Reconcile Braintree transactions to NetSuite

The "Payout to Reconciliation Automation for NetSuite" integration app automates the cash reconciliation process. The app downloads the settlement transactions from the Braintree transaction API to match the outstanding payments and refunds. If you're manually reconciling the transactions by creating deposit records in NetSuite and then moving funds around, the integration app automates the process for you. This also helps you to track and accurately match the balance in the accounting systems with the balance in the Braintree statement. With the "Payout to Reconciliation Automation for NetSuite" integration app, you can:

• Automatically request for the Braintree transactions.
• Process multiple transaction reports in one run.
• Apply the undeposited transactions and move them to the bank account.
• Report transactions that are causing discrepancies and unsettled amounts. 
• Delay the reconciling process for a certain window with the Lag to bring payout-related records setting.

Understand the flow

The Braintree transactions to NetSuite deposit flow get the transaction records from Braintree Transaction API with the transaction status settled. This scheduled flow then creates bank deposits in NetSuite.

Note: If you run the flow for the first time, select a custom date which is the start date and the current date will be the end date. From the next flow run, the flow syncs the data in the “delta flow” format.

For each Braintree transaction whose,

• If the transaction type is a payment, the flow looks for a cash sale, payment, or customer deposit that matches with Braintree transaction ID mentioned in the flow mappings.
• If the transaction type is a refund, the flow looks for a cash refund or customer refund that matches with Braintree transaction ID mentioned in the flow mappings.
• While processing the transactions, If duplicate transaction records are available with matching criteria, the first available match is considered. 

A custom record “Celigo Payout Variance Transaction” is created in NetSuite for all the variance transactions linked to the NetSuite deposit. You can select an account to track your variances separately in the NetSuite GL account to track variance settings. A variance transaction is created in the following scenarios:

• If the NetSuite transaction amount value does not match the Braintree transaction value, a variance transaction with the type “Amount Mismatch” is created in NetSuite. 
• If no transaction is found, a variance transaction with the type “Missing Transaction” is created in NetSuite. 

Set up a connection with Braintree

For more information on how to understand and install the payment gateway, see:

• Understand the "Payout to Reconciliation Automation for NetSuite" integration app and its structure
• Install the "Payout to Reconciliation Automation for NetSuite" integration app

Configure flow settings and run the flow

1. In your integrator.io account, click Payout to Reconciliation.

   Note: Make sure to select the appropriate Braintree account in the Payout to Reconciliation drop-down list at the top-right.

2. Go to Settings.
   
   
   • In the NetSuite GL bank account setting, choose a NetSuite GL bank account to deposit funds received from Braintree.
   • In the NetSuite GL account to track variance setting, choose a NetSuite GL account to track your variances. A variance is reported if there is an amount mismatch or a matching transaction is not found in NetSuite. 
   • In the Duration to reconcile transactions setting, enter the number of days prior to the current date to reconcile transactions in NetSuite.

     Example: If the current date is January 30th and you want to reconcile transactions since January 1st, enter 30 in the setting.
     If you leave it empty, all available transactions are retrieved for reconciliation.

     Limitation: This setting only accepts natural numbers. If you enter values such as “3.5”, “-10”, or “ten”, you will receive an invalid error.

   • In the Lag to reconcile payouts setting, enter the number of days to ignore transactions between the previous flow run date and the present date. This setting helps you to reduce any missing transactions.

     Example:  If you provide a lag of 4, assuming your previous flow run date is Nov 5th and the current date is Nov 10th, the flow considers all transactions from Nov 1st to Nov 6th. 

3. Click Save.
4. Go to Flows.
5. Next to the Braintree transactions to NetSuite deposit flow, enable the flow by clicking the On/Off toggle button.
6. Click Run.
   After you run the flow, you can check the record counts and their status on the Dashboard.
   
   

Understand NetSuite records

After you run the Braintree transactions to NetSuite deposit flow, the following records are created in NetSuite:

• Deposit
• If any variance, Celigo payout variance transaction.

Celigo source account details

For every Braintree connection that you configure in the integration app, a record is added on the “Celigo source account details” page. Each record is added as a separate line with the connection name and store ID. The integration app ID is treated as the store ID for now.

Deposit

In the Deposit record, you can find the following:

• Account
• Amount details
• The “Memo” field shows the timestamp with the start date and end date. This will help you to understand during which time period these transactions are synced. 
• Deposit number

Items tab

You can find the following sub-tabs:

• In the Payments sub-tab, you can find all the corresponding transactions such as cash sales, cash refunds, customer deposits, and customer refunds. 
• In the Other Deposits and Cash Back sub-tabs, you can find the refund adjustments, variances, and fees. The amounts are grouped by the transaction type and are displayed as individual lines.
  • Any amount that is added to the Deposit is tracked in the “Other Deposits” tab.
  • Any amount that is deducted from the Deposit is tracked in the “Cash Back” tab. 

Payout tab

In this tab, you can find the Source Account Name that is listed on the “Celigo source account details” page. You can also find the complete list of variance transactions for the particular deposit record.

Celigo payout variance transaction

A variance transaction can occur when there's a mismatch between the order totals in Braintree and NetSuite. It could also be because the transactions were not found in NetSuite. In NetSuite, all the order and transaction details that cause variance are reported in the “Payout” tab.

In this record, you can find the following:

• Type: You can find the transaction event code that will help to identify which transaction type there was a variance transaction created. 
• Variance Type: “Missing Transaction” or “Amount Mismatch”
• NetSuite Deposit: You can find the deposit record linked.
• Variance Amount
  • In the “Original Amounts” tab, you can find the following:
    • Transaction Amount
    • Transaction Net
    • Transaction Fee
  • In the “IDs” tab, you can find the “Transaction ID.” This is the original Braintree transaction ID.

For more information, see Understand the payout variance transactions.