Settlement And Reconciliation

Settlement and reconciliation confirm that payment activity in Pinkapple matches what actually settled with providers, banks, wallets, cash points, tills, or processors.

Open Payments & Settlement -> Operations -> Settlement Batches or the relevant settlement/dispute workspace available to your role.

Workspace Reference

Workspace	How Users Reach It	Main Actions
Settlement Batches	Payments & Settlement -> Operations -> Settlement Batches	Create or review settlement groups, compare expected and actual amounts, reconcile items, and track exceptions.
Settlement Disputes	Payments & Settlement -> Operations -> Settlement Disputes	Record disputed transactions, evidence, owner, status, and resolution outcome.
Payment Transactions	Payments & Settlement -> Operations -> Payment Transactions	Review transaction status, channel, provider reference, amount, settlement state, and related business record.
Service-Specific Settlement Views	Billing, POS, Agriculture, Wallet, or other service settlement links where available	Enter the same shared settlement process with a narrowed service context.

What Settlement Means

A transaction can be created, approved, or executed in Pinkapple before the external movement is fully confirmed.

Settlement review answers:

• did the provider, bank, till, wallet, or processor confirm the movement?
• did the amount match?
• were the fees correct?
• are there duplicates?
• are there missing references?
• are failed, reversed, or disputed items understood?
• does the settlement total agree with expected payment activity?

Settlement Batch Versus Payment Batch

Question	Payment Batch	Settlement Batch
Sends money to beneficiaries?	Yes	No
Reviews external settlement?	No	Yes
Contains beneficiary payout lines?	Yes	Usually no; it reviews transaction settlement activity.
Used mainly by	Operators and approvers	Finance and reconciliation users.
Handles provider or bank exceptions?	Limited line feedback	Yes.

Use payment batches to execute outbound payouts. Use settlement batches to confirm money movement and clear exceptions.

This is especially important for service-backed flows such as Agriculture, project-funded operations, payroll, refunds, or cooperative settlements:

• the service or source workflow explains why money should be paid
• Payments executes the movement
• Settlement confirms what actually cleared externally
• GL and Reporting reconcile the result afterward

Reconciliation Workflow

1. Select the settlement period, channel, provider, wallet, bank, till, or processor scope.
2. Review expected transactions.
3. Import or review statement/provider activity where available.
4. Match expected and actual movements.
5. Review fees and settlement amounts.
6. Flag unmatched or disputed items.
7. Resolve exceptions.
8. Mark reconciled only when review is complete.

What To Check

Before marking settlement complete, confirm:

• transaction count matches expectations
• gross amount, fees, and net settlement are understood
• provider or bank references are present
• failed or reversed transactions are explained
• unmatched items are assigned
• duplicate statement lines are not posted twice
• settlement date and value date are correct
• channel and currency are correct
• GL posting or reconciliation status is understood

Common Exceptions

Exception	Meaning
Missing reference	Provider or bank did not return a usable reference.
Amount mismatch	Expected and settled amounts differ.
Fee mismatch	Provider, bank, wallet, or processor fee differs from expectation.
Duplicate line	The same settlement movement appears more than once.
Delayed settlement	Transaction is valid but provider or bank settles later.
Reversal	Previously successful movement was reversed.
Chargeback or dispute	External party challenges or reverses the settlement.
Unmatched statement line	Statement shows a movement not yet linked to Pinkapple activity.

Disputes

Use dispute handling when an exception needs formal follow-up.

A dispute should capture:

• channel or provider
• affected transaction or settlement item
• disputed amount
• reason
• supporting notes or evidence
• responsible owner
• current status
• resolution outcome

Do not mark disputed items as cleanly reconciled until the resolution is clear.

Reconciliation And GL

Settlement reconciliation and GL posting are related but not the same.

• Settlement confirms whether external movement happened as expected.
• GL posting records the accounting impact.
• Exceptions may require correction, reversal, fee adjustment, or clearing-account review.

Finance users should review both settlement status and GL status before considering a channel fully cleared.

Where a payout originated from approved project-funded or Agriculture-backed obligations, reconciliation should still be traceable back to:

• the source obligation
• the project and WBS where present
• the funding source where present
• the payout batch and line outcome

Common Mistakes

Mistake	Better Practice
Marking a settlement as reconciled with unmatched lines.	Resolve or formally assign exceptions first.
Ignoring fee differences.	Review fee setup and provider statement detail.
Treating provider success as bank settlement.	Confirm actual settlement where the workflow requires it.
Posting duplicate statement lines.	Check references and dates before confirming matches.
Closing disputes without evidence.	Capture reason, notes, and resolution result.

Related Guides

• Payment Channels
• Payment Batches
• Wallet Top-Ups