Orbis Web · Reconciliations
Version 2026.10

Renfe Reconciliation: match your train tickets against the Renfe settlement

Import the Renfe settlement, compare it with the train services in Orbis Web and instantly find any differences in amounts or commissions. For the agency's administration and accounting staff.

Basic concepts

What Renfe Reconciliation is

Renfe Reconciliation saves you from checking the Renfe settlement by hand: it cross-checks the tickets in the settlement file against the train services recorded in Orbis Web and produces a report with the result, so you only have to deal with what does not match. Then, in Ticketing Control, you mark all the reconciled tickets as paid in one go.

You will find it under Reconciliations › Renfe Conciliation. It works in the same way as BSP Reconciliation: one screen with the FILTERS block (which tickets and services are included in the comparison) and the CONFIGURATION block (how they are compared), with the actions in the button bar and in the Actions menu.

The file already comes as textUnlike BSP, the Renfe settlement is downloaded directly in TXT format from the Renfe website, so there is no need to convert it: you import it into Orbis Web as it is.
ActionBar buttonWhat it does
ReconcileFirst buttonOpens the reconciliation report according to the filters and configuration.
Import File RenfeSecond buttonOpens the file browser so you can load the Renfe TXT file from your computer.
Manage Files RenfeThird buttonOpens the Files Renfe window with the imported settlements.
HelpFourth buttonOpens the Orbis Web help in a new tab.
ImportantFile first, reconciliation secondWithout an imported settlement there is nothing to compare against. Import the file for the period before you reconcile.
Video

Renfe reconciliation on video

The reconciliation from start to finish, in 4:48. Click the image to watch it.
Common procedure

The 6 steps of a reconciliation

Open the screenIn the side menu, go to Reconciliations › Renfe Conciliation.
Download and import the settlementDownload the settlement TXT file from the Renfe website and import it with Import File Renfe.
Set the filters and configurationChoose the file, the date range and the checks you want to apply.
Reconcile, balance and create the commissionsClick Reconcile, balance the incorrect tickets and generate the file for the commissions not found.
Change the payment dateFrom the report, assign the payment date to the tickets found.
Complete in Ticketing ControlFilter by that payment date and complete the services: with the L button if you post accounting entries per booking file, or by generating the supplier invoices if you post them per invoice.
Task: identify the parts of the screen. Recreation of the screen with sample data.

Parts of the screen

  1. In the side menu, open Reconciliations and choose Renfe Conciliation.
  2. From left to right, the button bar contains Reconcile, Import File Renfe, Manage Files Renfe and Help. Hover over each button to see its name.
  3. The Actions menu groups the same actions as a list.
  4. In FILTERS you choose which tickets and services are compared.
  5. In CONFIGURATION you decide how they are compared; Reset Filters restores the default values.
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Before importing

Download the Renfe settlement as TXT

What it is for

Orbis Web reconciles using the Renfe settlement file in text format (TXT), which Renfe lets you download directly from its website.

When to use it

Every time Renfe publishes a new settlement, before you import it into Orbis Web.

Go to the Renfe websiteLog in with your agency's user to the Renfe website where you view the settlements.
Download the TXTChoose the settlement for the period and use the option to download the file in TXT format.
Save it on your computerSave the file without opening or changing it; this is the file you will import into Orbis Web.
Common errorDownloading the settlement in another formatOrbis Web only imports the TXT file. If you download a PDF or a spreadsheet, go back to the Renfe website and choose the TXT download. Also, do not open or save the TXT with another program before importing it.
Module

Import Renfe file

What it is for

Loads the Renfe settlement for a period into Orbis Web so you can compare it with your train services.

When to use it

Every time you download a new Renfe settlement, before you reconcile that period.

Task: open the file browser to import a Renfe file. Recreation of the screen.

Step by step

  1. Click the Import File Renfe button (the second one in the bar)…
  2. …or open Actions and choose Import File Renfe.
  3. In your computer's file browser, select the TXT file downloaded from the Renfe website (you can choose several at once) and confirm.
  4. Check in Manage Files Renfe that it appears with its settlement number and period.
Common errorThe file does not appear in the File filterIf the import has not finished or the file is not a Renfe settlement in TXT, it will not be available for reconciliation. Check the Files Renfe window and import it again if it is not listed.
Module

Filters

What it is for

Defines which tickets from the Renfe settlement and which Orbis Web services are included in the reconciliation.

