Performing a Settlement

Settle a batch automatically or manually in the PAYware Connect Store Portal.

Use this when you need to settle a batch of transactions — either on an automatic daily schedule, or manually, on demand.

Setup

You can set your account up for Automatic Settlement or Manual Settlement:

• Automatic Settlement — PAYware Connect settles your batch for you daily at a time you specify. You don't need to remember to settle it yourself.
• Manual Settlement — you settle your batch yourself, at any time of day, as many times a day as you need.

Before settling, you may want to check the Pre Settlement report to see which transactions are still unsettled.

Choose your settlement method

Automatic Settlement

1

Open Settlement Setup

Hover over Settlement. Click Settlement Setup. The Settlement Setup window opens.

2

Enable automatic settlement

Check Enable Auto Settle.

3

Set the settlement time

Using the drop-down boxes next to Settlement Time, set the time of day (EST) you want automatic settlement to run, in 10-minute increments, then select AM or PM.

4

Set up notifications, if wanted

PAYware Connect can notify you after each automatic settlement. Select the email format (HTML or Text), then enter a Primary Email for success and failure notifications — separate multiple addresses with a semicolon (;), e.g. [e-mail]; [e-mail].

To add a CC email, type the address and click Add; it appears in the box below. Add additional CC emails one at a time the same way. To remove one, select it (it turns blue), click Delete, then confirm.

5

Save your changes

Click Update at the bottom of the page.

PAYware Connect emails the Primary and CC addresses after every automatic settlement attempt, whether it succeeds or fails.

Manual Settlement

1

Open Manual Settlement

Hover over Settlement. Click Manual Settlement. The Manual Settlement window opens.

2

Set the cutoff date and time

Use the calendar tool, or enter the cutoff date as mmddyyyy (no slashes — PAYware Connect adds them). Enter the cutoff time as hhmmssXX (no colons — PAYware Connect adds them). The request includes any transactions processed before this date and time.

3

Review the batch

Click Submit. PAYware Connect shows the unsettled transactions grouped by Payment Type, with Count and Totals columns; multiple transaction types appear in separate rows. Click a column header to sort.

Click the + to the left of a row to expand the transactions of that type. Manually entered card numbers display in blue; swiped cards display in black. Each expanded row shows Time, Media, Invoice, Acct, and Reference (if applicable).

4

Submit for settlement

Click Submit for Manual Settlement. After a moment, PAYware Connect confirms the settlement has been scheduled, and connects to the payment processor to finalize the transfer of funds. Click Back to return to the Manual Settlement window.

PAYware Connect emails the Settlement Email address on file with the status of the batch:

• Successful — funds typically transfer in 2–5 business days, though it can take longer depending on the banks, processor, and the Federal Reserve.
• Not successful — PAYware Connect includes an error message explaining the rejection. If it isn't self-explanatory or doesn't resolve on its own, contact Technical Support.

Keywords

Also called: settle a batch, batch settlement, auto settle, manual settle. Search terms: settlement, automatic settlement, manual settlement, settlement setup.