Gateway Settlement Reconciliation

Owned by Jhetah Mae Leornas
Last updated: Aug 14, 2024
5 min read

Every payment processed such as charges, refunds and adjustments will be summarized in a payout record in Stripe and once the Payout webhook event triggers, it will create Gateway Settlement records in your org. The Gateway Settlement Reconciliation process is batch-based. This is an easy and quick way to complete the process in bulk.

This is a sample of the Settlement record that hasn’t been reconciled.

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Gateway Settlement Reconciliation Batch Process

On the PosiPay Settings page, if you want to reconcile all the Gateway Settlement that day just click the Start Job button or Run Now button in the Active Batch Processes section.

When you click the Start Job button, it triggers the scheduling of the batch to run at the designated time.

When you click "Run Now," the batch process starts immediately.

Then the Gateway Settlement Reconciliation Process will be scheduled to run every 3 am, and a notification will pop up stating and confirming that the Gateway Settlement Reconciliation batch job has been scheduled.

If you want to stop the process then click Stop Job and the schedule of the Gateway Settlement Reconciliation process will be deleted and a notification will pop up stating and confirming that the the schedule has been stopped.

After the Schedule Batch run, the Gateway Settlement Record will be updated.

  • Gateway Transaction Total indicates the total amount of all Gateway Transactions linked to the Settlement Records.

  • Gateway Refund Total indicates the total refund amount of all transactions related to its settlement. The system will calculate all refund amounts from the gateway provider’s webhook request.

  • Gateway Adjustment Total indicates the total adjustment amount of all Gateway Transaction records related to Settlement records.

  • Gateway Fee Total indicates the total fee accumulated from all transactions related to its settlement.

  • Reconciliation Balance indicates the difference of subtracting the Gateway Transaction Total to the Gateway Refund Total and the Gateway Adjustment Total. The calculation should result to zero (0) to reconcile settlement in the system.

  • Reconciliation Status indicates the current status of the reconciliation process of a settlement.

    • If the Reconciliation balance matches the Amount then the Reconciliation Status will be set to Reconciled, otherwise if not match a PosiPay log will be created.

Compare Gateway Transactions linked to the Settlement record and the Payout Summary in the Stripe Dashboard.

  • For Charges,

    • Check if the number of Gateway Transaction records matches in the Payout Summary.

    • Check if the total charge amount of all Gateway Transaction records matches in the Payout Summary.

    • Check if the total Gateway Fee of all Gateway Accounts records related to this settlement matches in the Payout Summary.

  • Do the same checking with Refunds and Adjustment.

When there is any error in any part of the process, a PosiPay Log will be created.

  • Source = Stripe Gateway Settlement Reconciliation

  • Details = error message from a failed process

  • Type = Error

Immediate Gateway Settlement Reconciliation Process

For the immediate Gateway Settlement Reconciliation process, click the "Run Now" button in the Active Batch Process.

After the Schedule Batch run, the Gateway Settlement Record will be updated.

  • Gateway Transaction Total indicates the total amount of all Gateway Transactions linked to the Settlement Records.

  • Gateway Refund Total indicates the total refund amount of all transactions related to its settlement. The system will calculate all refund amounts from the gateway provider’s webhook request.

  • Gateway Adjustment Total indicates the total adjustment amount of all Gateway Transaction records related to Settlement records.

  • Gateway Fee Total indicates the total fee accumulated from all transactions related to its settlement.

  • Reconciliation Balance indicates the difference of subtracting the Gateway Transaction Total to the Gateway Refund Total and the Gateway Adjustment Total. The calculation should result to zero (0) to reconcile settlement in the system.

  • Reconciliation Status indicates the current status of the reconciliation process of a settlement.

    • If the Reconciliation balance matches the Amount then the Reconciliation Status will be set to Reconciled, otherwise if not match a PosiPay log will be created.

Compare Gateway Transactions linked to the Settlement record and the Payout Summary in the Stripe Dashboard.

  • For Charges,

    • Check if the number of Gateway Transaction records matches in the Payout Summary.

    • Check if the total charge amount of all Gateway Transaction records matches in the Payout Summary.

    • Check if the total Gateway Fee of all Gateway Accounts records related to this settlement matches in the Payout Summary.

  • Do the same checking with Refunds and Adjustment.

When there is any error in any part of the process, a PosiPay Log will be created.

  • Source = Stripe Gateway Settlement Reconciliation

  • Details = error message from a failed process

  • Type = Error