What a settlement is
A card sale is money the provider owes you, not money in your bank. From the moment its register session posts it sits on Card receipts clearing, and it stays there until the provider pays. A settlement is one payout as the provider's statement gives it: what the cards took, the fee the provider kept, and what reached the bank.
Orders paid online settle the same way, out of Online payments clearing.
The page has two views: Settlements, every payout written down, and Not settled, the card money that is not where it should be. Settlements narrows by status, by store and by what is settled: card payments, or online payments.
Recording a payout
- Press Record a payout.
- Choose the Store, What is settled (card payments, or online payments) and the Bank account it was paid into.
- Enter The day it reached the bank. It cannot be a day still to come.
- Enter What the provider says the cards took, which is the gross on the statement, and The provider's fee.
- Under The payments it covers, tick the payments on the statement. The box at the top of the list selects all the payments shown. Sales from and Sales to narrow the list to the days the statement covers.
- If the page shows a difference, either tick the payments that are missing or say what happened under Why it differs.
- Press Save as a draft.
What was paid to the bank is not typed. It is what the cards took less the fee, worked out by Accmerio when the payout is saved. While you type, the page shows that figure, the total of the payments ticked and the difference as previews, and says they are previews.
A draft is not in the books. Open it to check it. Edit changes it; the store and what is settled stay as they were chosen.
A payment is settled once: matched to one settlement, it is offered to no other. A settlement takes up to 2,000 payments.
Posting, cancelling and reversing
| Button | What it does |
|---|---|
| Post to the books | For a draft. Sends the settlement to the ledger, dated the day the money reached the bank. A settlement that differs from the tills with no reason given is refused, and the refusal says by how much. |
| Cancel the settlement | For a draft. Nothing in the books changes, and its payments can be settled again. The settlement is kept, marked cancelled. |
| Reverse | For a posted settlement, with a reason. An opposite entry takes it out of the books, on the settlement's date or another you give, and its payments can be settled again. Record the payout again if it was wrong. |
A posted settlement is not changed. Its entry is listed under In the books on the settlement, and under Retail › Books.
Not settled
Not settled is read from the records each time. It lists three kinds of thing worth asking about. A long list shows its newest hundred, or for payments its oldest two hundred, and says how many there are in all.
| What is listed | What it means |
|---|---|
| Card payments not settled after 3 days | Cards the tills took three days ago or more that no settlement has taken: money the provider may still owe. Record its payout, or ask the provider where it is. |
| Online payments not settled after 3 days | The same, for orders paid online. |
| Settlements posted with a difference | Posted settlements where the provider and the tills did not agree, each with the reason given. |
| Card payments with no clear outcome | Card payments a till started more than 15 minutes ago whose outcome nobody knows, and ones the card machine approved that never became a sale. The customer may have paid for nothing: check each against the provider's statement. |
What reaches the books
Saving and cancelling a draft post nothing. Posting a settlement debits the bank account with what was paid and Card provider fees with the fee, and credits Card receipts clearing, or Online payments clearing, with what the cards took. Reversing posts the opposite.
The accounts for card provider fees and for online payments clearing are made the first time a settlement needs them, and can be changed under Retail setup › Accounts.