> For the complete documentation index, see [llms.txt](https://help.peoplevine.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.peoplevine.com/products/control-panel-overview/reports-overview/reconcile-gocardless.md). # How to Reconcile Transactions with GoCardless ### Before you begin (Prerequisites) * **Permissions**: Administrator, Supervisor, or Support. See: [How to Manage Users and Permissions](/products/control-panel-overview/admin-overview/manage-roles-permissions.md). * **GoCardless connected**: GoCardless must be linked as a payment processor. See: [How to Set Up GoCardless](/products/integrations-overview/setup-gocardless.md). * **GoCardless Dashboard access**: You need access to your GoCardless Dashboard to view payouts and payment details. ### Key reconciliation fields Peoplevine provides three fields that connect a transaction to GoCardless: | Peoplevine field | Holds | What it is | | ---------------- | ----------------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | `transaction_id` | GoCardless payment ID (`PM*`) | GoCardless creates a payment ID for every charge request from Peoplevine. Peoplevine stores the `PM*` ID in this field — use it to look up a specific charge in the GoCardless Dashboard. | | `batch_id` | GoCardless payout reference | Set when GoCardless pays out to the merchant. Groups all transactions included in a single bank deposit. | | `matched_on` | Date | The date the transaction was reconciled to a GoCardless bank payout. | A **Matched** tag appears on a transaction once it has been reconciled with a GoCardless bank payout. ### How reconciliation works Payments flow through three systems: **Peoplevine → GoCardless → Bank**. * **Peoplevine → GoCardless** — every time Peoplevine sends a charge request to GoCardless, GoCardless creates a payment with a `PM*` ID. Peoplevine stores the `PM*` in the `transaction_id` field. That's the link between a Peoplevine transaction and the GoCardless charge. * **GoCardless → Bank** — when GoCardless pays out to the merchant, Peoplevine receives the payout reference and stores it in the `batch_id` field. That's the link between a group of Peoplevine transactions and the bank deposit they were paid out in. > **Note**: For GoCardless ACH, **Paid On** is stamped when the transaction transitions to `processed` status. GoCardless takes time to confirm bank processing, so Paid On lands days after Charged On. Use **Matched On** when reconciling against a bank deposit, not Paid On. ### Instructions There are two common reconciliation workflows. **Workflow A — "Have my sales from a given period been paid to my bank?"** (sales-anchored) 1. Navigate to [**SELL > View Transactions**](https://control.peoplevine.com/transactions). > **Note (Pro Dash):** Navigate to **SELL > Transactions > View Transactions**. 2. Set the **Date Filter** to **Charged On** and the date range to the sales period you want to check. 3. Filter by **Processor** = GoCardless to isolate GoCardless transactions. Alternatively, if you only have one ACH processor, filter by **Payment Type** = ACH. 4. Click **APPLY**, then **SHOW DATA**. Transactions with a **Matched** tag and a **Batch ID** have already hit the bank. 5. To verify a specific deposit, take the Batch ID and locate the matching payout in your GoCardless Dashboard. > **Note**: The Batch ID is sometimes delayed in syncing back to Peoplevine from GoCardless. If a transaction shows no Batch ID yet, wait and check again later. **Workflow B — "What payments hit my bank in a given period?"** (deposits-anchored) 1. Navigate to [**SELL > View Transactions**](https://control.peoplevine.com/transactions). 2. Set the **Date Filter** to **Matched On** and the range to the period you want to check. 3. Filter by **Processor** = GoCardless to isolate GoCardless transactions. 4. Click **APPLY**, then **SHOW DATA**. The result lists every GoCardless transaction reconciled to a bank payout in that range. 5. To open the matching payout in GoCardless, use the **Batch ID** from any row. **Finding an individual transaction in GoCardless** 1. On the Peoplevine transaction detail, locate the `transaction_id` (`PM*`). 2. In the GoCardless Dashboard, search for the `PM*` ID to open the payment record. **Manually tracking a transaction (Track Transaction)** If you want to mark a transaction as matched without waiting for GoCardless to sync the `batch_id`: 1. Open the transaction in Peoplevine. 2. Enable the **Track Transaction** toggle (labeled "This transaction was matched to my processor reports"). 3. Enter the **Batch ID**, **Amount Matched**, and **Date Matched**. 4. Click **CONTINUE**. ### Re-sync transactions from GoCardless **Single transaction:** To sync the status of one transaction, go to the transaction detail page. Under the Payment ID, click the **(sync update)** link. This pulls the latest status from GoCardless for that specific transaction. **Multiple transactions:** If a batch of GoCardless transactions shows incorrect statuses in Peoplevine (for example, a transaction shows as `processed` in Peoplevine but you can see it failed in GoCardless), use the Re-sync Transactions tool to pull updated statuses. 1. Navigate to [**SETTINGS & TOOLS > Payment Processors**](https://control.peoplevine.com/admin_processors.aspx). 2. Locate your GoCardless processor and click **EDIT**. 3. In the **Sync Type** dropdown, change from **CRM Profiles + Payment Methods** to **Re-sync Transactions**. 4. Set the **From** and **To** date range to cover the affected transactions. 5. Click **SYNC**. Peoplevine pulls updated statuses from GoCardless for the date range and corrects any mismatches. > **Important**: Do not manually change a transaction's status in Peoplevine to match what you see in GoCardless. Use the Re-sync Transactions tool so the correct status flows in from the source. ### Mandate management GoCardless mandates and Peoplevine payment methods are linked but not always managed in lock-step. Operator-relevant rules: * **Member deletes ACH via the Member Portal** — Peoplevine cancels the GoCardless mandate at the same time. Both systems stay in sync. * **Admin deletes ACH via the Control Panel** — the GoCardless mandate is **not** cancelled automatically. To fully cancel, also cancel the mandate directly in GoCardless. * **Member updates bank info directly in GoCardless** — the updated information does **not** sync back to Peoplevine. The member must also update their payment method on the Peoplevine side (via the Member Portal or a payment form). * **Member tells their bank to cancel the direct debit** — the payment is declined on GoCardless and the mandate is cancelled. The member must re-add their bank details before any further charges can be made. ### Best Practice * **Set up email alerts in your GoCardless Dashboard for declined payments.** GoCardless detects a decline before Peoplevine does, and if the sync ever lags, the GoCardless email alert ensures finance and membership teams still know about it. ### What Happens Next * **Matched transactions** display the Matched tag and Batch ID in the transaction list, confirming they are reconciled to a bank deposit. * **Unmatched transactions** (no Matched tag) may need manual review — check the payment in GoCardless using the `transaction_id` (`PM*`). * **Next step**: To investigate a specific transaction's payment method, see: [How to See the Payment Method Used on a Transaction](/products/control-panel-overview/transactions-overview/view-transaction-payment-method.md). *Last updated: 2026-05-24* --- # Agent Instructions This documentation is published with GitBook. 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