Key Facts
Zeller is an EFTPOS card payment processor providing standalone point-of-sale terminals at the Pride of Our Footscray venue, operating independently of the primary Square POS system.
Current Deployment
- Type: Card terminal provider
- Location: Venue physical card terminals
- Integration status: NOT integrated with Square POS system
- Cards processed: Visa, Mastercard, AMEX, other schemes supported by Zeller
Critical Operational Issue
The lack of integration between Zeller terminals and Square POS creates a significant reconciliation problem:
The Problem
- Staff process Zeller card payments through standalone terminals
- Because there is no system integration, staff must manually enter transactions into Square POS
- To bypass the need for manual data entry, transactions are incorrectly coded as “Cash” in Square
- This creates false cash records in the financial system while actual card settlement occurs through Zeller
Financial Impact
This miscoding has created the Square Cash Clearing Issue:
- SQ-600000 account balance: $65,829 credit (highly unusual — clearing accounts should balance to zero)
- Affected transactions: Approximately 30 FY25 transactions across multiple months
- Estimated miscoding: ~$208,965 in Zeller card transactions incorrectly recorded as Square cash
Reconciliation Complexity
The disconnect between Zeller card processing and Square’s cash records means:
- Bank deposits do not match Square cash reports
- Zeller settlement statements do not reconcile to any Square line item
- Manual discovery and reclassification is required for each transaction
- Ongoing risk of duplicate payments or missing transaction records
Resolution Options
- System integration: Implement Zeller-to-Square API integration to automatically sync card transactions
- Process change: Implement separate Zeller terminal management with direct Xero coding (bypassing Square for these transactions)
- Terminal consolidation: Migrate Zeller processing into Square if Square provider supports the required card schemes
Related Pages
- Square POS — Primary point-of-sale system (lacks Zeller integration)
- Square Cash Clearing Issue — Reconciliation problem caused by Zeller miscoding
- Bank Reconciliation — Affected process
- Pride of Our Footscray — Client organisation