Reconcile manual payments

In the 121 platform, payments can be processed in two different methods: with a manual payment via an FSP portal or with an FSP configuration. Below, you will find the step-by-step instructions to import the manual reconciliation data into the program, once you have received the payment instructions back from the FSP.

For payments instructions with an integrated Financial Service Provider, please refer to the instructions on the Payment with an integrated FSP page..

Who can perform actions in this page?

Finance Manager can perform actions in the Payments page. Learn more about Roles & Permissions.

Before downloading the reconciliation file into the 121 platform, there are a few steps you should follow so to adjust the file to the 121 platform.

Download the reconciliation file template

Go to the Payments page, and enter the specific payment round you would like to update.

  • On the top right, click on Import reconciliation data. Import Reconciliation data
  • In the pop-up window, you can read in the first sentence Import the file sent by the FSP to see the transaction status of the registrations included in this payment. Download the template.
  • Click on Download the template. Download Reconciliation template
  • You can now start editing this file with the requested value, as follows.

Check the reconciliation data file

A few labels must be adjusted according to the 121 platform. This relates to the payment statuses. The below table indicates the correct label names that must be filled in the payment status of your reconciliation data. The FSP may write the statuses differently than the 121 platform. Therefore, you should overwrite the status with the data indicated in the below table, column 121 Data status, in your reconciliation data file (Excel):

121 Data Status Description
success Successful, completed or confirmed payments.
error Failed payments, not received by registrations due to wrong data shared or error at the FSP.

The template has three columns:

Column What to fill in
Identifying column (the name depends on your FSP settings, for example the phone number) The value that identifies the registration, as set in the FSP settings of the program. Each value can appear only once in the file.
status success or error.
errorMessage Optional. The reason why the payment failed. Leave it empty when the status is success.

Rules for the reconciliation file

  • Use only one identifying column.
  • All rows must belong to registrations of one Excel FSP. If your program has more than one Excel FSP, Download the template downloads one template per Excel FSP. Import a separate file for each FSP.

If these labels are not correctly matching, three errors can occur in the 121 platform:

  • An error message appears to warn the data cannot be uploaded;
  • Payment statuses are not correctly updated, showing more failed or processing payments as the system cannot match the status with the imported file;
  • The format is not recognized in the platform and shows an error page.

Some data may be specific to your FSP, our team will advise you when implementing your 121 instance.

Format your file in .csv

Once your labels are updated, you can save the file as a .csv format:

  • Click on Save File in your file;
  • Add a file name, if required;
  • Select .csv format in the dropdown list;
  • Save

Import the reconciliation file

Once your updated file is ready and saved as a .csv format, you can import the payment reconciliation file:

  • Go to Payments and select the specific payment to be reconciled.
  • Click Import reconciliation data Import Reconciliation data
  • Drag and drop or click Choose file
  • Click on Import file Import reconciliation file
  • After the import, the portal automatically downloads a result file named import-fsp-reconciliation-response-<date>. It shows, for each row of your file, whether it was matched to a transaction.

Upload the correct file

The import window warns: Make sure to upload the correct file as this will override the current file. Check that the file belongs to this payment before you import it.

Payment statuses

All registrations payment statuses will be updated in the specific payment round. You can then overview the number of successful, processing and failed payments within the registrations list. Read more about the payment statuses in this page.

Need further assistance? Contact your dedicated Account Manager or reach our support team via email.