Reconciliation is the process of matching payments recorded in Boxify with the actual payments you received.
This ensures that your Boxify records accurately reflect your real payment data — and directly impacts your revenue and analytics reporting.
Why Payment Reconciliation Matters
In Boxify:
✔ Revenue reporting
✔ Collection status
✔ Analytics (number of payments, revenue graph)
…all depend on correct payment statuses in the system.
If the payment has not been properly reconciled and confirmed, the system will not count it as paid — even if you’ve manually reconciled bank data.
Key Principle: Reconciliation ≠ Paid Confirmation
Reconciliation alone does not tell the system that payment is completed.
To be properly recognised, both of the following actions must be done:
- Reconcile the payment amount in Boxify
- Toggle the item status to “Paid”
If you reconcile but do NOT toggle status:
👉 Boxify will NOT consider the item as paid
👉 It will NOT count towards Revenue
👉 It may still appear in the Collection report
👉 Analytics charts will NOT show the payment
Note on Payment Methods
If you are using a Payment Gateway, reconciliation and item status updates may happen automatically.
If you are using Offline Bank Transfer, you must manually reconcile and toggle the item status to “Paid”.
(See: Payment Gateway vs Offline Payment Guide)
How to Reconcile a Payment
There are two ways to reconcile a payment in Boxify:
1️⃣ From the Order Page
2️⃣ From the Payments Menu
Both methods perform the same function — they confirm that the payment recorded in Boxify matches the actual payment received.
Method 1: Reconcile from the Order Page
Use this method when you are reviewing a specific order.
Step 1: Go to Orders from the left menu.
Step 2: Open the specific order, click the RECEIPT tab.
Step 3: Verify the payment amount against your bank record or receipt.
Step 4: Toggle the Item Status to Paid & click Save.
⚠ Important:
Reconciliation alone does NOT confirm payment.
You must also toggle the item status to Paid.
Method 2: Reconcile from the Payments Menu
Use this method when you want to review multiple payments at once.
Step 1: Go to Payments
Step 2: Locate the transaction to be reconciled
Step 3: Confirm the payment amount matches your bank record.
Step 4: Key in the amount & toggle to Paid
Step 5: You may record a remark if you have any for this payment record.
This method is useful when:
- You are reviewing uploaded receipts
- You are reconciling multiple bank transfers
Which Method Should I Use?
| Situation | Recommended Method |
|---|---|
| Checking one specific order | Order Page |
| Reviewing multiple payments | Payments Menu |
| Handling bank transfers with receipts | Payments Menu |
| Quick manual confirmation | Order Page |
Both methods update the same system record.
Important Reminder
Reconciliation confirms the amount matches your real payment record.
However, Boxify only recognises payment when:
✔ The payment is reconciled
✔ The item status is toggled to Paid
If you forget to toggle to Paid:
- The system will still treat the item as unpaid
- It will appear in Collection Report
- It will not be counted in Revenue
- Analytics payment charts will not update
After Reconciliation
Once payment is reconciled and item status is set to Paid:
- The order moves closer to fulfilment
- It will be recognised as Revenue once the order status becomes Ready to Ship or Shipped
- Analytics and reports will update accordingly
Customer’s view of the payment reconciliation in the shopping cart
- Total Payment = Merchandise subtotal + Shipping subtotal – Received payment.
