End of Day – EFTPOS & Payment Reconciliation

Each day, we reconcile EFTPOS and Cliniko payments to ensure our records are accurate and complete.

Important Note:

EFTPOS settlement occurs automatically at midnight via NAB. However, we run a pre-settlement each day to confirm totals before the system resets.

✅ Step-by-Step: Pre-Settlement on EFTPOS Machine

1. On the NAB EFTPOS machine, select:
   Settlement → NAB Pre-Settlement

2. Select Print

3. When prompted:
   “Do you want to print a transaction listing for this?” → Select NO

4. A summary receipt will print, showing all EFTPOS transactions for the day.

5. Repeat the process for HICAPS, if applicable.

6. Add up the spiked (manual) receipts for the day and confirm the total matches the EFTPOS settlement.
   
   

📋 Run the Daily Payments Report in Cliniko

1. In Cliniko, go to:
   Reports → Transactions → Daily Payments

2. Select the correct date and create the report.

3. Review to ensure EFTPOS and HICAPS totals match the printed settlement receipts.

4. Print the report.

⚠️ If There Is an Error or Totals Don't Match

If the EFTPOS total in Cliniko does not match the printed settlement:

🔍 Step 1: Re-check Receipts vs Cliniko Entries

• Match each EFTPOS receipt to a Cliniko transaction.

• Look for any entries that:

  • Are missing altogether

  • Have been accidentally entered under the wrong payment type (e.g. Direct Deposit, Cash, etc.)
    
    

🛠️ Step 2: Correct the Entry in Cliniko

• Open the client’s appointment in Cliniko

• Click on the payment

• Select Edit

• Change the payment type to EFTPOS

• Save changes

Once corrected, re-run the Daily Payments Report and check if totals now match.

🗂️ Filing the Documents

1. Staple all EFTPOS and HICAPS receipts together.

   • Ensure the settlement receipt is on top.

   • Highlight the date clearly.

2. On the printed Cliniko payment summary:

   • Highlight the date and the total amounts entered.

   • Add your initials to confirm it has been checked.

3. File the full bundle in the top drawer of the filing cabinet.

4. At the end of each month, group all daily bundles together.

   • Use a bulldog clip or folder.

   • Label clearly with month and year (e.g. June 2025).