Gateway payouts: reconciling customer collections, fees, and bank deposits

The gateway may collect several customer payments and later deposit one net amount into the bank. The payout settles the gateway clearing balance; it is not a second customer receipt. Fees explain the difference between gross customer collections and net bank funds.

DNA Gateway Payouts selects the clearing account, settlement bank and included receipts, or imports the provider report. The summary shows gross amounts, fees already booked, actual fees and the adjustment. Save Payout posts, while a configured approval rule can make the action Save as Draft (Pending Approval).

Why a clearing account exists

When the gateway collects from a customer, the provider may hold the amount before settling to the company's bank. The clearing account represents that intermediate relationship.

The customer receipt and the later bank payout are therefore different stages of one collection chain. Recording both as independent customer receipts would overstate the amount collected from customers.

Gross and net settlement

Gross receipts are 1,000 and the bank receives 970, implying 30 of fees in this simplified example. If 25 was booked at receipt, the payout corrects the difference of 5. Recording another 970 customer payment would overstate collections.

The USD 5 adjustment explains the difference between estimated or previously booked fees and the actual provider fee in this simplified case. It is not an unexplained shortage in the customer's payment.

The payout population

A payout may include several receipts from different invoices and dates. The included population needs to correspond to the provider's settlement evidence. A receipt not yet paid out can remain legitimately in clearing.

DNA supports selecting the relevant receipts or importing the provider report. The summary distinguishes gross amounts, fees already recorded, actual fees, and the adjustment. That separation helps explain how the bank amount is derived.

Approval and financial effect

The documented payout behaviour posts the transaction through its supported save action, while a configured approval rule can route it for approval first. The business should understand that the action has a financial effect rather than assume every saved payout is only an unprocessed note.

The clearing and bank accounts define the two sides of settlement. Their currency and configuration should agree with the actual provider arrangement.

Explaining a remaining clearing balance

A remaining balance can represent receipts awaiting the next payout, differences in fees, or an error in the included transactions. Its age and provider references help distinguish these possibilities.

The useful reconciliation connects invoice payment, gateway receipt, provider settlement, fees, and bank deposit. It allows finance to explain why the customer is settled even when the net bank amount arrives later and differs from the gross collection.