A payment gateway does not hand the money over at the counter. It pays the shop later, in a batch, less its fee and the tax on that fee, and it takes off any refunds it made. MartPOS keeps that money apart until it arrives, so your bank and wallet balances show only money you really have, and it books the fee when you record the payout. This guide explains how.
Which gateway. The gateway these screens work with is the test gateway: a simulator on the store PC for trying them in a test store, where every figure it produces is invented and no money moves. JazzCash, EasyPaisa, card and bank payments taken at the counter are recorded on the bill as they are, without a gateway, and the money moves in your own accounts: see Taking payment.
How gateway money is booked
When a bill is paid through a gateway, the money does not go to your JazzCash wallet or bank account in the books. It goes to an account of its own, Online payments to be settled. It waits there until the gateway pays out.
When it pays out, you record a settlement (the payout), and MartPOS posts one entry:
- the net amount that landed goes into the bank or wallet account it landed in;
- the gateway's fee, and the tax on the fee as its own line, go to the expense category Online payment gateway fees;
- Online payments to be settled goes down by what MartPOS booked for those payments, less the refunds the gateway took off.
For example: three bills paid through the gateway for Rs 2,500.00, and one item returned with Rs 250.00 refunded at the gateway. The gateway pays out Rs 2,206.50 with a fee of Rs 37.50 and Rs 6.00 tax on it. MartPOS puts Rs 2,206.50 into the wallet, Rs 43.50 into gateway fees, and the clearing account goes back to zero.
A store upgraded from an earlier version keeps its old gateway payments where they were booked; a settlement of one of them takes it from that account, so nothing booked before changes.
The Gateway settlements page
Open Money › Gateway settlements. The page appears while the shop takes a way of paying through a gateway (Settings › Payments).
- The cards at the top show, for each gateway, what is still to arrive and how long the oldest payment has waited.
- Not paid out yet lists every gateway payment on a bill that no settlement has paid out, with its bill, its amount, any refund still to come off, and its age: amber from 3 days, red from 7.
- Settlements lists the payouts recorded, newest first, marked Posted, With differences or Reversed.
- Gateway notices lists what the gateways confirmed through MartPOS Cloud (below), and which notices need a look.
Recording a settlement
Choose one of three ways:
- Import settlement file: the gateway's payout report in the MartPOS settlement CSV layout (one payout per file, a row per payment or refund, with the gateway's references, amounts and fees).
- Enter by hand: tick the payments on Not paid out yet first; they become the lines. Type the gateway's settlement reference, the day it paid out and the fee.
- Test gateway report (test stores only): the test gateway makes its own report from its payments, with a simulated fee.
The settlement window shows each line and whether it Matched a payment by its reference, Matched by hand, or is Not matched, and below it This gateway's payments not in the settlement. If the gateway's report names a payment by your order number instead of its transaction reference, select the line and the payment, choose Match by hand and say why. Check Landed in (the account most of the payments were taken to, unless you choose another), then choose Post settlement.
A settlement is posted once. The same reference from the same gateway is refused while it is posted, and a payment is never paid out twice.
When the figures do not agree
- A bad file is refused as a whole, with every problem by row: a missing column, an amount written 1,250, a date not written 2026-10-01, a total that does not add up. Nothing is kept; correct the file and import it again.
- A refund the gateway made that MartPOS has not recorded shows as a difference. Record the return or void of that bill first, then Check again.
- A payout that is short or over can be posted only with a reason under Why it differs from what MartPOS booked; the difference is booked to the fee account and the settlement is listed With differences.
- A wrong settlement is never edited or deleted. Open it and choose Reverse settlement with a reason: its entry is posted the other way round and its payments wait to be paid out again.
Gateway notices and the webhook relay
Some gateways confirm a payment by calling a web address. A store PC cannot be reached from the internet, so MartPOS Cloud receives the notice for you, checks its signature with your business's secret, and your store PC fetches it when it syncs.
- In the owner portal, an owner opens Online payments › Webhook relay and chooses Create secret. The secret is shown once; copy it then. Rotate secret replaces it at once and keeps the address.
- On the store PC, Settings › Payments takes the address and the secret (for the test gateway: Send the test gateway's notices through MartPOS Cloud).
A notice marks a waiting payment paid or failed. It never unpays a paid payment and never posts a return: a refund made at the gateway is listed for a manager on the store PC's Online payments page until its return is recorded. A notice for a payment this store PC does not have is kept under Gateway notices, and the sync carries on.
On MartPOS Cloud
When the store PC is paired, the owner portal's Online payments page shows each branch's money still to arrive per gateway as its store PC last reported it, the settlements posted (reversed ones left out of the totals), and the gateway notices. See The owner portal.
Who can do this
Posting and reversing settlements needs the gateway reconciliation permission: owners, managers and accountants. Auditors can read the page with the accounting permission; cashiers cannot open it. The store PC's relay settings are for owners and managers. In the portal, managers read the page for their branches; only owners see the webhook relay and its secret.
Common questions
Why does my wallet balance not include today's gateway payments?
Because the gateway has not paid them out yet. They wait in Online payments to be settled and reach the wallet when you post their settlement.
Do I also record the gateway's fee as an expense?
No. Posting the settlement books the fee and its tax in Online payment gateway fees. Recording it again under Expenses would count it twice.
I imported the wrong file. What now?
Open the settlement and choose Reverse settlement with a reason, then import the right file.
Related guides
Last updated 05 October 2026. Still stuck? Contact us.