When to use it

Always before reconciling: at the very least, choose the File and check the default dates.

Task: choose the Renfe settlement and narrow down the services. Recreation of the screen with sample data.

Step by step

  1. Open File and tick the settlement for the period. You can use the search box or Select all.
  2. If you need to, limit the reconciliation by Branch, Suppliers or Ticketing Type.
  3. Set the date ranges and, if you want, the ticket number range.
  4. In Include Services, choose Files, Groups or All.
  5. Tick or untick the check boxes depending on what you want to see in the report.
FilterWhat it doesDefault
FileImported Renfe settlement or settlements to compare against. Each one is shown with its Id, its settlement number and its month.Empty
BranchLimits the Orbis Web services to one or more branches.Empty
SuppliersLimits the reconciliation to the chosen suppliers (multiple selection with search box).Empty
Ticketing TypeTicketing types included: (1) - SIN BILLETAJE, (2) - BSP, (3) - RENFE and (4) - LOW COST.Empty
Issue Date, Sale Date, Payment DateFrom / To ranges to narrow down the services by each date.Sale and Payment from 01/01/2026
Ticket NumberFrom / To range of ticket numbers.Empty
Include ServicesServices from files, from groups or from both.All
Include Services Without Payment DateAlso takes into account services that do not have a payment date yet.Ticked
Control CommissionAlso compares the ticket commission, not just the amount.Ticked
Show correct tickets in the reportIncludes the tickets that match in the listing, as well as those with differences.Unticked
Common errorTickets from the end of the previous year are missingFrom Date of Sale and From Payment Date are pre-filled with 01/01/2026. If you reconcile a settlement from another period, change or clear those dates so that the services are not left out.
Module

Configuration

What it is for

Defines the comparison rules: which Renfe operations are taken into account, what margin is accepted in the amounts and how the report is sorted.

When to use it

When the report shows differences you are not interested in (cents, refunds, services already received) or you want to review it by ticket number.

Task: set the reconciliation rules. Recreation of the screen with the default values.

Step by step

  1. Leave Include EC and EA trade types ticked if you want those settlement operations to be included in the comparison.
  2. In Maximum Deviation (Absolute Value), enter the amount difference you accept as correct.
  3. Tick Sort by ticket number if you prefer the report sorted that way.
  4. Tick Exclude Received Services or Exclude refunded tickets to leave them out.
  5. If you want to start from scratch, click Reset Filters.
OptionWhat it doesDefault
Include EC and EA trade typesIncludes the EC and EA operations from the Renfe settlement in the reconciliation.Ticked
Maximum Deviation (Absolute Value)Maximum amount difference, positive or negative, that is considered correct.0.02
Sort by ticket numberSorts the report by ticket number.Unticked
Exclude Received ServicesLeaves out the services that have already been received.Unticked
Exclude refunded ticketsLeaves out the refunded tickets.Unticked
Reset FiltersRestores the filters and configuration to their default values.—
Enter the deviation with a full stopThe default value appears as 0.02, with a decimal point. Use the same format if you change it, for example 0.50.
Module

Reconcile

What it is for

Runs the comparison and opens the Report Renfe Conciliation window with the reconciled tickets according to the filters and configuration.

When to use it

After importing the Renfe settlement and choosing it in the File filter.

Task: run the reconciliation. Recreation of the screen.

Step by step

  1. With the filters ready, click the Reconcile button (the first one in the bar)…
  2. …or open Actions and choose Reconcile.
  3. The Report Renfe Conciliation window opens with the listing, the summary and the legend. Review the tickets with a key (* mismatch, ** not found) and, depending on the case, correct the service in Orbis Web or raise a claim with Renfe.
How to read the reportEach ticket found appears twice: the settlement line and the Orbis Web line, with the booking file underlined in EXP/GRP. After each report action (reconciling incorrect bills, generating the commissions file or changing the payment date), Orbis Web shows a success message and closes the report: click Reconcile again to see the result.
Common errorThe listing is emptyUsually no file is ticked in File or the dates leave out the services for the period. Check both filters and reconcile again.
Module

Balance the incorrect tickets

What it is for

Balances, in one go, the commission and tax of the tickets that do not match the Renfe settlement, so that they are the same.

When to use it

After reconciling and always before changing the payment date, when the report shows tickets with the * key (ticket mismatch).

Task: balance the tickets that do not match. Recreation of the report (abridged) and of the confirmation window with sample data.

