Reconcile PayBill deposits
Review statement confirmations, verify matches and resolve suspense items.
Checked on 29 October 2026
Overview
Reconciliation brings available PayBill confirmations into a review queue. Suggestions require checking; unmatched money stays in suspense until an authorised decision.
Get to know the screen
Practice example: all names, records and amounts are fictional. Options vary with your school’s curriculum, currency and access.
Phone example
Interface labels are shown in English. Follow the translated steps below to find each control. Follow the sequence, review the recorded information and choose the next step.
Who can use this feature
Use your own authorised school account. Live Finance requires the School Finance module and a finance officer, administrator, owner, co-owner, director or head-teacher role. Publishing fees and deciding money adjustments require an owner, co-owner or director; a person cannot approve their own adjustment request.
Before you start
Check the school, live or sample mode, currency and reporting period. Have approved source records ready and confirm who may save, approve or send this record. School subscription invoices belong to the separate Administration guide.
Confirm the configured school PayBill, statement service and date range. Prepare trusted transaction references and family account codes.
Required and optional fields
| Field | Requirement | Format or example | Prerequisite |
|---|---|---|---|
| Statement date range and PayBill | Required in this form | Pulling a statement needs both dates, end on or after start, a school PayBill and a configured statement service. It imports available confirmations for review; it does not automatically assign unmatched deposits. | The school’s statement service, PayBill setup and checked deposit references. |
| Deposit and confirmed family | Required when applicable | Before Confirm and receipt, verify transaction reference, amount and the actual family. A suggested match is not confirmed. Choose a family when no suggestion exists; holding an item leaves it unresolved. | Actual payment evidence and the saved family invoice or receipt. |
Picklist prerequisites
| Choice | Options come from | Earlier selection | If missing |
|---|---|---|---|
| Families and open invoice lines | Saved family accounts, academic membership and issued invoices. | Complete the academic import and family assignment; select the family before reviewing allocation. | Check school, family status, filters and live mode. A family without open invoices may leave a payment unallocated. |
| Deposit matches | Imported confirmations, account references and existing families. | Configure PayBill/service, pull the date range and inspect the deposit before confirming a family. | Leave an uncertain item in suspense and verify its source; do not guess the payer. |
Desktop walkthrough
Check the start date
Screen walkthrough · 0:12Download GIF ↓- Open Finance → Reconciliation. Enter From and To dates and review the request before Pull statement.
- Compare imported confirmations with the source statement. A duplicate transaction reference may already exist; investigate before importing again.
- Open the intended deposit and verify reference, amount and suggested family. Choose the actual family if no suggestion exists.
- Use Confirm and receipt only after the match is checked. Use Hold for unresolved items; Skip is a separate decision and does not establish a receipt.
- Review the batch totals and saved receipts. Resolve unmatched/suggested blockers before closing the batch; held items still need follow-up and closing locks matching.
Mobile walkthrough
Check the start date
Screen walkthrough · 0:12Download GIF ↓On a phone, open Finance and swipe the section tabs to find the named feature. Work through one panel at a time; scroll wide records or use landscape. Close the keyboard to reach the final controls.
Make prerequisite selections before later fields. Check the selected family and period again after changing filters. Use a larger screen for fee matrices and bulk billing; the written steps remain available.
Wait for confirmation, reopen the saved record and compare it with the source. If a request may have succeeded, inspect the receipt, run or history before retrying.
Save and verify
Confirmed deposits link to the correct saved family receipt; suspense and held items remain identified for the next review.
Troubleshooting
Pull fails or the batch cannot close
Check both dates, PayBill/service availability and unresolved unmatched/suggested items. Closed batches lock matching; ask the finance lead to review the supported correction path.
A record or choice is missing
Check live mode, school, permissions, year and filters. Complete the earlier family, fee-version or setup task first. An empty sample view or a loading error is not proof that a live record does not exist.
The action did not complete
Read the validation or access message. Check the saved state and any partial completion before retrying. Keep source references and ask the authorised finance lead to resolve a locked record or approval restriction.
