Batches
The Batches page shows a paginated list of all batches for your locations. A batch represents a group of transactions settled together by your payment processor.
Batch List
Each batch row shows:
| Column | Description |
|---|---|
| Batch # | The batch reference number assigned by Datacap |
| Location | The location this batch belongs to |
| Date | The date the batch was created or closed |
| Transactions | Number of approved transactions in the batch |
| Net Total | The settled dollar total for the batch |
| Discrepancies | Number of unresolved discrepancies |
| Status | Open, Closed, Reconciled, or Discrepancy |
| Reconciled | Date and time reconciliation was last run |
Filtering Batches
Use the filter bar at the top to narrow down the list:
- Location — filter to a specific location
- Status — filter by Open, Closed, Reconciled, or Discrepancy
- Date Range — filter by batch date
- Page size — control how many rows appear per page
Batch Statuses
| Status | Meaning |
|---|---|
| Open | Batch is still active — transactions may still be coming in |
| Closed | Batch has settled but has not been reconciled yet |
| Reconciled | Datacap and POS records match — no discrepancies found |
| Discrepancy | One or more transactions don't match between Datacap and the POS |
Viewing a Batch
Click View on any batch row to open the batch detail page. This shows:
- Batch summary (reference number, date, status, totals)
- Full list of Datacap transactions for the batch
- Full list of POS transactions for the batch (fetched live from your POS system)
- Side-by-side comparison when reconciled
Datacap Transactions
These are pulled directly from the Datacap reporting API. Each row shows the transaction code, card type, last 4 digits, amount, auth code, and timestamp.
POS Transactions
These are fetched live from your POS system for closed batches, or always live for open batches. They allow you to compare what your POS recorded against what Datacap settled.
Reconciliation
Reconciliation compares your Datacap transactions against your POS records to identify any discrepancies — missing transactions, amount mismatches, or transactions that appear in one system but not the other.
To reconcile a batch:
- Open the batch detail page
- Click Reconcile
- The portal will fetch the latest data from both Datacap and your POS
- Results are displayed immediately showing any discrepancies found
Discrepancy Types
| Type | Meaning |
|---|---|
| Missing in POS | Datacap has a transaction your POS doesn't |
| Missing in Datacap | Your POS has a transaction Datacap doesn't |
| Amount Mismatch | Both systems have the transaction but the amounts differ |
Resolving Discrepancies
Discrepancies can be marked as resolved once you've investigated them. A batch with all discrepancies resolved can be considered reconciled for accounting purposes.
Syncing
The portal automatically syncs transaction data from Datacap every 15 minutes during business hours. If you need fresh data immediately, click Sync Now in the batch list header.
Sync Now is available to administrators. If you don't see this button, contact your administrator to trigger a manual sync.