Guide
How to use the Payment Gateway Reconciliation (Razorpay, Cashfree, PhonePe)
1. Download the reports
Razorpay
- 1Razorpay Dashboard → Reports → Settlement recon (or Transactions) → choose the dates → Download (CSV or Excel).
- 2The settlement recon report has every payment, refund and adjustment with its settlement ID, UTR, fee and GST.
Cashfree
- 1Cashfree Merchant Dashboard → Payment Gateway → Settlements (or Reports) → choose the dates → Download the settlement report.
PhonePe Payment Gateway
- 1PhonePe Business / PG dashboard → Reports or Settlements → choose the dates → Download the settlement report.
Store orders
- 1Shopify: Orders → Export (CSV). WooCommerce: an orders export with Order Number, Order Date, Status, Payment Method, Transaction ID and Order Total. Take a few days more than the gateway report on each side.
Menu names in Seller Central change now and then. If a label looks different, search the report name in Seller Central's search bar.
2. Read the results
Not paid / not refunded
Prepaid orders with no payment in the gateway report, and cancelled orders whose payment wasn't refunded. COD orders are left out.
Orders vs gateway
Every prepaid order: total, paid, refunded, fees and net, with its settlement UTR and how it was matched (payment ID, order number, or amount and date).
Payments without an order
Money taken with no order in the store: usually a checkout that failed after payment. Create the order or refund the customer.
Refunds
Store refunds vs gateway refunds per order.
Fees by method / Fees above expected
Effective fee per payment method, and payments charged more than your agreed rate.
Settlements
Each bank credit: payments, refunds, fees, GST and adjustments. Match the UTR with your bank statement.
Tally journal
One journal per settlement: Dr Bank, Dr charges and input GST, Cr customers.
3. What to do next
- Start with "Payments without an order" and "Not paid / not refunded": those are customers or money at risk.
- Match each settlement UTR with your bank statement.
- Import the Tally XML after your sales vouchers (Website to Tally), so customer balances clear to zero.
- Claim the GST on gateway fees as input credit; it shows in GSTR-2B from the gateway's monthly tax invoice.
4. Good to know
- •Matching is exact when the store order number is sent to the gateway as the receipt / merchant order ID (the Razorpay and Cashfree plugins for WooCommerce do this).
- •Upload a few days more of store orders than the gateway report, so payments at the edges find their orders.
- •Razorpay's "fee" includes GST; the tool checks this against the credit column and splits the GST out.
5. FAQ
Which gateways work?
Razorpay, Cashfree and PhonePe reports are recognised by their columns. Others (PayU, CCAvenue, Easebuzz) usually work if the report has an amount, a payment or order ID, fee and settlement columns. Tell us if yours doesn't.
Is it safe to upload these reports?
The files are processed on our server in memory and deleted straight away. We never store them.
It says a column is missing. What now?
You probably uploaded a different report, or Amazon renamed a column. Download the report exactly as in step 1. If it still fails, tell us the report name and we'll add support.