Reports and compliance

Gateway settlements — what Razorpay, PhonePe and the card machine paid, and what they kept

Import (or pull) the gateway's settlement, match each line to the payment the desk took, post one journal per settlement: the bank gets the net, 5060 gets the fee with its input GST, and the card / UPI receivable comes down by the gross.

Menu → Bank → Settlements. A guest pays by card or UPI on the booking page or at the desk's terminal; the books show it on *Card receivable* (1210), *UPI receivable* (1220) or *Wallet receivable* (1230) until the gateway pays it out — net of its fee and the GST on the fee. Import the gateway's settlement report (Razorpay's combined report, PhonePe's file, the card acquirer's MPR — pick the column map, edit it if the headings differ) or Pull a day from Razorpay. One file may hold many settlements; each becomes one row with its lines. The same file is not taken twice. Every line is matched by the payment's own reference — the gateway's payment id (which the folio carries), or the RRN / approval code the POS terminal wrote on the bill. A refund the gateway deducted matches the folio's refund. What no rule fits: *Match…* it to a payment by hand, or *Exclude* it with a reason (it is then posted to *Other tenders — to be mapped*, which is the honest place for money nobody can name). Post — refused while a line is unmatched — writes one journal GW-…: bank (net), *Card & gateway charges* (fee), input GST on the fee, and the receivable by the tender each payment was taken as. A chargeback the gateway deducted goes to *Chargebacks and disputes lost*. Then the bank statement's credit matches by the settlement's UTR on the Statement tab. Still owed lists every card / UPI / wallet payment no posted settlement has claimed, aged; the control puts the receivable ledgers against that list — they must agree. Disputes is a register: raise it when the gateway writes, answer by the date, mark won or lost; the money moves only when the gateway takes it.

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