Retail | BLAZEPAY ACH (Aeropay) Reconciliation

Below are available guides to help in-store sales and management teams understand how to reconcile BLAZEPAY ACH 

ACH Reconciliation

For reconciliation purposes, it is recommended to use the Batch Report within the payment provider's merchant portal to match the credits and debits from Aeropay in your business bank account.

1. To start, log in to the Aeropay Merchant Portal. In doing so, the Payments Tab will usually be the first thing you see; if not, navigate to the Payments Tab before proceeding to the next step.

   1. If you do not have access to the Aeropay Merchant Portal, please contact support@blaze.me for assistance.
   
   
   
   
2.  Next, navigate to the right-hand side of the screen and look for the icon with a downward arrow over a file (shown below). Once clicked, a pop-up window will appear (shown below), allowing you to customize the data exported in the reports.
   
   1. Start Date → to select the start date of the report, either type in the dates desired into the mm/dd/yyyy fields or click the calendar icon on the far right to pull up a calendar view
   2. End Date → to select the end date of the report, either type in the dates desired into the mm/dd/yyyy fields or click the calendar icon on the far right to pull up a calendar view
   3. Include Voids → to include voids in the report, toggle the button on
   4. Include Refunds → to include refunds in the report, toggle the button on
   5. Selected Locations → to choose the desired locations for the reports, use the location field drop-down to add them in or get rid of a location by clicking the x
   6. Enter Recipients → to send these reports to multiple recipients or change the email address it is going to, use the email address field
      
      
3. Once the "Send Report" button is selected, the email address entered will shortly receive an email from Aeropay with the Transaction and Batch Reports available for download.
   1. 
4. Understanding & Using the Transaction Report
   1. Transaction Report = Activity log
      
      1. Charge → the dollar amount charged to the customer (excluding tip)
      2. Tip → any tip amount added by the customer during checkout
      3. Charge + Tip → the total value of the transaction, including tip
      4. Payout → the amount paid out to the customer (if applicable)
      5. Fee → the total fee deducted from the transaction
      6. Reward → any cashback, incentive, or discount applied to the transaction
      7. Net Amount → the final amount the merchant receives (Charge + Tip - Fee - Reward)
         
         
      
      NOTE

      Use this report to:

      • View individual transactions
      • See customer payments
      • Check tips, fees, and status

      Important:

      • All transactions show as positive values.
      • Even refunded transactions still show the original amount.
      • The status will update to “refunded,” but the amount will not change.
      This report is NOT accurate for financial reconciliation.
      
      
      
5. Understanding & Using the Batch Report
   1. Batch Report = Money movement (recommended for reconciliation)
6. 1. 1. Batch ID → a unique identifier for the batch used for internal tracking
      2. Location Fee ID → the internal identifier for the location associated with a fee
      3. Merchant ID → a unique identifier for the merchant account
      4. Time → the date and time the batch deposit occurred
      5. Transaction Deposit → the aggregated total of all the transactions included in the batch deposit
      6. Declined Payout Deposit → lump sum of total declined ACH payouts
      7. Payout Withdrawal → the total of payouts issued to your customers
      8. Refund Withdrawal → the total amount of refunds issued to your customers
      9. Fee Withdrawal → the lump sum of Aeropay fees deducted
      10. Transaction IDs → the unique identifiers used to correlate the transactions associated with the individual batch
          
          NOTE
          

          Use this report to:

          • Reconcile what actually hit the bank
          • Understand deposits and withdrawals

          Key fields:

          • Transaction Deposit → money coming in
          • Refund Withdrawal → refunds deducted
          • Fee Withdrawal → fees deducted

          This is the only report that reflects real cash flow
          
          

7. Reconciliation workflow

   1. Step 1

      Pull the Batch Report for your date range

      Step 2

      Use:

      • Transaction Deposit
      • Refund Withdrawal
      • Fee Withdrawal

      Step 3

      Calculate:

       

      Net payout = Deposits – Refunds – Fees
      
      

       

      Step 4 (Optional)

      Use the Transaction Report only to:

      • Investigate specific transactions
      • Validate order-level details

8. Common Mistakes to Avoid

   Avoid using the Transaction Report totals for reconciliation.

   Do not expect the refunds to show as negative amounts.

   Avoid mixing both reports in one calculation.

    

9. Reconciliation Guideline

   If you're reconciling money → use Batch Report

   If you're reviewing activity → use Transaction Report