Reconciliation
Reconciliation is a platform feature that allows the user to update the statuses of transaction ids to align the PureSpectrum platform data to their needs.
For surveys in a Live or Paused status, users can upload a file of transaction ids to “reject” (change to a Terminate status) as many times as desired while the project is in field. Take note while multiple reconciliation can be made, transactions ids can only be reconciled once.
For Closed surveys, users can upload a file of transaction ids to “accept” (change to a Complete status) one final time before invoicing the project.
IMPORTANT:
Please note that individual transaction ids can only be reconciled once. If additional status changes need to be made, please contact your Account Manager or the PureSpectrum support team.
Reconciliation Deadlines
We recommend as a best practice to process your reconciliations as soon as your project is closed. However, the reconciliation deadline for each transaction will be the end of the following month based on the transaction's entry date.
Example: In a project that is run at the end of October into early November, the October ids will have November 30th as their reconciliation deadline while the November ids will have December 31st as their reconciliation deadline.
If all transactions in the project has passed their reconciliation deadline, the project will automatically move to “Invoiced” status.
Enable Reconciliation Feature:
If you are unable to see the Reconciliation options described below, ask an Account Manager to enable the feature on your account.
How to Reconcile
- Click into a survey to enter the survey dashboard
- Locate and click the “Reconcile” tab
- Review the “type of reconciliation”
- If a survey is Live or Paused - Allows user to upload “rejects” (unsatisfactory ids you wish to change to a Terminate status)
-
If a survey is Closed - Defaults to upload “accepts” (all valid ids you wish to change or remain as Complete status) and all other Completes not in the upload will be rejected
- If a survey is Closed you may change the type of reconciliation to “Rejects” if only removing ids is desired
- If a survey is Closed you may change the type of reconciliation to “Rejects” if only removing ids is desired
- Download template
- Fill template with either rejects or accepted transaction ids depending on the type of reconciliation selected
- These ids can be found in a survey report from the “Reports tab” in the platform
- We recommend when inputting the ids to Copy & Paste as values to ensure no formatting errors
- You can upload ids from multiple surveys and the reconciliation will apply to all as long as all surveys are Closed
- Make sure to save as “.csv” or “.xlsx” file
- Upload the reconciliation file
- Review the Confirmation page
- Example of a Reject file confirmation - Rejecting 3 ids
- Example of a Accept file confirmation - Accepting 1 id, rejecting 1 id
- Example of a Reject file confirmation - Rejecting 3 ids
- Click “Yes, let's update” if everything looks good, otherwise “Cancel” and re-upload your file
- Refresh the page and you should see reflected counts accordingly
- Note: Depending on number of ids it may take up to 30-40min for the ids to update in rare cases
Reconciliation History Log
An activity history log will be kept in the Reconcile tab for organizational purposes. Here you can see Summaries of past uploads as well as the reconciliation types, dates, and number of transactions.
By clicking the “File Name” column you can also redownload a reconciliation file and see each uploaded transaction's:
- Survey
- Survey Status
- Validity
- Eligibility
- Past Reconciliation Date (if applicable)
- Reconciliation status at time of upload
- Current Status
- New Status
