The Accounting → Gateway reconciliation screen matches the funds paid out by the payment gateway (settlements) with the QRIS/VA payments taken at the cashier and in the patient portal.
How it works
- When a patient pays by QRIS/VA, the automatic journal is: Dr Cash in transit · Cr Patient receivables.
- The payment gateway pays out the funds (usually T+1 to T+4) and sends a settlement notification. Medivana fetches the transaction details and matches each transaction with a Medivana payment.
- For matched transactions Medivana posts a journal per branch: Dr Bank (net) · Dr MDR expense (transaction fees + transfer fee) · Cr Cash in transit (gross).
- A batch is Posted when everything matches and the transfer amount is equal; Needs review when there is a difference.
What to check
| Section | Meaning | Action |
|---|---|---|
| Needs review | The payment gateway received the funds but the invoice was already paid/voided or the amount differs | Refund the patient or record it as a patient deposit |
| Not yet settled | Payments paid more than 4 days ago without a settlement | Check the payment gateway dashboard; contact the payment gateway provider if it persists |
| "Unknown" transaction in a batch | A payment gateway transaction without a Medivana counterpart (e.g. created from the payment gateway dashboard) | Record a manual journal based on the evidence |
| Difference ≠ 0 | The transfer total differs from the transactions minus fees | Compare with the payment gateway settlement report and the bank statement (Bank reconciliation) |
| Sync failed | The payment gateway could not be reached or the credentials changed | Press Sync again once the connection is back |