How to Access Transaction Data in Softpay for Reconciliation and Best Practices
Softpay provides multiple options for accessing transaction data to facilitate daily reconciliation and accounting. Below is an overview of the available methods and best practices for ensuring accurate reconciliation.
Transaction Data Access Options
1. APIs and SDKs
Softpay offers the ability to retrieve transaction data programmatically through both AppSwitch and Cloud API.
Softpay AppSwitch includes a batch feature which lets you fetch all transactions in batches of 24 hours. The batch number rolls over at 3 AM local time.
Softpay also offers Cloud API which allows you to retrieve transaction data programmatically. The Transactions endpoints enable filtering by parameters such as appId, batchNumber, and a specific time window (e.g., setting days=1 for the past 24 hours).
2. In-App Reports
The Softpay app provides daily reports that include totals per card scheme, along with details like STAN and batch numbers. These reports are updated daily, with batches rolling over at a specific time. The app retains the last 10 days of transaction history, which is tied to the current AppID.
Note on API Usage
The Onboarding/MIA "Orders" API is designed for managing Softpay licenses and does not provide access to transaction data.
Best Practices for Reconciliation and Accounting
1. Use Acquirer Reports as the Source of Truth
For accounting and settlement reconciliation, rely on acquirer reports as the definitive source of truth. While terminal or POS data can confirm whether a card payment was made, acquirers may later update a transaction’s outcome (e.g., in cases of fraud). Therefore, acquirer reports should be the primary reference for financial reconciliation.
2. Ensure Consistency Between Terminal Data and Acquirer Reports
While acquirer reports are the authoritative source, it is essential to ensure that terminal or POS data aligns with these reports to confirm the occurrence of transactions. This practice helps identify discrepancies early and ensures accurate record-keeping.
The transaction final state will tell you whether a transaction has completed or failed and at that point you can sync the outcome for reporting purposes.
Key Considerations
Store the data at the time of handling the transaction - final state is the golden rule, at which point you may just as well sync it for reporting purposes.
Regularly reconcile terminal/POS data with acquirer reports to maintain financial accuracy.
Be aware that the Onboarding APIs Orders endpoint does not expose transaction data.