Step by step

  1. In the report, review the tickets with the * key and the Non-matching tickets total in the SUMMARY. Check that the difference is in the commission or the tax and not in any other data.
  2. Click Reconcile incorrect bills, below the report.
  3. In the Are you sure? window, click Accept to balance them, or Cancel if you want to review them first.
  4. Click Reconcile again and check that Non-matching tickets is now 0. Then create the commissions not found.
CautionIt applies to all the incorrect tickets in the reportBalancing changes the commission and tax of the services in Orbis Web. If any ticket does not match for another reason (amount, taxes or an issuing error), correct it manually or raise a claim with Renfe before accepting.
Module

Create the commissions not found as a file

What it is for

Commissions settled by Renfe that have no service in Orbis Web appear as not found. With one click, a file is created for them and they are included in the settlement.

When to use it

After balancing the incorrect tickets and before changing the payment date, when the report shows commissions with the ** key.

Before you start: set up the customer and supplier (only once)

The file is created with the customer and supplier you specify in the branch configuration, where you also choose how the tickets are matched. Do this once per branch, before the first reconciliation.

Task: set the reconciliation criterion and the customer and supplier for the commission files. Recreation of the screen with sample data.

Step by step

  1. Go to Configuration and open Branches; choose the branch you are going to reconcile.
  2. In the branch menu, open Reconciliations and choose Renfe.
  3. Check in RENFE automatic reconciliation how the tickets are matched (Ticket Number or Desk and Sequence), then choose the customer in Customer for automatic Renfe commission file creation and the supplier in Supplier for automatic Renfe commission file creation.
  4. Save with the ✓ button.
FieldWhat it specifies
RENFE automatic reconciliationData used to match the settlement tickets with the services: Ticket Number (default) or Desk and Sequence.
Customer for automatic Renfe commission file creationCustomer used to create the file for the commissions not found.
Supplier for automatic Renfe commission file creationSupplier used to create that file.

Generate the files from the report

Task: create the file for the commissions not found. Recreation of the report (abridged) with sample data.

Step by step

  1. In the report, find the commissions with the ** key (not found).
  2. Click Generate file of commissions not found and confirm if prompted.
  3. Click Reconcile again: the commissions go from not found (**) to not matching (*), because the booking file is created with one service of amount 0.00 per commission. Then change the payment date.
Common errorThe file is not createdCheck that the branch has the automatic creation customer and supplier filled in under Configuration › Branches › Reconciliations › Renfe.
Module

Change the payment date of the tickets found

What it is for

Assigns the same payment date to all the Orbis Web services that the reconciliation has found in the Renfe settlement. You then use that date to find them all together in Ticketing Control.

When to use it

When you have already balanced the incorrect tickets and created the commissions, the report is correct and you are going to mark the tickets for the period as paid to Renfe.

Task: set the payment date of the tickets found. Recreation of the report and of the confirmation with sample data (the report is abridged).

Step by step

  1. Click Reconcile and, in the Report Renfe Conciliation window, review the SUMMARY and the CODE column.
  2. Click Change payment date for services, below the report.
  3. In the Are you sure? confirmation, enter in the date field a dummy date that no other service has, usually 31 December of the following year (today's date appears by default). Make a note of it: you will need it in Ticketing Control.
  4. Click Accept. Orbis Web confirms the change and closes the report; click Reconcile again if you want to review it.
Report codeMeaning
No codeCorrect ticket: it is in Orbis Web and matches the settlement.
*Bill does not match: it is in Orbis Web, but with different amounts.
**Bill not found: it is in the Renfe settlement but not in Orbis Web.
ImportantUse a dummy date, not the actual oneUse a date that no other service has, usually 31 December of the following year. That way, when you filter by it in Ticketing Control, no ticket that already has an actual payment date gets into the summary. The actual payment date is set later, when you complete the payment in Ticketing Control.
Complementary step

Complete the payment in Ticketing Control

What it is for

Gathers all the tickets from the reconciliation by their payment date and marks them as received and paid in one go: invoice received, invoice date and amount, payment date and amount paid.

When to use it

Right after changing the payment date of the tickets found in the reconciliation.

Task: find the reconciliation tickets by their payment date and complete them. Recreation of the screen with sample data; only some columns and filters are shown, in four columns instead of six.

