Special Situations
This guide explains why your Disbursement & Fee Report (DFR) may look different from a normal settlement day and how each situation appears in the report and on your bank statement. Use this reference when you need to understand what happened and what to check next for pauses, holds, manual adjustments, failed disbursements, and other special situations.
Prerequisites: Transaction Types
Quick Reference
| Situation | DFR During Period | Net Disbursed | How to Identify |
|---|---|---|---|
Pause | Empty (no RS/RD) | N/A | Empty DFR file |
Hold | Full RS/RD | $0.00 | Negative Reserve Adjustment |
Manual Adjustment | Normal + adjustment | Varies | Manual Adjustment record |
Failed Disbursement | Full RS/RD | $0.00 | Failed Disbursement record |
Disbursement Pause
A pause temporarily stops bank transfers while transactions continue processing normally.
What triggers it: Account verification needed, compliance review, administrative holds.
Key facts:
DFR files are completely empty during the pause (no RS or RD records)
Transactions continue processing in the background
Bank transfers are queued but not initiated
Timeline Example
| Day | DFR Content | Bank Activity |
|---|---|---|
Day 1 (Pause starts) | Empty | No deposit |
Day 2 | Empty | No deposit |
Day 3 | Empty | No deposit |
Day 4 (Unpause) | 4 Transfer IDs (TRF_DAY1, TRF_DAY2, TRF_DAY3, TRF_DAY4) | Single deposit |
On unpause: A single DFR contains multiple Transfer IDs—one for each queued day. Each day's activity retains its own Transfer ID for traceability.
Important: Empty DFR does NOT mean no transactions occurred. It means no bank transfers were initiated that day.
Reserve Hold
A hold moves funds to an internal reserve while still reporting daily transactions.
What triggers it: Declined fee debit, account balance issues, elevated risk monitoring.
Key facts:
DFR shows full RS and RD records (unlike a Pause)
A negative
Reserve Adjustmentoffsets the day's activityNet Disbursed Amount= $0.00 (transactions offset by hold)
Sample DFR During a Hold (TRF_005)
| Record ID | Type | Subtype | Gross Settlement | Net Disbursed |
|---|---|---|---|---|
TXN_015 | Sale | $600.00 | $600.00 | |
TXN_016 | Sale | $350.00 | $350.00 | |
TXN_017 | Sale | $200.00 | $200.00 | |
ADJ_001 | Adjustments | Reserve Adjustment | -$1,150.00 | -$1,150.00 |
TOTAL | $0.00 |
RS Summary: Sales = $1,150 | Adjustments = -$1,150 | Net Disbursed = $0.00
What it means: You had $1,150 in sales, but a Reserve Adjustment of -$1,150 holds those funds. Your bank deposit is $0.
Sample DFR on Release (TRF_006)
| Record ID | Type | Subtype | Gross Settlement | Net Disbursed |
|---|---|---|---|---|
TXN_018 | Sale | $425.00 | $425.00 | |
ADJ_002 | Adjustments | Reserve Adjustment | +$1,150.00 | +$1,150.00 |
TOTAL | $1,575.00 |
RS Summary: Sales = $425 | Adjustments = +$1,150 | Net Disbursed = $1,575.00
What it means: Your deposit is larger than today's sales because the previously held $1,150 was released.
Manual Adjustments
A manual adjustment is an out-of-band debit or credit applied to your account outside of normal transaction processing.
What triggers it: Any money movement that needs to be adjusted outside of standard transactions.
How to identify it:
Record Type:
Adjustments, Subtype:Manual AdjustmentSeparate Transfer ID from daily disbursement
Description field explains the reason
Original Record ID is typically empty (not linked to a specific transaction)
Sample DFR with Manual Adjustments
| Transfer ID | Record Type | Subtype | Gross Settlement | Description |
|---|---|---|---|---|
TRF_DAILY | Sale | (null) | 500.00 | |
TRF_DAILY | Sale | (null) | 350.00 | |
TRF_ADJ_001 | Adjustments | Manual Adjustment | +500.00 | Credit for duplicate fees |
Manual Credit Example (TRF_007)
| Record ID | Type | Subtype | Gross Settlement | Description |
|---|---|---|---|---|
ADJ_003 | Adjustments | Manual Adjustment | +$500.00 | Credit for duplicate fees Oct 2025 |
Bank deposit: +$500.00 (separate from your daily activity)
Manual Debit Example (TRF_008)
| Record ID | Type | Subtype | Gross Settlement | Description |
|---|---|---|---|---|
ADJ_004 | Adjustments | Manual Adjustment | -$150.00 | Debit for volume shortfall Q3 |
Bank withdrawal: -$150.00 (separate from your daily activity)
Always check the Description field to understand why a manual adjustment was made.
Failed Disbursement
A failed disbursement means your bank rejected the transfer.
What triggers it: Account closed, incorrect account details, bank processing error.
Key facts:
Transactions process normally and appear in RD
A
Failed Disbursementrecord reverses the day's activityNet Disbursed= $0.00 (nothing reaches your bank)The funds are typically included in the next successful transfer
Sample DFR with Failed Disbursement
| Record ID | Type | Subtype | Gross Settlement | Net Disbursed | Description |
|---|---|---|---|---|---|
TXN_019 | Sale | $300.00 | $300.00 | ||
TXN_020 | Sale | $275.00 | $275.00 | ||
FAIL_001 | Failed Disbursement | -$575.00 | -$575.00 | Bank rejected - account closed | |
TOTAL | $0.00 |
What happens next:
On the next successful transfer, check the RS row for:
Previous failed disbursement amount(s): The recovered amountPrevious transfer ID(s): Links back to the original failed transfer
Comparison Table
| Aspect | Pause | Hold | Manual Adjustment |
|---|---|---|---|
DFR during period | Empty (no RS/RD) | Full RS/RD with Reserve Adjustment | Normal daily + adjustment record |
Transactions process? | Yes (queued) | Yes (reported daily) | N/A |
Bank transfer | None | None (Net = $0) | Separate transfer |
How to identify | Empty DFR file | Negative Reserve Adjustment | Manual Adjustment + Description |
Resolution | Multiple Transfer IDs on unpause | Positive Reserve Adjustment | N/A (one-time event) |