Reconcile credits with a reconciliation snapshot

A finance contact or an operations manager who has to explain a credit balance to someone who was not there when the credits were used. It comes up at a monthly close or when a budget owner asks why the balance dropped. The common mistake is rebuilding usage from the public price card instead of from the workspace's own records.

A worksheet checks opening balance plus credits minus charges against the closing balance and lists unmatched entries.

• In the Web workspace, open the billing or usage area and choose one period with a clear start and end.
• Record the opening balance at the start of that period and the closing balance at its end, each with a timestamp.
• Export the usage entries for the period and list any adjustments your workspace owner or Elvina recorded, with references.
• Fill out a worksheet: opening balance plus credits added minus charges, compare with the closing balance, and list every unmatched entry.

A fictional community college's continuing education office uses a Team workspace for three instructors. Their budget officer asks why the month-end balance is lower than expected. The coordinator, Mei, pulls the usage export and finds 212 entries, mostly voice-over and video regeneration from one instructor's course rebuild.

• The worksheet shows opening balance, monthly allocation added, 212 charges summed, one adjustment with a reference, and a computed closing figure.
• The computed figure matches the displayed closing balance, and the export identifies the course rebuild as the source of the drop.
• Two usage entries with the same timestamp are flagged for the workspace owner rather than assumed to be duplicates.

Preserve timestamps and transaction references. This site cannot settle billing differences or infer missing usage from a price card.

• Opening and closing balances carry timestamps taken from the workspace, not from memory.
• Every usage entry and adjustment in the period keeps its original reference.
• The arithmetic line balances, or the unmatched entries are listed with amounts.

If it does not work: make sure the export covers exactly the same period as the two balances, because a one-day overlap creates a false difference. If entries are missing or an adjustment has no reference, your workspace owner raises it under your agreement. This site cannot settle differences or reconstruct missing usage from the price card.

What counts as an adjustment? Any change to the balance that is not a usage charge or the monthly allocation, such as a correction recorded under your agreement, each with a reference.

• Do I need to reconcile every month? Reconcile at whatever cadence your budget owner reports on. A short monthly worksheet beats reconstructing a quarter.