Reconciliation and settlements

Two things happen to every online fee payment. First the gateway confirms that the parent paid, and the ERP posts the receipt. Later, the gateway pays the money into the school's bank account, usually several payments together, minus its charges. The ERP keeps these apart: successful payments are one register, and bank settlements are another. This guide shows where to check each and how to record a settlement.

Before you start#

• Your role needs access to Fees. To record a settlement, your role needs the right to approve in Fees (or in Transport or Hostel for those registers).
• Keep the gateway's settlement report and the school's bank statement at hand.

Where online payments are listed#

Open Fees and go to the Online fee collection panel. It has four tabs: School fee, Transport fee, Hostel fee and Mess fee. A family's one payment across registers is listed under each register it touched, with that register's share. Staff with fee access in the Staff portal see the same under Fee collections.

At the top are three figures:

Use Payment status (All payments, Successful, Awaiting confirmation, Failed, Needs attention, Test payments), the search box Admission no. / student / payment reference, Class and Section to narrow the list. Export payment register downloads the list as a spreadsheet file.

Each row shows the student, the gateway and Live or Test, the school's payment reference, the gateway's own payment reference, the amount and the status. Check status asks the gateway again. View receipt opens the receipt once the payment is confirmed.

Daily check#

1. Open Fees › Online fee collection and the tab you look after.
2. Look at Needs attention. Open each row and read the note under the status. See Troubleshooting online payments.
3. Look at Awaiting confirmation. For a payment older than a few hours, select Check status, then Refresh payments a little later.
4. Compare the day's Successful payments with the gateway dashboard's list of captured payments. The gateway's payment reference in each row matches the gateway's own record.
5. Open Payment verification and notification jobs to see what the ERP is still checking or still sending receipts for, and when it will try next.

Record a bank settlement#

1. When the gateway's money reaches the bank, open the gateway's settlement report for that deposit.
2. In Online fee collection, open Bank settlements, then Record a verified bank settlement.
3. Choose the Gateway account that settled the money.
4. Fill in Provider settlement reference, Bank UTR and Settlement date from the settlement report and bank statement.
5. Enter Gross amount (₹), Provider charges (₹) and Net deposited (₹). Gross less charges must equal net.
6. Select Record settlement. It appears in the Bank settlements list. Export settlements downloads the list.

PhonePe: fetch settlements instead of typing them#

1. In Bank settlements, open Fetch settlements from PhonePe.
2. Choose the PhonePe account, then From and To dates, up to three months at a time.
3. Select Fetch settlements. The table lists each PhonePe settlement with its UTR, date, state, how many of this register's payments it contains, and the gross, charges, refunds and net for them.
4. On a settlement marked Settled, select Use. The ERP fills in Record a verified bank settlement for you.
5. Check the figures against the bank statement, then select Record settlement. Nothing is recorded until you do this.

A settlement already recorded shows Already recorded. A settlement can also contain PhonePe orders that are not in this register; the table counts them separately.

Good to know#

• Settlements are recorded separately from successful payments. A payment is successful the moment the gateway confirms it; the bank deposit comes later on the gateway's schedule.
• If a payment brought in more than the instalments still owed (for example, the counter took the same fee the same day), the extra is kept as Available credit on that payment, not silently absorbed. If it should go back to the family, refund it; a refund returns the credit first. See Refund an online payment.
• Test payments are listed only under Test payments and never count in the totals.
• The online register loads the newest payments first. Use Load older payments to reach earlier ones.
• For the counter's own receipts and fee reports, see the School ERP guides.