
Quick Reference Reconciliation Checklist
Check | EvolutionX Report | External Source | Action if Mismatch |
Orphaned payments | Received Payments with No Orders | Payment processor portal | Create order or issue refund |
Orders not in ERP | Orders Approved but Not Converted | ERP inbound order log | Re-trigger ERP sync |
CC charges unmatched | Credit Card Order Payment Reconciliation | Processor settlement report | Investigate and match manually |
Invoice payments | Invoice Payment Reconciliation | ERP accounts receivable ledger | Reconcile or re-post |
Refunds | Order Refund Report | Processor refund log | Match or escalate |
Daily totals | Order Report By Date Range | Processor daily settlement total | Identify gap source |
Tips
Always run reconciliation reports as soon as possible after a suspected outage — the sooner gaps are identified, the easier they are to resolve
Keep a log of any manual corrections made so they can be audited later
If duplicate charges are found, contact your payment processor immediately to initiate a void or refund before settlement
Coordinate with your ERP administrator to confirm which orders were successfully received on their end during the outage window