Start with the processor’s batch identifier, closing time and expected funding date. List gross transactions, refunds, adjustments and any separately assessed charges. Then match that batch to the bank entry. Keep unresolved differences on a separate list rather than silently changing the sales figure to make the numbers agree.
For a mobile merchant, add a note when a device was offline or a batch closed late. For online orders, distinguish authorization from capture. These operational events can change which report an owner should examine. A useful exception log contains the amount, transaction reference, person investigating and next follow-up date. Send only the necessary transaction information through the provider’s approved support channel; a screenshot containing complete customer details is not a substitute for a clear reconciliation question.