Step by step

  1. Go to Periodic Operations › Ticketing Control and open Filters.
  2. Clear From Date Services Start, which is pre-filled with 1 January, so that tickets for earlier services are not left out.
  3. In From Payment Date and Until Payment Date, enter the same date you entered when changing the payment date. If you want, also choose (3) - RENFE in Ticketing Type. Also untick Services Without Payment Date, which comes ticked: otherwise all the services without a payment date appear as well.
  4. Click Filter.
  5. Check that the table shows the tickets from the reconciliation, all with that Payment Date. If you want, click R (Summary) to see the totals.
  6. If your agency posts accounting entries per booking file, click L (or Actions › Fill out Invoice Print, Invoice Received, Payment Date, Invoice Date and Invoice Paid). In the Dates window, enter the Payment Date, the Invoice Date and the Supplier Invoice Number, and accept.
  7. If it posts entries per invoice, do not use L: click Generate supplier invoices for the listed services (also under Actions) and confirm. Without those invoices you cannot receive the purchases or post the sale.
ButtonWhat it fills in for the listed services
RNothing: it shows the summary of amounts for the listed tickets.
FInvoice received, invoice date, invoice amount and payment date.
LThe same as F plus the amount paid. With entries per booking file, this is the option to close the payment to Renfe.
Generate supplier invoices for the listed servicesGenerates the supplier invoices for the listed services so you can receive the purchases and post the sale. This is the option with entries per invoice: in that case, L is not used.
CautionL and the supplier invoices act on everything in the tableBefore clicking L or generating the invoices, check that the number of services and the amounts match the tickets found in the reconciliation report. If other services appear, adjust the filters.
Module

Manage Renfe files

What it is for

Shows the imported Renfe settlements, with their number and month, and lets you edit them, delete them or export the list.

When to use it

To check that an import has worked or to remove a file loaded by mistake.

Task: review the imported Renfe settlements. Recreation of the window with sample data.

Step by step

  1. Open the window with Manage Files Renfe (third button or Actions menu) and use Search to find a settlement.
  2. Export the list to Excel or PDF with the buttons on the right.
  3. On each row, click the pencil to edit the settlement or the bin to delete it.
CautionDeleting a settlement removes it from reconciliationsOnce deleted, it no longer appears in the File filter. If you made a mistake, you will have to import it again.
Guidelines

Best practices

One settlement at a time

Reconcile one settlement at a time: the report is shorter and the differences are easier to find.

Dates that match the settlement

Set the sale and payment dates to the settlement period instead of leaving the default ones.

Realistic deviation

A small deviation absorbs rounding without hiding real errors. Avoid raising it to "clean up" the report.

No duplicates

Before importing, check in Manage Files Renfe whether that settlement is already loaded.

Before reconciling
  • The settlement has been downloaded from the Renfe website in TXT format.
  • The settlement for the period has been imported and appears in the Files Renfe window.
  • The settlement is ticked in the File filter.
  • The issue, sale and payment dates cover the settlement period.
  • The branch has the customer and supplier for automatic commission creation set up.
  • You have balanced the incorrect tickets and generated the file for the commissions not found.
  • You have decided on the dummy date (usually 31 December of the following year) you will give the tickets found.
Support

Common problems

The settlement I have just imported does not appear in the File filter.Check in Manage Files Renfe that it has been imported and that it is the TXT downloaded from Renfe. If it is not there, import it again with Import File Renfe.
Almost all the tickets appear as not found.Check that the sale and payment dates do not leave out the settlement period and that RENFE automatic reconciliation (in the branch configuration) uses the right data: Ticket Number or Desk and Sequence.
Tickets with differences of a few cents appear as incorrect.Check the Maximum Deviation (Absolute Value) value. Differences above that value are treated as mismatches.
I cannot see the tickets that match.By default, the report does not show them. Tick Show correct tickets in the report and reconcile again.
More services than expected appear in Ticketing Control.Other services also have that payment date. Choose (3) - RENFE in Ticketing Type and use different payment dates for each settlement.
Ticketing Control shows hundreds of services without a payment date.Untick Services Without Payment Date in the filters and click Filter again.
Tickets from the reconciliation are missing in Ticketing Control.Clear From Date Services Start and check that From Payment Date and Until Payment Date contain exactly the date you entered when changing the payment date.
I have changed a lot of filters and do not know which one is wrong.Click Reset Filters to go back to the default values and change only what you need.
Still not working?Contact Pipeline Software support through your agency's usual channel. Include the settlement number and month, the filters you used and an example of an affected ticket number.